Making Your Flex Event Virtual

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Want to take your entire event, or just a single session, online? With Cvent, you can. The Virtual Event page allows you to inform your invitees of any virtual component. To do so, follow the steps below.

1 Enable the Virtual Event page. Begin by selecting your Flex event. Hover over Event Details and, under General, click Event Information. Click Edit. Scroll down to the Where section, and switch "Will any part of your event be virtual or have a live stream?" to Yes.
 
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Click Save.

2 Enter your virtual event details, if necessary. If your event only has one live stream, you can set up the live stream details on the virtual event page. Need to add your live stream to your sessions instead? Skip to this step. Hover over Event Details and, under General, click Virtual Event. Information added here will appear in data tags throughout your event. Click Edit.

In the Video Conferencing Platform section, select the name of the platform you plan to use.
 
In the Basic Information section, give the virtual event a name and a meeting ID, if necessary.
 
NOTE: You can only track one live stream from the Virtual Events page.
 
In the following sections, enter in the URLs and passwords that will be used to access the event.

In the Recording Details section, enter the URL and password needed to watch the recording of the event, if applicable. And finally, in the Additional Information section, add any information that you also want to track.

Click Save.

Or set up your session's virtual details, if necessary. To set up your session's virtual details, hover over Event Details and, under Agenda Items, click Sessions. Select your session. The Details tab opens by default. Click the right most tab, Virtual Session, then Edit. Switch "Will this session be virtual" to Yes.
 
In the Video Conferencing Platform section, select the name of the platform you plan to use.
 
In the Basic Information section, give the virtual session a name and a meeting ID, if necessary.
 

In the following sections, enter in the URLs and passwords that will be used to access the session.

In the Recording Details section, enter the URL and password needed to watch the recording of the session, if applicable. And finally, in the Additional Information section, add any information that you also want to track.

Click Save.

3 Add a live stream to your event's website, if necessary. To allow your registrants to watch the live stream from your event's website, hover over Website & Registration and, under Website, click Event Website to add it to your website. To add it to your post registration pages, hover over Website & Registration and, under Registration, click Registration Process. To the right of the page you want to add your video to, click Customize.

To the right of the canvas, click Build. From the Text & Visuals section, drag and drop the "Video" widget onto your canvas, then follow these steps to customize the widget.

To promote your live stream, adding the "Countdown Timer" widget above or below the video widget will create excitement for your registrants as they can visually see how long until the live stream begins.
 
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4 Add data tags to your website and registration, if necessary. If you haven't opened the Site Designer yet, hover over Website & Registration and, under Website, click Event Website to access your website. To access your post registration pages, hover over Website & Registration and, under Registration, click Registration Process. To the right of the page you want to add virtual event or session data tags to, click Customize.

On your canvas, click on a Text widget. Or if you haven't added one, click Build to the right of the canvas, and in the Text & Visuals section, drag and drop the Text widget onto your canvas.

Add your virtual data tags.

 
NOTE: For event-specific virtual data tags, select "Virtual Event" from the first dropdown. For session-specific virtual data tags, select "Virtual Sessions with Session Codes" instead.

Click Save to preserve a draft or Publish to make the changes visible to invitees.
 
5 Loop in your registrants. If your event or session is going virtual, you can ensure registrants have all of the information they need with an email. To do so, hover over Promotion & Communication and, under Email, click Event Emails.

Create a custom email with the audience type "Accepted Registrants." Continue customizing the content and add relevant virtual event data tags by selecting Virtual Event or Virtual Sessions with Session Code from the data tag list dropdown. Schedule your email, or manually send it.


6 Integrate the virtual meeting platform, if necessary. If you have a virtual meeting platform account, you can integrate it with your event using REST API. Reference the Developers Hub to learn how.

7 Review your registration process. Reference this list of suggestions when adjusting your event for going virtual.

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