How to create a Digital Event or Awards Room
- Fill one group and then create new- Attendees will be allocated to 1 group until it is full. Then a new group will be created.
- Fill groups in batches- Select how many groups you would like to be in each batch. Batches of groups are created and attendees will be assigned to each group in sequence. Once all groups in the batch reach the maximum attendees per group a new batch will be created and the process will repeat until all unassigned attendees are assigned a place.
- 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 is intended for users who login e.g. with Hotmail or Gmail addresses. Privileges are limited: Public chat is read-only and private chat is unavailable. Members of the public gallery can be invited to other tables if this is allowed in the group configuration.
- Allow guests to accept invites to move to other tables.
- Enable video chat- When active, attendees can make video calls to each other. This can be switched off during the event and all active calls will be dropped and the attendee video panels will be removed.
- Disable room chat - If disabled, the room chat panel will not be available to all attendees.
- Enable multi-party video chat- When enabled, up to 12 people can join video calls.
- Enable social photo wall?- If active, attendees can take post photos to a public photo wall in the room.
To create a digital event click “DIGITAL EVENTS” followed by “Rooms”. Then click “+Digital event”.
This will open the “Edit Digital Awards” window where your event configuration will take place.
Event Configuration
Give your event a title.
Access types
The event can be accessed one of 2 ways. If you select the “Account” option users simply need to have an active account to login in to the event. This method allows easy access - attendees can create accounts while accessing the event. The downside is that there is no opportunity to collect extra information and no indication of attendee numbers in advance of the event. However If the event is awards/events room only, attendee numbers are effectively All registered, which can be found within EVENT>>People.
If you select the “Tickets” option users must login and have purchased a ticket to enter the event. The ticket can be free or incur a charge. This method is good for getting a preview of attendees and also for capturing additional information in the registration process. (How to add an event attendance product, How to add a table booking product).
When a user logs in who has not yet purchased a ticket they will see the following message:
This can be replaced by a custom message and you may wish to include a link to a page where users can register or purchase a ticket.
Date, time and restricting room access
Next you should set the date and time for your event using the date picker and drop down menu’s.
Access restrictions can be used optionally to limit the time during which attendees can access the room. Attendees can still be directed to the room login page to register but they would not be able to enter the room until the timeframe specified. Restrictions can be set to prevent access before and after the event. If this is set users will not be able to enter the room after the specified timeframe. Those in the room can remain there. Event managers and users from admin domains can always access the room regardless of restrictions.
Branding and messages
There are several different options to brand the event login and entry pages. Firstly you can choose to add a custom header for login and add a custom login message. If you wish to do so click the box beside the relevant field, add content and format it in the text box using the tools provided.
You can also add a custom login background. This will be used to fill the space behind the login screens. You can use an image, a Vimeo video or a solid colour.
If required you can also add a T&C’s requirement to the login page.
Admin Dashboard
The admin dashboard allows admins to see a summary of users and organisations and make broadcast announcements to the room. If you wish to enable the admin dashboard check the box beside “Enable the admin dashboard?”. You will then be asked to provide the domain of the admin users who should be able to see the dashboard. The domain refers to the last part of the email address e.g. If my email is example@evessio.com the domain would be evessio.com.
If you would like admin users to be highlighted tick “Highlight admin users?”.
Lastly select how you would like the various rooms to be displayed:
Buttons- Each room will have its own button which links to the room. All room link buttons are visible at the same time.
Drop down selector - All rooms are in a dropdown list. The first room is visible until the selector is clicked to reveal the other rooms. This is useful if there are many rooms configured.
Once you have finished configuring your event remember to click “Save”. All changes saved here will automatically update the live awards room.
If you want to make any changes-to your event configuration settings, click on the name of your event.
Room Configuration
Now you have configured your event it is time to configure the room or rooms. To do so click “Add Room” .
Firstly, give the room a title and select if you would like the title to be visible.
Then select what colour you would like the room to appear in. “Use event Primary colour” will use the colour you have selected as primary colour under theme settings. If you would like to use a different colour select “Use custom colour” and add the HEX code for the appropriate colour.
Select if you would like to add a room image. you can upload a logo or select an icon.
Optionally, add a description.
Select the attendee grouping terminology you wish to use. The terminology you select will be used in the action panel e.g. “My Table”, “My Group” and when referring to actions associated with the group. If you would like to use terminology other than table or group select “Other”. Then type in your preferred terminology (up to a maximum or 12 characters).
Video Setup
There are 2 video setup options available to use in the awards room:
1. 1 stream- This will show a single video in the room. To select this option choose “No, use only 1 video stream for this room” from the “Enable video channels” dropdown. Then select if you wish to use a YouTube stream or a custom stream. If you have chosen to use a YouTube stream provide the code NOT the full URL. The code refers to the last section of the Youtube URL e.g. https://www.youtube.com/watch?v=Ux8xAuQBdkk
2. Multi-stream- This allows attendees to switch between streams in the room. This might be useful for sponsor videos or entertainment clips. To select this option choose “Yes, use multiple streams” from the “Enable video channels” drop down menu. Then select “+New Video Channel” and add the requested details to add each of your streams.
Schedule
Optionally a schedule can be added to provide attendees with a running order for the event. Simply check the “Add a schedule?” box and add your schedule to the freeform HTML box. You can use the various tools to add images and links if you wish.
Group Assignment Rules
When attendees who have not been preassigned a group/table login to an event they will be assigned to dynamically created groups. You can select your preferred method of assignment from the following options:
Build groups from the email domains of attendees
As unassigned attendees login, their email address will be used to create groups e.g. holly@evessio.com will create a group called evessio.com. Other attendees from evessio.com will be added to this group.
Build groups dynamically based on maximum group size
As unassigned attendees login, they will be added to groups depending on the allocation rules you set. Each group will have a set maximum size.
You should first set the maximum number of attendees per group, group terminology and the group name suffix.
Then select how the groups should be filled:
Single group- All unassigned attendees are placed in a single group which you should give a name.
Lastly you should select the group type of the dynamically created groups. This will dictate where the group is displayed. They all have the same privileges excluding the “Public Gallery”.
Group types
Sliders
Sliders can be used to present images or logos which can be clicked to pop-up content in the room. They can be placed above or below the “Sponsor Tables” Group.
Premium Slider
The premium slider is larger in size and can be used to display premium sponsors or any other content you wish. The slides can be linked to any page.
To add a premium slider, check the box beside “Use premium slot slider?” and select if you want it to appear above or below sponsor tables. Then click “+New Slider”.
You must save and re-enter the slider to add your slides by clicking “+New Slider Item”. Repeat the process below to add all your slides.
Sponsor Slider
This will create a list of sponsor logos which will link to the sponsor profiles in a pop up. These will only display existing sponsor profiles.
Scroll down to the “Use standard sponsor profile slider?” section. Make sure the checkbox is selected, choose where you’d like to place the Slider (Above/Below Sponsors Tables) and then click on +New Sponsor Profile List:
You should now input the details of your sponsor into the sponsor profile and click save. Repeat this process for all your sponsors and then save the completed sponsor list.
Other options
There are several other settings which can also be set in the room configuration:
Room Order and Default Room
- Attendee Ticket Approved – You can add your own text or use the following standard wording by adding it to the source editor:
- New Account Confirmation- Update header and footer
- Reset Notice- Update header and footer
- Reset Password -Update header and footer
- User Account Locked – Update header and footer.
- Transaction receipt- You can add your own text or use the following standard wording by adding it to the source editor:
- 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 is intended for users who login e.g. with Hotmail or Gmail addresses. Privileges are limited: Public chat is read-only and private chat is unavailable. Members of the public gallery can be invited to other tables if this is allowed in the group configuration.
When a user logs in and is placed in their group they will automatically enter the room you have marked as default. Select which room should be the default room and drag and drop the rooms into the position you would like the buttons or drop down options to appear.
Email Templates
For guidance on how to customize email templates click here.
You should ensure you have updated the following email templates:
<p>Hi {{ ATTENDEE_FIRST_NAME }},</p>
<p>Dear {{ USER_FIRST_NAME }},</p>
<p>Thank you for registering for {{ EVENT_NAME }}</p><p>You will be able to log in on the day with the password you used when registering. </p><p>The platform where you will watch {{ EVENT_NAME }} will automatically group you into virtual tables. You will be able to network with them privately as well as in the main chat room. If you used your personal email address to register you will be placed in the public gallery.
</p><p><br></p><p>Please take a look at the <a href="https://vimeo.com/540538776" target="_blank">Awards room video tutorial</a> to learn how to make the most out of your Awards Room experience.<br></p><p><br></p><p>Further reminders and details will be sent to you nearer the time, but if you have any questions please do not hesitate to contact me.</p><p>Kind regards,</p><p><span>{{ EVENT_CONTACT_FIRST_NAME }}</span><span>{{ EVENT_CONTACT_LAST_NAME }}<br></span><span>{{ EVENT_CONTACT_EMAIL }}</span><br></p>
Add your event to a page
Now you have created your award room you must add it to a page.
Under the WEBSITE tab click on “Pages”.
Select the page you have created for your Awards Room or create a new page by clicking “+Add Page” (For more information about adding pages click here).
Click “Add Content” in the area you wish to add the Awards Room. Under the “Digital Event” file select your event.
Remember to save and publish your page.
Creating Groups/Tables
Groups are used to place attendees together at the event. There are several different types of groups. They all have the same privileges excluding the “Public Gallery”.
Group types
Before the event you can create groups or tables and assign attendees to them via email or domain. You can also allocate users who haven’t registered for the event yet, all you need is their email address. If someone logs into the room and they are the first of their domain this will automatically create a group. Anyone else who logs into the room with the same domain will automatically be assigned to that group. Pre-defined groups will take president.
Create a Public Gallery
Click into the relevant room and make sure you are in the "Groups" tab. Then click "+New Group".
Create Sponsor Groups
To create sponsor groups follow the same steps as above. However in the “Type” field you should select “Sponsor” and then select the sponsor from the dropdown provided.
VIP Guests, Virtual Guests and In person Guests
VIP Guests, Virtual Guests and In person Guests can be created following the same steps as above, however you should select the relevant group type from the drop down.
