Virtual Event
Introduction
Virtual Lobby Set Up
Desktop View
In setting up the virtual lobby, please go through these simple steps:
Steps To Setup
Step1: Find the event that needs to be edited and click Edit Event.
Step 2: In the dashboard, click on the Lobby tab.
Step 3: You will see the virtual lobby page. For desktop view, you may choose from the available background or upload a custom background.
For uploading a custom background, the platform supports an image and video.
Recommended specs:
- Image: 1920 x 1200 px (16:10) and less than 2MB
- Video: MP4, file size less than 50 MB
If the video size is over 50MB, please compress the video before uploading it
to lobby background, you may do the video compression via
https://www.freeconvert.com/video-converter
Step 4: You may also add images, videos, or clickable areas by dragging and dropping the elements on the right.
Lobby Image Specifications
When adding an image or clickable area, you may insert an external link or internal (eg. halls, networking lounge, products, etc.)
Attendees will be directed to the external link once they click the image or clickable area.
You may turn on the Auto Play button if you wish to play video automatically.
NOTE: Remember to click the SAVE button when doing some changes.
Mobile View
In setting up the virtual lobby for mobile view, please follow these simple steps below.
Steps To Setup
Step 2: From the left panel, click on the Home tab, click on Mobile
Step 3: Select a block type to create the first block.
- Video: Maximum video upload size: 50 MB
- Image: Recommended Dimensions: 1920 x 1080px (16:9) ;Maximum upload file size: 2 MB
- Image Set: Recommended Dimensions: 1920 x 1080px (16:9); Maximum upload file size: 2 MB
Redirect URL/internal page for image
For a single image and image set block, by clicking the edit button, organziers can select to redirect to None, External or Internal.
- By choosing None: There will be no external and internal page direct for the image
- By choosing External: Insert the URL to the field, the external link will open in a new tab after clicking the image.
- By choosing Internal: can set clicking the image direct to Halls, Networking Lounge, Products, Schedule, Speakers or Sponsors
Multiple content languages
For a single image and image set block, it supports multiple content languages.
By clicking the edit button, you will be able to select the language for uploading the image and adding the external link for the image for each language.
Step 4: To add a new block. click on +Add Block. Once the block choices show up, you may pick the desired block type and upload the files accordingly.
Step 5: Don't forget to click SAVE once the edits are done.
Image Set Information
- Carousel display: Attendees can click the arrow button to scroll to the next or previous image.
- Vertical display- Added images will be displayed vertically in mobile view lobby
Attendee Guide
Video Guide
Article Guide
Desktop Version
Step 2: Click on Register to be directed to the registration form, click on Login to have a login link sent to your email address if you have registered.
- If the event has not started yet, it will not allow you to enter the event site until 15 mins before the event start time. You will also receive a reminder email 24 hours and 1 hour before the event starts. If you want to add the event in your calendar to remind yourself, click on "Add to Calendar" and select the calendar you are using.
Creating your profile is an important step to ensure that you can network with other delegates.
Step 1: Log in to your account
Step2: Click Settings and then click Update Profile to customize your information, such as:
Name
Job Title
Organization
Country/ Region
City
Email
Contact Number
Photo (Square photo with no larger than 2MB)
Step 3: Don't forget to click SAVE when you are finished.
Once you logged in to the event, you will land on the lobby page. From here, you can visit all the main areas of the event as covered below.
You can access the full event program including Live Sessions and On-demand videos here.
Attendees may also find the specified live session/ on-demand by selecting the tracks.
When there are sessions that start at the same time, the sessions will be displayed in a parallel position on the schedule page. 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.
Picture in Picture function allows attendees to watch live session in floating video. Video is set to mute by default.
Attendees can click on the sound button to control the sound and can click another button to join the webinar live session.
Attendees can also click here to minimize the floating video.
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.
Explore the Virtual Booths and tables here – Filled with fun engaging features to allow exhibitors to showcase information, videos, and much more!
Company Information
Attached Files
Video
Booth Products
Chat with others via Booth Tables
Contact Booth Representatives
Attendees can find the booth banner, logo and tier name on the hall page and in some cases, attendees can see the booth description on the booth thumbnail.
If you got something to say, you can start interacting with others by either clicking the Join Discussion button for a specific group of people.
By clicking the Start Matching button to you will get to meet someone new. The time limit is set by the organiser so this is a chance to show off your elevator pitch!
- When using the networking tools, you will notice a network signal indicator in the upper left corner which will show how strong your signal is. You may also check out How to check current bandwidth on my device?
You can browse a list of speakers on the "Speakers" page
Clicking on a specific speaker would show you more details such as position, company, and other information. You can also find all sessions below which are related to the speaker.
Under the "Product List" page, You can browse a list of products showcased by each exhibitor.
Attendees can apply filters to find the products under specific categories.
Attendees may see the product detail by clicking the product image as shown below.
Under the "Sponsors List" page, attendees can browse a list of event sponsors on this page.
After clicking the sponsor image, it can direct the attendees to the sponsor's website.
Attendees can also find some features on the right-hand side, such as
- People - You can browse a list of organizers, speakers, exhibitors, or attendee profiles.
- The real-time online and offline status of attendees can be found on the people list. So people can notice who is visiting the event site when the attendee's status shows online. There will be a green dot near a profile image to indicate attendee is online.
When the profile image is without a green dot, meaning the attendee is currently offline. They are not browsing the event site.
- Messages - You can check the direct message under the tab
- You can upload and send a file up to 100MB per file
- Supported file format: doc, excel, txt, pdf, audio, video, zip, ai, any image format (except svg)
- Supports up to 10 file attachments in each message
- Supports both desktop and mobile
- Recent files sent will be stored during event and can be used to send to other attendees
- 1-on-1 Video call - Attendees may initiate a video call by searching the participants from People and clicking on the video call icon.
Notifications - This is where you will find the announcement from the organizer.
Settings - You can update your profile and change your preferred system language.
In all sections of the platform, there are three tabs on your right-hand side, which are:
Chat - It is a public chat room. Note that all attendees can see all messages. If you have wrongly sent the message in the public chat room or booth chat room, you can delete the message you have sent.
NOTE: The Global chat and Networking Lounge chat message can accommodate up to 280 characters. When sending a message with more than 280 characters the message 'The message you are trying to send is larger than 280 characters' would appear in the chat message.
Q&A - It allows all attendees to ask questions to the speakers, moderators, and panellists when you are on the session page. Note that all attendees can see all the posted questions under the Q&A tab.
In some cases. the submitted question will need to approve by the host/ speaker before being shown to the public. Attendees can find the status (Approved, Declined and Pending) under "My questions"Polling - It is where to answer the polling questions created by the host or speakers during the webinar live
If you experienced any technical issues during the event live period, please feel free to contact EventX technical support by clicking the live chat button.
Mobile Version
When joining a virtual event using your Mobile, expect a difference in mobile view.
Here's a guideline on how to navigate using your mobile when attending an Event.
If it is your first time joining an event on EventX, you need to create an EventX account prior to registering for the event.
To register for an event, please refer to the steps stated under section "A. How to log in" for the desktop version above.
Creating your profile is an important step to ensure that you have the right information when networking with other delegates.
Step 1: Log in to your account
Step2: Click Menu (upper left corner) and then click Update Profile to customize your information.
Step 3: Start updating or filling in the following Personal information.
Name
Job Title
Organization
Country/ Region
City
Email
Contact Number
Photo (Square photo with no larger than 2MB)
Once you logged in to the event, you will land on the lobby page.
NOTE: Be reminded that the mobile view Lobby differs from the desktop view and there will be instances when the lobby is blank.
To navigate to different tabs from the Lobby, click on the MENU icon in the upper left corner.
After clicking you will be able to see the Event pages on the left.
Explore the Virtual Booths and tables – Filled with fun engaging features to allow exhibitors to showcase information, videos, and many more!
Company Information
Attached Files
Video
Booth Products
Chat with others via Booth Tables
Contact Booth Representatives
- People - Under this, you can browse a list of organizers, speakers, exhibitors, or attendee profiles.
- Messages - If you have started a conversation with anyone on People List, the conversation will be kept here.
- 1-on-1 Video call - Attendees may initiate a video call by searching the participants from People and clicking on the video call icon.
- Notifications - This is where you will find the announcement from the organizer.
Virtual Event Interaction Tools
How To Set Up In-event Interaction Tools (For Organizers)
- Organizers can set the in-event interaction tools under General Settings. Please refer to this core module for more information.
O2O Interaction
How to get the O2O Intereaction QR Code
- 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
Create & Present Polling Questions
- Go to Polling, click Add A Poll to create a new poll.
- Enter the question and answer details. Once done, click Create.
- To present the poll, click on the present icon.
- Attendees can either scan the shown QR Code or the O2O Interation QR Code to poll. Organizers can click on View The Polling to view the polling question.
- If organizers would like to switch the poll that is being displayed, click on Select Polls.
- There are two ways to view the polling results as shown below.
- By clicking on the Show Result button.
- By clicking on the dropdown icon.
View & Present Q&A Questions
- Go to Q&A. Clicking the Present button at the upper right corner will bring you to the Q&A present mode page
- 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.
Q&A
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.
Attendees can take part in polling(s) if the organizer has enabled it for the event
To poll, click the Polling button
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.
Attendee Meetup (Deprecated)
Organizers can enable the Meetup function so that attendees can schedule a meetup with other attendees.
Remarks
- Organizers need to turn on the Meetup function so attendees can enable meet-up and edit their available schedule on the meet-up edit page.
- If the organizer updates the event start time or end time,
- All attendee meet-up status will be off automatically and the updates attendees made on the meetup edit page will resume to the original set-up
- All scheduled appointment timeslot will be released to the attendee's meet-up schedule.
- Please contact your project manager via email at help@eventx.io if the event time needs to be changed, then our team will retrieve the booked appointment records
- The default duration for each appointment is 30 minutes. If you want to change the duration, please contact your project manager via email at help@eventx.io.
- The Meetup can only be scheduled and be held during the event hosting period.
- All the time slots will be pre-selected by default for booking the appointment
- The appointment cannot be cancelled less than 2 hours before the meeting.
How to Enable Meetup Function on Organizer Side
Step 1: Go to the “Event Settings” and "General Settings” tab, then toggle on the meet-up under In-event Interaction.
Step 2: Please remember to click "Save" after making the update.
How to Enable Meetup Function on Attendee Side
When the organizer enables Meetup function for the event, attendees can turn on Meetup Status. Before scheduling a meetup with other participants, please make sure the attendees have enabled the Meetup function.
Step 1: Go to “Settings” and click “Account Information”.
Step 2: It will direct to User Profile, then click “Meetup Settings”.
Step 3: Toggle on the Meetup Status.
Step 4: Attendees may edit their available dates and time slots by clicking on the “Open Meetup”.
Step 5: It will direct to the My Agenda page after clicking "Open Meetup". To edit the meetup details, click on 'Manage my schedule' .
Then click 'Edit'
Step 6: You can edit the following information:
- Name
- Email
- Self- introduction
- Timezone
-Available time slots
Click SAVE after making changes.
Step 7: After clicking on the date, attendees may select the available time slots for scheduling a meet-up. Attendees can click "Clear All" to unselect all the time slot for the specific date.
Step 8: After updating the available time slots, click the "Apply" button to apply the time slot changes.
Step 9: Click the save button to save the changes of meet-up availability.
Step 1: Click on the “People list” and find the people you want to Meetup with.
Step 2: There is a Schedule logo on the right-hand side of the attendee name.
If the participant did not turn on the meetup status, attendees will not able to schedule meet up with them. There will be an alert "Meetup is disabled by the participant" when the attendee hovers the participant's Schedule icon on the people list.
The participant profile will show a dimmed Schedule button if he/she did not turn on the meetup status.
If the participant turned on the Meetup status, the attendee can click the schedule button to book an appointment.
There will be a schedule button in the participant profile for booking an appointment.
Step 3: After clicking the Schedule button, the attendee's meet-up link will open in a new tab.
Step 4: The inviter can select the date and time slot to book the invitee's meet-up schedule, then click "Confirm" to process the next step.
Step 5: The inviter will need to fill in the full name, email and company while notes for the meeting can also be added before clicking "Schedule Appointment".
Step 6: After clicking "Schedule Appointment", the appointment will be sent to the invitee for confirmation. The page will show the appointment details, including the meetup date and time, Add to Google Calendar and Add to iCal/Outlook.
Inviter can click "Cancel Appointment" to cancel the meetup schedule with the cancellation reason.
Inviter can click "Go to my appointments" to view all the appointments booked.
After the meet-up schedule is confirmed successful, the inviter and invitee will both receive a confirmation email.
Inviter's confirmation email:
Invitee's confirmation email:
The invitee must click 'Response to invitation'
All confirmed meeting can be view on My Appointment page, there will not be additional reminder email being sent from the platform.
Rejected Appointments by Invitee
After the invitee clicks Reject, he/she will see this message
Inviter will receive an email notification informing of the rejected appointment
There are 2 ways to join the meet-up during the scheduled appointment:
1. (i) Click the link from the email confirmation
Click the Join button to enter the meeting room
(ii) After clicking Join, the attendee will be brought to the meeting room
2. Another way to join the meeting is by visiting My Appointments page
(i) On the Event site go to Settings, then click Account information and go to Open Meet Up
(ii) Under My Appointment, go to the Confirmed tab to find the meeting link for upcoming meetings.
(iii) After clicking the Meeting link, the meeting room window loads, just click JOIN
Inviter and invitee have two methods to cancel scheduled Meetup.
Method 1: Cancel the scheduled Meetup through a confirmation email.
Step 1: After being scheduled for a Meetup, the inviter and invitee may receive a confirmation email with the "Cancel Appointment" button.
Step 2: After clicking "Cancel Appointment", you will be directed to the invitee's meetup cancel page.
Step 3: It is required to fill in the reason for cancellation and click "Cancel Appointment".
Step 4: The attendee will receive the cancellation appointment details and cancellation email.
Cancellation Message:
Cancellation Email
Method 2: Cancel the scheduled Meetup through the My Appointment page from the Account information on the Event site.
Step 1: On the Event site go to Settings, then click Account information and go to Open Meet Up
Step 2: After clicking Open meet up, My appointment page is loaded. Attendees may cancel bookings/invitations under the confirmed tab.
Step 3: After clicking "Cancel Appointment", Confirmation box pops out, click confirm. Invitee is required to fill in the reason for cancellation and click "Cancel Appointment".
NOTE: Cancellation can only be made 2 hours before the scheduled meet up.
Step 4: The inviter will receive the cancellation message. A cancellation email will be sent to Inviter and Invitee.
Cancellation Message:
How to import pre-arranged appointment?
We can share with you the excel template to input all the pre-arranged appointment, and import to the system. Please contact with us for the excel template.
Virtual Event Tips & FAQs
Drafting A Reminder Email For Virtual Attendees
Having better preparation on the camera and microphone setup in advance for the virtual attendees will help them enjoy the online event with a smooth experience. We understand that a good reminder will play an important role here.
Here is a reminder email template for your reference when you want to set it up under
- Automated Email - 24 Hours Reminder
- Automated Email - 1 Hour Reminder
- Manual Email
Remark
- Organizers are able to toggle on/off both automated reminder emails. The reminder emails are toggled OFF by default once the event is created. Please refer to the support article here for more information.
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Sample Of Email Content
We look forward to having you join us virtually DATE for the EVENT NAME. Don't forget to tune in live and join us for below:
EVENT AGENDA
All sessions take place in TIME ZONE.
Please also take a moment to familiarize yourself with the virtual event platform and run a quick tech check here to see if you are all set. For the best experience attending a virtual event, we recommend using Google Chrome and Firefox. Kindly refer to the "FAQ'S & Technical Support" information below for more details.
For any questions, please feel free to reach out to us at ORGANISER EMAIL.
INSERT ATTENDEE ACCESS MAGIC LINK
Please don’t share the above link with others as it is your private link to access the event and edit your registration details. If you want to invite your friends and colleagues to register, please share this link instead: REGISTRATION FORM LINK IF ANY.
FAQ'S & Technical Support
The event platform is compatible with most major browsers and operating systems. For the best experience attending a virtual event, we recommend using Google Chrome and Firefox. Run a quick tech check here to see if you are all set.
How to Access the Live Event on EVENT DATE?
Click the button above or copy and paste your private link into your browser to enter the virtual event platform. On the agenda page, click the "Watch Live Now" button under the session title. The "Watch Live Now" button will become clickable on SESSION LIVE DATE when we are ready to go live.
When do sessions go live?
Each session begins broadcasting HOW LONG prior to the published start time.
What are the steps I can try if I am having problems accessing the event?
There are several troubleshooting steps you can try:
• Clear your cache and cookies from the browser;
• Disable VPN and/or Antivirus;
• Disable your browser extensions as they can block your access;
• If you are within a work network, please switch to a home network.
Can attendees delete a chat message on the EventX virtual platform?
There may be times when you want to delete a chat you have sent in the global chat room. You can easily do that with our chatroom message delete function.
Step 1: To do that click on the 3 dots found beside the chat time
Step 2: Delete prompt appears, click delete
Traffic Support For EventX Virtual Events
When organizing an event, one concern we raise is how many users can EventX Virtual Platform accommodate or how much traffic on the event site can it support. Here's what you need to know about traffic terms.
1. Concurrent Users
Concurrent users represent the number of users who visits the website at a single moment (normally within a single minute), it also refers to the total number of people simultaneously accessing the event. These can include clicking links, visiting different pages, or otherwise actively engaging with the content of the website.
2. Peak Concurrent Users
It is the highest amount of users accessing the event website at a single moment through any device. In most of the events, peak concurrent users appear at the event start time, or any marketing promotion moment.
Important Reminder:
- Peak Concurrent Users EventX support for an event: 10,000 Maximum (events created after 31 May, 2022)
- It is important to determine the estimated Peak Concurrent Users or the highest number of visitors possible for your event for EventX to be prepared for any possible user traffic
- If you expect your peak concurrent users for your event to be higher than 10,000, you may contact sales for a capacity upgrade
Example:
- An event with 5000 pax registrants has a projected peak concurrent users: 3500 (assuming a 70% attendance rate)
3. Total traffic (Total visits)
Total traffic is the total number of web traffic for the event across a given time (normally during the whole event period). This number is similar to the total visits for physical events. Total traffic is the total number of visits, multiple entries of a single user also count. As the traffic distributes across the whole event period, this number usually does not affect the system workload.
Integration & Data Sync
Using Google Analytics / Google Tag Manager In EventX Virtual Events
One of the main goal for organizing a event is to collect data on the attendee behaviours for further analysis. It is easy to do so in a physical events but you can do the same in your EventX virtual event.
If you have your own custom script, Google analytics (GA) or tracking codes, EventX can help you to insert it to your EventX virtual event. Simply following the steps below:
- Subscribe to Enterprise Plan (contact our Sales Team to upgrade the plan if you haven't do so)
- Setup your custom script or codes in Google Tag Manager (GTM)
- EventX will provide you GTM Container ID with Edit permission
- EventX will audit and publish the script. Any scripts that touch localStorage or cookies will be special review by our technical team.
After embedding the GTM Container ID to the event, you can view the attendee page view report in your GA/GTM report anytime, anywhere.
Possible use cases for using Google Tag Manager (GTM)
- Install 3rd party widget (eg. Interprefy)
- Install analytic tools (eg. Google Analytics, hotjar, etc)
- Modify some of the UI button
- Any custom script from the organiser
Integrate with Google Analytics
- Provide Google Analytics ID to EventX. Both Universal Analytics (UA) and Google Analytics 4 (GA4) are supported.
Pre-approved integration
- Hotjar
EMS Attendee Data Sync To EventX Virtual Event Platform
If you have used the EMS platform in the past and wanted to sync attendees to EventX virtual event platform, you may now possibly do so because the data Sync from EMS to EventX virtual event platform has already been made available.
When setting up the EMS data sync, the organiser needs to make sure that EMS data sync set-up is complete before publishing the EMS registration form to avoid issues.
1. What data can be Synced from EMS registration form?
Basic fields
- Combine First name + Last name to Full Name
- Company
- Job position
- Phone number
Custom fields
2. Can it sync all attendees with different statuses?
- Only attendee in the “Approved” list will be synced to EventX virtual event platform
- Change in status will not affect the data sync
- Organiser can approve attendee before turning on the data sync.
3. Data Sync Interval
- Checks the Approved List in EMS every 10 minutes
- Syncs new “Approved” attendee data from the approved list to EventX virtual event platform attendee list
4. Confirmation Email
- Organiser needs to turn on/off the auto emails on EMS
- Confirmation Email will be sent automatically from EventX virtual event platform once the data is synced from EMS to EventX virtual event platform
IMPORTANT REMINDERS:
- Ticketing information WILL NOT be included in the data sync. If needs to include it contact support.
- Once the data sync is enabled, EMS approved attendees will sync automatically to EventX virtual event platform and organizer has no way to pause or stop the data sync. Contact support if you need to stop the data sync.
- The attendee data is directly pulled from EMS, therefore EMS attendee data should match EventX virtual event platform data. When an attendee on EventX virtual event platform is deleted, the data still remains in EMS including tickets sold data.
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