Setting up an event

When setting up a Digital Event or Awards Room, here are some key setup considerations

Event config

  • Access Type
    • Ticket based - this will require attendees to have either an Event Attendance Ticket or Table Booking (seat) in their name.
      • This method is good for getting a preview of attendees and also for capturing additional info in the registrations process. 
      • Tickets/Bookings can be free or paid.
    • Account based - Attendees simply need to have an active Evessio account to attend the event
      • This method allows easy access - attendees can create accounts while accessing the event.
      • The downside s that there is no opportunity to collect extra info and no indication of attendee numbers in advance of the event
  • Access restrictions
    • This can be used optionally to limit the time during which attendees can access the room.
    • Attendees can still be directed to the room to complete registrations before the start window and ensure that their access is completed.
    • There is both a before and after period.
    • If the is set users will not be able to access the room after the close time.
  • Redirection of users after login/registration
    • EVENT > Settings > Post-login pages
    • This is very useful when you may be taking ticket registrations
    • Here you can redirect attendees directly to the event room page directly after login. The attendee might purchase a ticket in advance and then login via a regular login page - they can thus be directed to the room
  • Branding and messages
    • There are several option to brand the event login and entry pages
    • Custom messages can also be added
    • There is a special message which can be displayed for events requiring tickets - this will be displayed for people who try and login but who do not have a ticket

Room config

  • Video setup
    • 1 Stream - just a single video is available to view in the room
    • Multi-stream - here you have provide other streams to view. This might be useful for sponsor videos or entertainment clips. For conferences it can also be used for on-demand content
  • Schedule
    • The schedule is freeform HTML and should be used to provide attendees with a running order for the event.
    • This can optionally be turned off
  • Sliders
    Sliders provide images or logos which can be clicked to pop-up content in the room
    Sliders have an option to be placed above or below the "Sponsor Tables" group
    • Premium sliders
      • These can be customised to link to any content
      • They provide the option for adding any image to be displayed
    • Sponsor Profile sliders
      • These will only display existing sponsor profiles
      • Profiles will pop-up in the room
  • Options
    • Allow moving between groups
    • Enable video chat (on by default)
    • Disable room chat (room chat enabled by default)
    • Enable multi-party video (on by default)

Group (table) and Attendee management

Groups are used to place attendees together at the event. There are different types - see below.

All groups have the same access privileges except the "Public gallery"

  • Group types
    • Sponsor - placed at the top of the room flow
    • VIP - placed next below sponsors
    • Virtual Guests - useful in hybrid events to distinguish virtual from in person guests
    • In person guests - as above
    • Public gallery
      This intended for users who login e.g. with hotmail or gmail addresses.
      Privileges are limited:
      • Public chat is read-only
      • No private chat is available
      • Guests can be invited away to other tables if this is allowed in the group config
  • Group creation and allocation
    • Before the event you can pre-create groups (tables)
    • Attendees can be assigned to these groups either via:
      • the domain name of their email address - all users with the same domain will be allocated to the group
      • by their whole email address - only the names users are assigned
    • When logging in, assigned attendees will be directed to the pre-created group
    • These groups can also have logos associated to them and be placed in one of the group type
  • Groups
    • Merging - merge other groups into selected group
    • Moving - move people or domains to other groups
  • Guests
    • Moving selected guests - from the guests view single or multiple guests can be moved directly to destination groups

During the event

  • Announcements - the admin console is activated by adding your login email domain to the event config under "Admin domains"
    • Banners
      • Good for sending announcements to all attendees.
      • Banner must be clicked to close it.
    • Confetti
      • Best suited for awards, these provide a celebratory feel with falling confetti. 
      • These messages disappear automatically after 5 seconds
  • Moderation - hiding messages
    • In the Public chat message stream, they eye icon is visible only to admins and can be used to hide offensive or unsuitable messages
  • Users with access issues
    • Inactive account - manually activating
    • Viewing ticket holders via ATTENDANCE > Attendees