This article is aimed at first-time users, and runs through the basic use of EventHub.
1. Getting to know the event page
Let's take a look at the main event page from the perspective of a participant.
| Contents | Details |
| Video Streaming | Watch videos that are played throughout the event. If multiple videos have been set, participants will be able to choose which one they would like to watch by clicking 'Choose video' and switching channels. |
| People | The other event participants and exhibitors will be listed. If you click on a person's name, their profile will be shown. Participants with more information on their profile are more likely to be approached for meetings and networking, so it's best to encourage users to fill out as much information as they can. |
| Companies | Exhibiting company's booths will be listed under this tab. By clicking on a company name, participants will be able to see more information about them, their website, related videos and downloadable material. We recommend encouraging exhibitors to fill in as much information as you can. |
| Schedule | Here, participants can see the session line-up of the event. They will also be able to see information about the speakers and any related information available. |
| Meeting Schedule | Participants will be able to send meeting requests to one another by choosing a slot from the meeting schedule you have set. |
| Archive video | Organizers can choose to set a video about the event organizers or topic which will be displayed on the event page. Unlike video streaming, these videos can be watched at any time, and viewership data will also be recorded for future analysis. *Organizers will need a Vimeo plan to use this feature. |
| About | Participants can see general information about the event here. |
| Contents | Details |
| Surveys | Participants will be able to see any surveys from the organizer. You can pin important surveys to remain on the bottom right of the screen. You can also schedule a pop-up to fill out surveys. |
| User information | Here, participants can see and edit their own profile, and set their email preferences. Users who are affiliated with an exhibitor or booth can also edit company information here. |
| From Organizer | Any announcements sent by event organizers from the admin page will be displayed under this tab. |
| Inbox | Users can message each other freely after they have sent a meeting request to another participant. |
| Comments | Participants can post comments on videos and they will be displayed under this tab. The commenter's registered name will be shown above their comment (this feature is optional with Slido integration). |
2. Setting up your event
In this section we will run through the steps you should take to get your event set up. You can see more detailed explanations on all of the features outlined here by clicking on the links.
While this process may be easiest for first-time users, you don't necessarily have to follow all of the steps in the order outlined below.
Steps
- Set your event information
- Set up networking
- Create a ticket/registration form
- Set up automated emails
- Set up video streaming
- Decide your schedule
- Set up your archive video
- Choose your commenting settings
- Choose your survey settings
- Editing or deleting exhibitor information
- Hold a rehearsal
- Register participant information
- What to check on the day
- Post-event analysis
Please refer to Check/Confirm Your Event Page to learn how to check how your event page looks from a participant's perspective after you have set it up.
Step 1: Event information
Once you have decided on your event name and dates, please start by entering this information into EventHub and then designing your event page.
Step 2: Set up networking
If you will be using the networking feature, please decide on these settings next.
You can limit visibility between certain participants by dividing them into Search Groups. For example, if you set the groups in such a way, users belonging to Group A will not be able to network with or see the information of users belonging to Group B.
Step 3: Create a ticket/registration form
Next, we suggest creating a ticket that participants will use to register for the event.
From the 'Tickets/Forms' page, you can freely customize the event's registration forms with the information you wish to collect and set up how you would like to share the form.
▼Ticket sales page
▼Registration form
You can create a ticket sales page on EventHub itself, or you can embed the ticket you have created on EventHub to your organization's website.
*Please refer to Create a Paid Ticket if you would like to create a paid ticket.
Step 4: Set up automated emails
Users who register for the event through a form will be automatically sent an invitation email. Also, users who have logged in successfully will receive an automated email confirming their log in. While the text is set by default, we find that customizing the emails can help to increase participation. As well as automated emails, you can also send reminder emails to participants by creating a new email.
Step 5: Set up video streaming
During your event, you can do a live stream or stream pre-recorded content. You can also choose to stream from a variety of tools. Please choose the streaming type and preferred tools and then proceed to set up your session.
Please refer to the relevant guide for the tool you use.
Streaming with YouTube
Streaming from Vimeo
Streaming from Zoom
Step 6: Decide your schedule
You can set up the seminar/sessions schedule from 'Event Agenda' > 'Sessions' on the admin page. The schedule will be shown on the main event page below the video. You can skip this if you don't a specific event schedule in mind.
Step 7: Set up your archive video
As a paid option, you can set videos that participants will be able to watch under the Video tab on the main page. These are called 'Archive videos'. In order to use this feature, you must have a Vimeo plan. For organizers who intend to use this feature, please use the article linked below to learn how to set it up.
Step 8: Choose your commenting/Q&A preferences
During your event, you can set up a commenting tab where participants can share their opinions, and a separate tab for organizers to send announcements. You can also set up a live Q&A session by integrating EventHub with the third-party service, Slido. The commenting tab is optional, but the 'From Organizer' tab for announcements will be used in all events. Read the below articles to learn how to use announcements effectively, as well as encourage participants to fill out surveys and update their profiles before the event.
Step 9: Choose your survey settings
EventHub's survey feature is useful for gathering information and feedback about the event after it has ended. The survey results are automatically linked with participant's registered information. The deadline for submitting the survey is set to the event closing date.
Step 10: Set up your exhibitor and sponsor information
First, create a list of your event exhibitors from the admin page. Generally, the exhibiting company will edit their own information after initial registration is completed. To get started, create an exhibitor list, register it on EventHub, and then link the exhibitors with the relevant companies.
Once linked, company members from exhibiting companies will be able to edit the information. It's good practice to encourage companies to fill out their profiles as much as possible.
Exhibitor and Sponsors guides
User lists (exhibitors)
Linking company with exhibitors
Step 11: Hold a rehearsal
If you will be streaming any videos during your event, we recommend holding a rehearsal beforehand to double-check that your settings are running smoothly and prevent any issues that may arise. During the rehearsal, you will be able to view the video as it will be streamed during the event. Note that participants will be able to log in to the event page as soon as they have registered, so we advise that you complete the rehearsal before you open up registration.
Step 12: Register participants
After you have finished your event set up, you can start registering participant information. There are three main ways to do this in EventHub.
- Have participants register themselves through a ticket/form created in EventHub.
- Have participants register through a form created through your organization with an embedded tag for EventHub's registration form.
- Enter and upload participant information through an Excel file.
Whichever method used, participants should be encouraged to log in to the event page after registering.
Step 13: What to check on the day
We encourage organizers who are using live streaming during their event to check the following points on the day. If you'll be streaming a pre-recorded video, we recommend checking them from multiple devices to ensure they are streaming smoothly.
Points to note when live streaming
- You will be streaming from a well-lit, quiet place.
- Wear plain clothes as patterns are not always captured well on camera.
- Use a microphone that blocks external noises.
- Prepare a timer or watch for timekeeping.
- Ensure any devices near the speaker are switched to silent or turned off.
- Prepare a back-up option in case your connection fails (such as mobile tethering).
- Use a backdrop that is easy to look at for extended periods.
- Close any windows or apps (Slack, Messenger, etc.) that might make a noise, or set these apps to night mode. *You may want to keep a communication app open in case of an emergency. You may do so, but please ensure the app's sound is switched off.
What to check beforehand
- Run through the schedule and process with the event speakers.
- Check your speaker/sound settings with event speakers.
- Ensure that your screen is bright enough to see facial expressions properly.
- Double-check screen-sharing, and make sure that any presentation slides being used are also displaying correctly.
Step 14. Post-event analysis
After your event has ended, you will be able to see all of the data for your event in the 'Analytics' section of the admin page.Video viewership data is available under 'Event Agenda' > 'Video'.
See Accessing Video Data and Analytics for more information on this.
The above steps are aimed toward first-time users of EventHub, but the more you use the platform, the more you will be able to try out new and different settings for your events.