Event Setting

Event Setting

Event Settings

Video Guide 

Once an event is newly created, organizers can now enter the basic event information under Event Settings. Please refer to this video guide on how to customize event settings.



Article Guide

Basic Event Info

In order to edit the basic information of an event, simply click Event Settings and then Basic Event Info.



If you would like to copy the event link and share it to social media or other communication channels, simply click on the copy icon next to the event link. 
 

Organizers can edit the following event details on the Basic Event Info page.

Registered Attendees Entry Setting (Event Pre Launch)

You can customsised your event entry time, so that the attendee can enter the event early. This time can be different with the event start and end time.





Event Name

Enter the Event Name in the field, up to a maximum of 200 characters are supported.



Event Favicon

This feature is only available if you have subscribed to the Enterprise package. Organizers can upload the event favicon following the stated dimensions.



Event Logo

The organizer can upload an event logo with a maximum file size of 2 MB. Recommended dimensions are 320 x 320px.



When the event logo is uploaded, it will be displayed on the top left corner of all pages of the event site and on top of all emails.


 

Event Banner

The organizer can upload an event banner with a maximum file size of 2 MB. Recommended dimensions are 1200 x 400px. Note that organizers can also upload a GIF as the event banner. 

 

When the event banner is uploaded, the event banner will be displayed on the event landing page and all emails.

  1. On the landing page


     
  1. In all emails



Event Description

The organizer can add a short description about the event in the description box if needed.


The event description will be shown on the landing page of the event site. 



Event Date & Time

The organizer can change the event date and time before the event starts. The event start date and time will turn grey and become unclickable once the event starts. Hence, organizers are unable to change the event start and end time once the event has started.  

 

Note: If organizers would like to open the event site for regular attendees to enter before the actual event start date, there is a toggle under Event Entry Settings > Registered Attendees Entry Setting > Customise attendee entry setting for organizers to toggle ON and customize the attendee entry date & time.



Event Location 


  1. Organizers can enter their event location for Hybrid and In-person events. This location will be displayed on the landing page, email (if organizer has enabled Attach Calendar Reminder in Email) and WhatsApp notification (if enabled by the organizer). 






  2. Once the location or address is input into the text box, there will be a dropdown menu that shows the options to be chosen. Once the location is selected, it will be shown on the map automatically. Organizers do not need to manually pin the location. 


  3. Organizers can also enter the specific floor or room number to give the attendees more information. For example, "Third Floor".
    Note: The exact text entered into the text box will be shown on the landing page, email and WhatsApp notifications.



  4. To view the event location on a map on the landing page, simply click on View Map.

Organiser Contact Details 

Organizers are able to add their contact details. Note that this will not be shown on the event landing page.

 

Event Entry Settings

Configure your event entry type and the login settings

Select the type of entry method for your event. There are two types of event entry: Public Event and Invitation Only.

1. Public Event means anyone can register and enter into the event

2. Invitation Only means only attendees with the emails imported by organizers can enter the event.

Special Roles Entry Settings

Allow/disallow special roles (eg. Hosts, Speakers, Exhibitors & Booth Reps) to enter the event anytime before the event starts.


Toggle Switch ON - allow attendees with special roles to enter the event anytime before the event starts.

  1. Note: If organizer would like to allow regular attendees to enter the platform before the event live day, please contact your project manager to enable the feature. 

Toggle Switch OFF - attendees with special roles can only enter the event 15 mins before the event starts, same as attendees.

Registered Attendees Entry Setting

Organizers are able to allow attendees under registered or attended status to enter the event site before the event start date by enabling this feature. Once enabled, organizers can input the corresponding date and time. 



Event Delivering Methods

Select the method in which the event organizer can use to deliver different forms of communication. By default, the Email option cannot be selected. Organizers can further choose to include or exclude SMS and WhatsApp notifications.

NOTE: By default, all invites, confirmations and reminders are sent via email. Adding SMS and WhatsApp notifications are optional and cannot be the main method of communication delivery.


Custom Email Domain

Organisers are able to edit or add custom email domain. To know more regarding how to set up your custom sender email domain, please refer to this article.

Note: Domain verification needs to be done on the organiser's end.



Event Type and Category

Organizers can specify more about the event by adding the type, category and estimated attendees number in order to get a tailor-made event experience.


Important Reminders:

  • Echo cancellation & noise suppression will be disabled if the event type of an event is Concert or Performance or Festival or Fair
  • Choosing Concert or performance as an event type is not recommended if the webinar session will not conduct any live concert or performance as this may lead to some echo issues.
  • When organisers set the estimated number of attendees, it serves as an estimate. This setting does not prohibit attendees to enter if the number of attendees go beyond your estimated number.
  • Please remember to click Save once any changes are made.

General Settings

Under General Settings, organizers can set their preferences on items such as language, event currency, in-event interaction tools, event visibility control, approval mechanism (for in-person events), event survey control and autocapitalise mode. 



Event Language 

Under this setting, organizers have the option to select the default language and multi-language content.
  1. Default Language
    1. This is the language that will be shown by default. Please note that the language of the event does not automatically change according to your browser settings. 
  2. Language logic: 
    1. Firstly the system will detect the the user browser language. If the user browser language matches the event enabled language, the corresponding language will be used. 
    2. If the user browser language not match the event available language, the display langauge will fallback to the "Default Language"
  3. You can also specific the display language by URL parameter if needed. If you had saved locale setting before, the event will still respect your previously saved locale. You can test it via incognito mode. This can ensure no locale setting being saved on your browser Cookies.
    1. https://eventxapp.com/{{event_id}}?lng=zh-HK
  4. Our platform currently supports the following languages:
    1. English (en)
    2. Traditional Chinese (zh-HK)
    3. Simplified Chinese (zh-CN)
    4. Korean
    5. Japanese
    6. Vietnamese
    7. Spanish
    8. Thai 
    9. Portuguese
  1. If the organizer has included multilingual content for the event, the translations for the basic event information will have to be input manually. Please refer to this article for more information on how to do so.
Event Currency
  1. If the event includes ticketing, organizers will need to select the currency of choice. 


  2. Our platform supports 12 currencies:
    1. CNY
    2. HKD
    3. IDR
    4. JPY
    5. KRW
    6. MYR
    7. PHP
    8. SGD
    9. THB
    10. TWD
    11. USD
    12. VND
In-event Interaction

Under this section, organizers are able to control the interaction features that will be shown in the event. 



Public Chat 
  1. Once Show Public Chat is toggled ON, all visitors on the platform will be able to chat with each other in a public chat room on the virtual event platform. The chats will be visible to anyone who enters the event site.
    Note: The global chat and networking lounge chat message can accomodate up to 280 characters. When sending a message which exceeds the limit, the message that will be sent out is "The message you are trying to send is larger than 280 characters".



Booth Chat 
  1. Once Show Booth Chat is toggled ON, all visitors on the platform will be able to chat with the booth exhibitors/representatives on the Booth page. The message can be viewed by all attendees that enter the booth.



  2. Note:
    1. If an attendee sends a message into the booth chat and leaves the event site, the message will still be visible. 
    2. The global chat and networking lounge chat message can accomodate up to 280 characters. When sending a message which exceeds the limit, the message that will be sent out is "The message you are trying to send is larger than 280 characters".
Q&A
  1. Once Show Q&A is toggled ON, the attendees will be able to view and raise questions in the webinar sessions. There will also be a tab on the right panel of the event site for attendees to view the raised questions.
    Note: If an attendee submits a question in a webinar session and leaves the session, the question will still be visible. 



Polling 
  1. Once Show Polling is toggled ON, attendees are able to participate in polls created. Attendees can also view the polling quetions and results from different webinars by clicking on the dropdown menu on the right panel of the event site.



1-on-1 Video Call 
  1. Once Show 1-on-1 video call is toggled ON, it allows for attendees to have 1-on-1 video calls with each other.
  2. In order to initiate the video call, attendees can search the attendee name from the People List > Click on the attendee name > Click Message > Click the video call icon







  3. If an attendee receives a call, there will be a pop-up as shown below.



  4. The video call feature is not available when the receiver:
    1. Is in a webinar session.
    2. Has joined a networking lounge table. 
    3. Is in a booth video table. 
    4. Already on another 1-on-1 video call with another person.

  5. There will be missed call notifications as below if the attendee did not manage to answer the call.



Meetup (Deprecated)
  1. By enabling the Meetup toggle, attendees will be able to book a meeting with another event participant. Please refer to this article for a detailed guide on how to set up the meetup feature for both organizers and attendees.

Event Visibility Control 

Webinar Livestreaming Tool



  1. When Show View Count is toggled ON, the attendees that are viewing a session will be able to view the number of people that are currently viewing the same session on the bottom left corner. 
    Note: Host & Speakers will still be able to view the number of viewers even if the feature is toggled OFF. 


People List


  1. Under the people list, there are 2 items that organizers can turn on/off.
  2. If Show People List is toggled ON, attendees will be able to view all the registered attendees for the event. 



  3. By checking the Show number of participants in people list,  the attendees will be able to view number of participants in the people list. This is valid for all roles. 



Approval Mechanism 
  1. The Attendee Approval mechanism is only available for In-person events. To know more, please refer to this article. 



Event Survey Control 


  1. Once Enable Post Event Survey is toggled ON, the attendees will receive a survey within the event platform 5 minutes before the event end time.
  2. To know more regarding the post event survey, please refer to this article. 
  3. Note: 
    1. The event end time depends on the time that has been set under Basic Event Info.
    2. The survey questions cannot be edited by the organizer. 

Auto Capitalise Mode
  1. Organizers can toggle ON this feature to ensure that each word of an attendee name and job title starts with capital letters. For more information on this feature, please refer to this article.


Attendee Profile Settings 

  1. In order to set the fields that will appear on the attendee profile on the event site, organizers can go to the Attendee Profile Settings tab. Please refer to this article for more information on how to set up the attendee profile fields.
How To Set Up Fields Displayed On Attendee Profile

To edit the fields showing in the attendee profile, please follow the steps below:

Step 1: Click Event Settings and click Attendee Profile Setting .

 

Step 2: You can select/unselect the check box to hide basic user information in attendees' profile.

 

NOTE

  1. User can rearrange the order of user information under MORE ABOUT ME by drag and drop while user information under BASIC USER INFORMATION cannot be rearranged.
  2. The custom field questions created by the organizer will be shown under MORE ABOUT ME.

How To View Attendee Profile On Event Site

The attendee profile will be displayed when the attendee clicks on the attendee name or message icon in the People List. If the organizer wants to show the attendee profile, he/she should also enable Show People List under General Settings.

Clicking On Attendee Name

By clicking on the attendee name, the attendee profile will be shown.
Note: The empty fields will be shown as blanks. 





Clicking On Message Icon

Alternatively, by clicking on the message icon, there will then be a profile icon next to the attendee name. Click on it to view the attendee profile.

Screen_Shot_2022-09-20_at_1.43.17_PM.png
 
Screen_Shot_2022-09-20_at_1.42.42_PM.png

Landing Page 

For enterprise plan users, the organizer may customize to show or hide event Hosts & Speakers, Schedules and Sponsors for the event landing page.

Step 1: Go to the "Landing Page".

















Step 2: Show or hide Hosts & Speakers, Schedule and Sponsors details for the event landing page by toggling on/ off "Show on page". Reorder the pages by dragging and dropping the item.

chrome-capture-2022-8-1.gif


 Attendees will see the changes on the event landing page as shown below.
eventlandingpage.gif

Event Manager

Video Guide

  1. Please refer to this video guide on how to add event manager.

Article Guide

Organizers are able to add Event Managers to help co-manage the event. To do so, follow the steps below. 

Add A New Event Manager (For Organizer)

  1. Click Event Manager > Click Add Event Manager


  2. Input the email address and contact number (optional) of the person that you would like to invite. Click Send Invitation once done. 


  3. Once the event manager has been invited, the status on the organizer portal will be shown as Pending.
    1. They will receive an invitation email as below. To activate the role as event manager, simply click on Activate Role.
  4. The status of the event manager will change to Accepted once they have activated their role. 


Activate Event Manager Role (For Invited Person)

  1. Once the invitation email has been received, click Activate Role.
    1. You will be directed to the sign-up page if your email address is not associated with an existing EventX account. 
    2. If your email has an existing account with EventX, you will be directed to the log-in page. 
       
  2. By clicking on Sign Up or Log In, you will then be directed to the organizer portal page and can now edit the settings. 

Remarks 

  1. Organizers are only allowed to add up to 10 event managers.
  2. Event managers will not need to go through registration. 







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