Set up virtual events

Let’s walk through a virtual event set up on Live Events!

Update your event details

To customize your event, start with the event details where you name your event, set the dates and select the features to include.

In your navigation menu, select Details to begin.

Learn more about event details.

Next, review the features available for your event and turn on those you need to be successful.

For a virtual event, you’ll need to turn on Virtual Venue. When Virtual Venue is turned on, you’ll be able customize your Venue, Stage, Fundraising, Rooms, Networking, Virtual Expo, Sponsors, Content, and Recordings.

However, if you have an auction component during your event, turn on Auction too.

Once your details are up to date, select Save.

Set up your virtual venue

For your virtual or hybrid event, the virtual venue is the hub of your event. In this section, you customize the event’s lobby and navigation menus.

Select Venue in your menu to begin.

Update your lobby settings:

• Add a lobby background image.
• Add an engaging welcome video! Make your community feel recognized and remind them of your mission.
• Add your welcome message. This displays in your main lobby, so add any key event information to the message and thank your community for their support!
• Toggle on/off Show schedule. You can update your schedule under Agenda.
• Toggle on/off Show Social Feed.

Right Sidebar:

• Toggle on/off Polls or Q&A
• Toggle on/off a pinned stage
• A pinned stage appears in the corner of your venue for attendees to stay engaged as they navigate through your venue.

Left sidebar:

This is your event’s navigation menu where attendees can access the lobby, auction items, different stages, networking tools, explore rooms, and more.

Each card is a link on the navigation menu of your virtual venue. You can turn them on/off, rename them, choose an icon, and choose a type (i.e. what action happens when you select that link).

Select Save when you’re done.

Set up your stage

Your stage is the focal point of your event. It’s where you’ll stream content to your attendees.

Select Stage in your menu to begin.

1. Name your stage
2. Select a Provider
   • You can stream directly with Live or use a third-party stream and plug that into your stage
3. Find your stream key and RTMP URL which you can use to stream from other platforms like StreamYard or OBS to Live Events
4. Find your backstage link. Use this to invite speakers to the backend of your event before you go live.
5. Enable/disable Recording, we recommend this stay enabled for any event hosted on our platform.

With a Plus subscription, add multiple stages to stream different content throughout the event or have overlapping sessions.

Learn more about streaming on Live Events.

Before you move on, remember to hit Save.

Update your agenda

Not all events require an in-depth schedule, however, if you host an event with multiple sessions or content tracks, we recommend an agenda.

In your menu, select Agenda to begin.

You have two tabs you can update in the Agenda:

1. Agenda: This tab is for your event’s schedule. The schedule is great for virtual conferences that have multiple sessions with their own topics, times, and speakers. Select + Add to create a new session.
2. Speakers: This tab is for your event’s speakers. Select Add Speaker to create an attendee record or add an existing attendee as a speaker. These details feed into your public event page.

Set up your rooms (breakout rooms or roundtables)

Rooms help to facilitate conversations between your virtual attendees. Use your settings to create, control, and delete breakout and round table rooms.

In your navigation menu, select Rooms to begin.

Select Add Room to create a room. Here you can add descriptions, toggle on moderated rooms, cap the amount of participants and upload images to change the look and feel of the room.

Next Steps

Now, we recommend you test the event’s pages and streams before you share the event page URL. If you followed along with the Quickstart Guide, return to where you left off to complete the event setup.

Return to Live Events Quickstart Guide.