Organizers are able to customize the navigation bar and also change the theme color of the event under the Menu Configure page. 

Configure Navigation

Step 1: Go to the Menu Configure tab and click Configure Navigation.

Step 2: Click the "Click to Make Changes" button to edit the page name, rearrange the order of pages and create custom pages.

 

1. To edit the page name, simply click on the edit icon.
   
   
   
2. To show or hide the page, simply toggle on/off accordingly.
   
   
   
3. To rearrange the order of the pages, simply click on the highlighted icon and drag it to the desired order. 
   
   
   
1. For desktop view, the order of the menu bar will be arranged from left to right. 
   
2. For mobile view, it will be arrange from top to bottom. 
   
   

Adding Custom Page

Once all the changes have been updated, the organizer may click "Click to Prevent Further Changes" to avoid mistakenly modifying the previous setting.

The organizer can choose the main and secondary theme color under Theme Color (Some components and elements could not be changed due to original design necessity).

Here are some suggestions on how you can use the custom page:

Important Reminder:

• Embedding a 3rd party website by iFrame embedding using custom page in the EventX platform is currently not supported under eventx.io domain. By default, the custom page will be opened as a new tab.
• If you would like to embed the 3rd party website using iFrame embedding, but not open it as a new tab. By using a custom domain for your event, the iFrame embedding will be available. 
• An alternative way is subscribing to the custom domain which is currently available in Enterprise Plan only. Please contact our Sales Team for details.

1. Embed a 3rd party 3D gallery view in the event. (Event uses custom domain)

2. Embed an eCommerce website for an eShop (Event uses custom domain)

3. Embed a Marketplace (Event uses custom domain)

4. Link a website to your custom page. The illustration below is using eventx.io default domain

This article will guide you on how to create webinar sessions and assign the webinar sessions to a specific track.

Steps To Create A Webinar Session

Note 

• The webinar session order on the schedule page is arranged by date, starting from the earliest date to the latest. 
• Under each date, sessions are arranged by time, from the earliest session to the latest session.
  
• The same order is applied when the tracking filter is used.
• The concurrent live sessions (Sessions start at the same time) created will be displayed in a parallel position on the schedule page.

Step 1: After logging in to the organizer portal, click  "Schedule"

 

The webinar sessions that are added can be filtered by date to easily locate the sessions. To filter the webinar session created :

- Click 'Date' and pick a specific date from the calendar.

If you would like to filter out the questions submitted in the Q&A section to be screened and approved by the hosts or speakers before displaying to the public, you may turn on the Q&A Screening toggle button. 

You will find the Q&A Screening toggle under webinar session settings. When disabled, questions will be displayed to the public directly. Remember to click "Save" after making any changes.

When the Q&A Screening button has been toggled on, questions submitted by attendees will  appear under the pending section for Host/Speakers to screen before showing to the public.

Host/Speakers would be able to approve or decline the questions at the backstage.

After clicking the approve button, the submitted question will be shown under the approved section.

After clicking the decline button, the submitted question will disappear.

Questions will be displayed to the public once it has been approved.

If the question is waiting for approval by Host/Speakers, the attendee who submitted the question would be able to see the status "Pending" under My Questions from the attendees' view.

If the question has been approved by Host/Speakers, the attendee who submitted the question would be able to see the status "Approved" under My Questions from the attendee's view.

If the question has been declined by the Host/Speaker, the attendee who submitted the question will see the status "Declined" under My Questions from the attendee's view.

To be able to watch or review previous webinar sessions to see how everything went, Organizers can choose to toggle on the Session recording function or enable Session Replay before the session starts. This would also allow viewers to re-watch the session.

Important reminders:

• The maximum recording hour of a live webinar is up to 24 hours
• After enabling session recording, when the live webinar started, the live recording will also start.
• If the host will start the live webinar session for rehearsal, please pause the session to avoid continuous recording after the rehearsal
• The host can restart the session before the session live to resume the recording
• Once a webinar session has already started the organizer cannot update the session recording toggle on or off.

This can be done under the Edit webinar session page.

1. Enable session recording by toggling on Session Recording before the webinar sessions start.
2. Check the box beside Enable Session Replay to allow viewers to re-watch the session. 

 

If you want to hide or show  a specific recording from showing as a replay, toggle on/off the live recording under Hide from Replay list column on Live Recordings.

 

Attendee view with Session replay enabled

 

Attendee view when Session replay is disabled

 

Auditorium View
Organizers can toggle on thsi feature to upload a custom background to the webinar session.

Attendee View

The concurrent live sessions (Sessions start at the same time) created will be displayed in a parallel position as shown on the event page and the schedule page of the event site. The sequence from left to the right is based on the session end time. Attendees may click the arrows to browse which session they would like to join.

 

Filter sessions by date

- If the event is running a lot of webinar sessions, attendees could easily find the sessions they would be attending by using the date filter.

- From the schedule page, just click date and pick a specific date to show sessions happening on that day.

 

Remarks

Concurrent Session Orders would vary depending on given instances as below:

1. All concurrent sessions with no track starting with the same time but different end times.

• Order is by the end time 
• The session which ends earlier will go first

2. If all concurrent sessions with no track start and end at the  same time

• Order will be based on the time session was created
• The last created session will appear first on the portal and will go first

3. If sessions have different tracks and all have the same start time but the different end time

• Order will be based on the end time
• The session which ends earlier will go first

4. If sessions have different tracks but all start and end at the same time 

• The ordering would be by track sequence > Ordering by session create time
• The session with no track will show after the session with track and order by session create time

In conclusion, it follows the order  end time > track sequence > session create time

Once there are concurrent live sessions and one of the concurrent live sessions passes the end time, a pop-up message will be shown and will suggest ongoing live sessions for attendees.

 

If there are several concurrent live sessions that are ongoing, attendees may click the "arrow" to browse different live sessions.

 

Note: This feature only applies to EventX Webinar Live streaming Tool.

Track Management

If you would like to assign webinar sessions to a track or put together specific sessions as a group, you can do so by creating a track. To do that:

Step 1: On the Webinar Session Listing page. Click on Track Management.

Step 2: Click on Add Track. You may add a maximum of 30 tracks. Note that each session can only be assigned to 1 track.

Step 3: Add the track title. The organizer can also pick a track color from the color picker or insert the color code.

Click Add track after adding making the changes.

To add tracks to the webinar sessions, in the edit page of each webinar session scroll down to select the track to assign the session to a specific track.

Attendees will be able to filter webinar sessions by selecting a track on the event site's schedule page.

 

Tips:

Step 3: You can further update the host/speaker information or resend a speaker invitation in Hosts & Speakers tab under Actions.
To edit the host/speaker information, click the pen icon and click "Save" after editing.

To send/resend the invitation email, click the mail icon to Resend the Invitation Email. Then, click Long Press To Send.

Step 1: Go to Host & Speakers page and click on  "+ Add a Host/Speaker"

Step 4: Click on "Add Selection" to confirm and click on "Save" to save changes.

Step 5: Once the changes have been saved, there will be a pop-up message to notify you that the session has been updated. Click Next > Long Press To Send to send out the invitation email immediately. To send the email later, click Do it Later.

Step 1: After adding speaker(s), go to Host & Speakers page

Step 2: Click on the "Send Invitation Email" icon on the speaker profile to send out the speaker invitation email

After sending an email, the button will change to "Sent".

Organizers can check the speaker status in the Participant List.

Useful remarks: Hosts can use +Add Speaker Instantly function days before the webinar sessions start to make it convenient for speakers to use a one-click Join now button.

To use +Add Speaker Instantly function:

If the webinar session is already ongoing, invite the speaker to instantly enter the webinar session in a few steps.

1. Click the "Participants" icon from the interactive tools on the right

2. Under Host & Speakers, click +Add Speaker Instantly

3. Add the speaker's Name and Email then click Send Invitation button.

4. Speaker will immediately receive an email with the subject: Invitation to {{Event Name}}

5. Speaker clicks Join Now button and he will be brought to the webinar session instantly

Steps to add sponsors to the Sponsor page are as follows:

Adding A Sponsor

Step 2: Enter the sponsor name (required), upload the sponsor logo (required) and add the sponsor's website (optional). Click Create once done.

Editing A Sponsor

Once the categories are created by the organizer, booth exhibitors will be able to select the Booth Category that their booth belongs to.

• To display all booths in the specific Hall the booth categories must be left BLANK
• Booths assigned to booth categories that match the booth categories in hall filter settings will be shown in the Hall when you open the Hall without applying a filter.
  
• For example, notice that the categories below under the Hall Filter Settings and Booth page match.
  
• Under Hall Filter Settings > Booth Categories Display, 
  
• Under Booths > Booth Category
  
  

To add products and set up product categories for your event, please follow the steps detailed below.

Set Up Product Category

Step 2: Fill in the parent category name. If your event has multi-language content, you will have to add the translations manually by clicking the language tab and adding the parent category in different languages. Once done, click on the Add button.

Note: You can add a maximum number of 60 characters for the category name. For fields that are not translated, the empty fields under other languages will fall back to the default language

Step 3: After creating the parent category, the organizer can remove the parent category by clicking the delete button. The organizer can edit the category name by clicking the edit button.

The organizer can click the "+" button to create the child category.

Step 4: If the organizer would like to create a child category, simply click on the "+"icon. The organizer can then fill in the child category name similar to the steps above. By clicking the language tab, organizers can add the child category name in different languages.

Note: Organizers can add a maximum number of 60 characters for the category name. The empty field under other languages will fall back to the default language. 

Step 5: The organizer can remove the child category by clicking the delete icon and edit the category name by clicking the edit icon. To reorder the category list, the organizer can drag and drop the highlighted button below.

Step 6: On the product page on the event site, attendees can click the parent category. Once clicked, a filter will shown on the left where they can apply the filter to view the corresponding products.

Remark: Once a filter is selected on the event site, the information will be displayed on the product page URL. If the attendee proceeds to share this URL to another person, the filter selected will also be shown on the newly opened tab. 

Adding Products

Step 2: Fill in the following fields and click Save once it is done:

• Product Name (Maximum characters: 250)
  
• Product State
  
• Toggle on to allow it to be visible to all attendees.
• Product Summary (Optional field, Maximum characters: 200)
• Category (Optional field, select the categories set on the category page)
• Product Feature Images
  - Must upload at least 1 image/video
  - Recommended Dimension 1920x1080px (16:9) & Maximum image upload size:2 MB
  - Maximum video upload size: 50MB
  - 5 images/ video Maximum in total
• Product Thumbnail (Optional field, maximum file size limit is 2MB)
• Product Description (Optional)
• Downloadable Files (Optional, Maximum upload size:10 MB)
  
  

Step 3: To add product content for different languages, please click on the edit icon and click "Edit Content Language".

After adding the content, click the "Save" button.

Step 4: The organizer can remove the product by clicking the delete button. The organizer can edit the product details by clicking the edit button. To reorder the product list, the organizer can drag the hamburger icon and drop it to the desired order.

Choose to publish or unpublish a specific product by using the toggle button found on Product list page or on Edit product page.

Step 5: All the created products will be shown on the event product page

Step 6: By clicking the product image from the product page, attendees can find the product details under a specific product.

Product Detail Field

1. Go to Product List > Product Detail Field > Click Add Detail Field
   
   
   
   
2. Select from the list of 5 custom fields. 
   
   
   
   
3. Input the necessary information for the selected custom field and click Save.
   
   
   
   
4. To edit or delete the custom field created, click on the icon shown below. 
   
   
   
   
5. To input details into the created custom fields under the respective products, go to Products and click on the edit icon for the product that you would like to edit. 
   
   
   
   
6. Enter the details for the custom field question and click Save.
   
   
   
   
7. On the event site, the custom field will be shown under Product Details.
   
   
   
   

Product Catalog Management Control

 

Get more engagements from your attendees whether online or offline using the Online to Offline, Polling or Q&A features during your event day.

Steps To Obtain O2O Interaction QR Code

1. Before following the steps below, please ensure that the Q&A and Polling features are toggled on under General Settings > In-event Interaction
   
   

The online Q&A event link can be shared on social media platforms (eg. LinkedIn, Facebook, Twitter etc.) or any communication channels (e.g. Email, WhatsApp, Wechat, QQ, etc.) for more exposure and to attract the attendees to join the events’ activity.

Step 2: Sharing and invitation of the online Q&A can be done by the following:

• Download the QR code by right-clicking the image and [save image as…]
  
  

• Copy the event activity link and send to anyone that you would like to invite
  
  

• Click either of the social media icons, and the sharing page of the respective platform will pop up
  
  

• Make a poster with the activity QR code, your event logo and a banner. To do so, choose the [QR Code Poster] tab
  Reminder: Uploading an event logo and event banner to the Event Setting page will allow the platform to generate the poster
  
  
  
• Click "Save As PDF" or "Copy Image" for sharing
  
  

View and Present Questions attendees asked in Q&A

• There is a QR code for attendees to scan and ask questions.
• Click "View The Questions" to view questions submitted by the attendees.

• Once there's a new question submitted by an attendee, it will be synchronized and reflected in the list of questions.

• Click on a question to look into the details.
• The organizer can delete questions in the portal. Click on the trash bin button to delete a question and click "Confirm", the question will not be shown at the Q&A present mode page after deleting.
  
  

• Original posters will be shown under the Attendees column. The name “Anonymous” means the attendee posted the question without logging into an EventX account.
  
  
  

How attendees can submit Q&A and Polling in in-person event

Once the QR Code is scanned, the attendees will be able to see the Poll/Q&A button on the landing page. Simply click on the button to select either Q&A or Polling.

Start raising questions by clicking the [Q & A] button.

Attendees can type the question here and please remember to click “ Submit Question”.

After submitting the question, attendees will receive a confirmation message and can submit a new question.

Select a session from the “Browse Event Polls” drop-down menu, (i.e. Morning Session in this case)

Polling items will come up, click Vote after picking the options

Note: The polling result will not be displayed once an answer has been submitted.

Badge Collection feature can make your event more interactive and engaging by implementing gamification elements.

Step1: On the organizer portal page, find the Gamification tab and click Badge Collection.

Step2: Toggle on Enable Badge Collection

After toggling on Enable Badge Collection, you may edit the Game setup and FAQ Setup.

Game setup

You would see and provide the basic information and setup of the badge collection game.

• Game Duration- The badge collection game will follow the event's start and end time.

• Maximum Badge Collection Quota Per Day - You may set the maximum amount of badges an attendee can collect per day. The Maximum Badge Collection Quota Per Day is 50. 
  
• Badge weighting. You may upload up to 50 different logos, and each logo will be appeared based on the weighting ratio. Weighting can be selected from 0 to 10. 
  

  	Weighting	Show Up Percentage
  Logo 1	10	10/(10+5+1+1)=58.82%
  Logo 2	5	5/(10+5+1+1)=29.41%
  Logo 3	1	1/(10+5+1+1)=5.88%
  Logo 4	1	1/(10+5+1+1)=5.88%

  
  

NOTE:

1. You will not be allowed to change the quota 15 mins before the event starts time.
2. Participants can still continue to collect badges once they have reached the quota but will not be counted towards the accumulated.
3. The day starts at 00:00:00 and lasts until 23:59:59
   
4. Badge Logo: You may select from our default badge library or upload your own logo.                                           
   
5. Logo maximum upload file size: 2 MB
   

1. If your own logo exceeds 2 MB, it won't let you upload and will show up a message "The file has exceeded the maximum file size limit."                                                 

6. Optimal dimensions: 320 x 320px

FAQ Setup

Click on FAQ Setup tab, then click + Add FAQ Entry.

Enter the question (maximum of 200 characters) and Answer (maximum of 500 characters). Once done, click Add Entry.

1. Organizers can enter the multi-language translation by clickinng on the corresponding language on top. 
   
2. Empty fields will fall back to the default language.

After adding an entry, you would see the question and answer shown below the FAQ Builder.

You can still edit it by clicking the pencil icon and delete it by clicking the rubbish bin icon on the right-hand side.

Attendees would see the badge collection FAQ by clicking the game button on the bottom left corner after they enter the event.

Remember to click the SAVE button to apply the changes.

Event announcements are real-time messages that attendees receive as push notifications on their devices when accessing the event platform. This will depend on the browser, operating system (OS) and device settings they are using for your event.

To receive event announcements, attendees must have enabled notifications for their EventX account and granted permission on their specific device. The device needs to be connected to the internet at the time the announcement is sent in order to receive it instantly. 

Announcements can only be sent immediately or scheduled for a specific time. Attendees must have an active internet connection on the device where they are logged into EventX to get any announcements pushed by the organizer during the event.

Note: Push Notifications are only applicable to the event page with the spot.eventx.io domain. Custom domains are not supported at the moment.

Organiser

1. Toggle on Feature. Organiser need to toggle on this setting under "Push Notification" in menu bar. This will trigger the subscribe message to all attendees.

2. Create an Announcement. Click Create, edit the announcement by adding the Heading, Message Content, and Image (optional). The specifications of the content as as below. 

1. Heading (60 characters)
   
2. Content (300 characters)
   
3. Image (optimal dimensions: 1920 x 1080px; maximum upload size: 2MB)

3. Send Now or Schedule Send. After you have drafted the announcement, you can either click Broadcast Now so the attendees will receive the message instantly or check the Schedule To Send box to set the scheduled date and time. If you have selected to schedule send, click Schedule to Broadcast once done. The announcements can be edited before the send out date and time.

Attendee

1. Add Webapp to your device. 

2. Click "subscribe" to opt in 

3. Receive Notification on supported device and supported browsers:

a. ios mobile only, NOT available in Android mobile

b. desktop (chrome & safari)

Limitation

1. If the user clicks subscribe/ unsubscribe notification, it will apply to all events created under this organisation.
   
2. The push notification feature is not supported for events using custom domain.
   
3. The push notification feature is not available for Android devices.
   

Attendee Guide