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. 
 
NOTE: Hosting an event with in-person and virtual components? Follow these steps to create a hybrid event, then return to this article to complete the virtual setup.

1 Enable the Virtual Event page. Begin by selecting your event. From the left-hand navigation, click General, then Event Information. Click Edit. Scroll down to the Event Format section, and switch "What's your event format?" to Virtual.
 
Event Format

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.

From the left-hand navigation, under General, click Event Settings. The Visibility tab opens by default. Click the tab to the right, 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 Event 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, from the left-hand navigation, click Agenda, then Session List. Select your session. The Details tab opens by default. Click the right most tab, Video Settings, then Edit
 
In the Session Setup section, select Live from the dropdown.

Under Session Type, select Live stream.

Live Stream Session

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, from the left-hand navigation, click Website, then Event Website. To add it to your post registration pages, from the left-hand navigation, click Registration, then 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.
 

 
User-added image

 
4 Add data tags to your website and registration, if necessary. If you haven't opened the Site Designer yet, from the left-hand navigation, click Website, then Event Website to access your website. To access your post registration pages, from the left-hand navigation, click Registration, then 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. For event-specific virtual data tags, select "Virtual event" from the first dropdown. For session-specific virtual data tags, select "Virtual sessions with session code" instead.

 
NOTE: You should only use the "Personalized" virtual data tags if you're generating attendee-specific links, passwords, or IDs from your third-party virtual meeting platform.

Click Save to preserve a draft or Publish to make the changes visible to invitees.
 
5 Establish whether virtual session details will display for guests, if necessary. If you are allowing guests, you can have their virtual session details displayed on the registrant's agenda. If you haven't opened the Site Designer yet, from the left-hand navigation, click Registration, then Registration Process. To the right of the post registration page you want to display the virtual session details on, click Customize.

Click Build to the right of the canvas. In the Registration Actions section, drag and drop the "Registrant's Agenda" widget onto the canvas. Additional options will appear to the right.

In the Display Options section, toggle "Guest's Agenda" to blue to make the information display.

Click Save to preserve a draft or Publish to make the changes visible to invitees.
 
6 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, from the left-hand navigation, click Email, then Event Emails.

Create a custom email with the audience type "Accepted Registrants." Continue customizing the content and add the My Agenda widget to the email. Additional options will appear to the right. Toggle "Display Virtual Session Link and Password" blue.

Display Virtual Session Link and Password
 
This will display the virtual session's URL and password for registrants to easily access. Click Save.

Schedule your email, or manually send it.

7 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.

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

 

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