How to Create a Virtual Conference

Imagine transforming your event hosting with a single, seamless digital experience.

Event Anywhere simplifies the entire journey from initial registration and event design to live execution and post-event analysis. By integrating every step into one platform, you gain the clarity and efficiency needed to create memorable experiences and refine your strategy for future events.

Create Your Event Site

1. Sign Up: Visit EventAnywhere.com and create an account.

2. Create Your Event Site:

? Click on “Sign Up Get Started Free”

? Enter a name for your event site that reflects its purpose and theme.

3. Choose a Subdomain URL:

? Select a subdomain that is memorable and aligns with your event’s name.

? Ensure the URL is easy to spell and type.

Admin Settings

Now that you’ve created your site, you are the default administrator and can access admin settings via the settings cog or the Admin Settings button on the homepage.

Add a Event Site Description

To add a description, go to Admin > Description, where you can type an introduction to the purpose of your event and optionally include a video or audio introduction.

Add you Logo and Branding

To customise the appearance of your event site, navigate to Admin > Theme. Here, you can add your event’s logo and set a colour scheme to align with your branding:

1. Add Logo:

- In the Theme section, locate the "Logo" field.

- Click on "Choose File" to upload your event’s logo. This will display your logo on your event site.

2. Set Colour Scheme:

- Find the "Theme Colour" section.

- Choose the colours that match your event’s branding to customise the look of your site.

These changes will enhance your event site’s visual identity, making it more cohesive and aligned with your event’s theme.

Creating Your Schedule

1. Select a Date:

? Choose the date for your virtual event. If it spans multiple days, select the start and end dates.

2. Add Sessions:

? Live Stage:

? Begin by adding a session to the Live Stage. This will allow you to stream live and welcome attendees.

? Private Meetings:

? Set up private meeting sessions for up to 16 people, ideal for focused discussions or one-on-one interactions.

? Networking:

? Arrange networking sessions where attendees can connect and interact in a virtual environment.

? Expo Hall:

? Add sessions to the Expo Hall where you can create branded booths for any event sponsors. This space allows for promotional activities and sponsor engagement.

3. Finalise Schedule:

? Review and adjust the timing of your sessions to ensure a smooth flow throughout your event.

Creating Your Expo Hall

To create and set up your Expo Hall, go to Admin > Expo Hall. Here, you can add tables by specifying a table name and selecting the number of seats (2, 4, 6, or 8), which function as video breakout rooms. You can also add images to tables to create virtual booths for sponsors. Add as many tables as needed based on your event's size and sponsor count. If you don’t have sponsors, you can brand each table with different themes that align with your event’s purpose.

Adding Sponsors

Sponsorship logos are displayed on your event site’s homepage, positioned below the event description and above the event schedule. You can set up various sponsorship levels, with default levels being Gold, Silver, and Bronze. To add a sponsor, navigate to Admin > Sponsors > Add Sponsor, enter the sponsor’s name and logo, and press submit. The sponsor's logo will then appear on the event homepage, prominently displayed in the reception area.

Start Inviting Contacts

To start inviting people to your event, share your event URL (e.g., youreventname.eventanywhere.com) and encourage users to register by creating an account. Once they sign up, you can view the People section to see their names, job titles, company names, and their online status. Based on this information, you can message them to introduce yourself, call them to welcome them, or simply wait until the event begins. When sending your event invite, be sure to explain the purpose of the event, along with the dates and times, so attendees can add it to their calendars.

Going Live and Streaming on The Stage

To go live on the day of your event, follow these steps:

1. Set Presenter Accounts:

- Navigate to Admin > Users.

- Change the user type from Regular to Presenter for those who will be presenting.

2. Prepare to Go Live:

- On the event day, click on the Live Stage link on the navigation bar

- Approximately 10 minutes before your presentation, use the green room—a backstage video room—to practice with your co-presenters.

3. Start the Live Stream:

- When ready, click "Enter Stage" to go live.

- Presenters will appear on the stage, while regular users can view your video stream, participate in live chat (which can be moderated by presenters and event organisers), and engage in polls.

This setup ensures a smooth transition to live streaming, allowing for both preparation and effective audience interaction.

Event Anywhere Screen Recorder

Sharing your screen live on the Event Anywhere stage is straightforward, but you can also opt for a less stressful approach by pre-recording screencasts using the Event Anywhere Screen Recorder. This allows you to combine live and pre-recorded segments in your presentation.

How to Download and Use the Event Anywhere Screen Recorder:

1. Download the Screen Recorder:

- Open Google Chrome and go to the Chrome Web Store.

- Search for “Event Anywhere Screen Recorder” in the store.

- Click “Add to Chrome” to download and install the extension.

2. Record Your Screen:

- Once installed, click the Event Anywhere Screen Recorder icon in your Chrome toolbar.

- Follow the prompts to start recording your screen. You can record your entire screen or select a specific window.

Select your event site and the destination to post your screencast to e.g. Timeline or My Videos. This is where your screencast will be stored on your event site.

This method ensures a smooth presentation experience by combining live and pre-recorded content, reducing the pressure and allowing for a more polished delivery.

No Shows and Event Recordings

To ensure that sessions on the Live Stage or in Meetings are recorded, navigate to Admin > Recording > Schedule Recording. This will allow you to set up recordings for your sessions, which can then be shared with people who couldn’t attend the event. Recorded sessions can be shared on the Public Timeline, a social feed for your event, providing easy access for attendees to view or revisit the content.

Public Timeline Social Feed

The Public Timeline social feed is a powerful tool for generating buzz before your event and fostering a community afterwards. Before the event, participants can use the feed to post updates, share text, videos, audio, and links, creating excitement and engagement. During this time, attendees can introduce themselves, ask questions, and share their opinions, facilitating early interactions and connections.

After the event, the Public Timeline continues to serve as a community hub where people can continue to interact, share experiences, and provide feedback. Sponsors can also utilise the social feed to broadcast their messages, promotions, and highlights, reaching the event audience effectively. With the ability to like and reply to posts, the Public Timeline encourages active participation and helps build a vibrant, engaged community around your event.

Show and Hide Features

To manage the visibility of features on EventAnywhere, follow these steps:

1. Navigate to Feature Settings:

- Go to Admin > Features.

2. Show or Hide Features:

- In the Features section, you’ll see a list of available features including Public Timeline, Inbox, My Videos, Expo Hall, Meetings and Video Calls, Live Stage, Networking, People, Invite Contact, Chat, Groups, Invites, and Bookings.

- Show a Feature: Check the box next to the feature you want to enable and display on your event site.

- Hide a Feature: Uncheck the box next to the feature you want to hide from view.

3. Save Changes:

- After adjusting the settings, ensure you save your changes to apply the updates.

This will allow you to customise which features are visible or hidden on your event site, tailoring the user experience to your specific needs.

Booking System

To enable and use the booking system, follow these steps:

1. Enable Bookings:

- Go to Admin > Features.

- Turn on "Bookings" by checking the appropriate box.

- Click "Save" to apply the changes.

2. Set Up Bookings:

- Navigate to the booking page on the navigation bar.

- Click on "My Calendar."

3. Manage Your Calendar:

Choose the duration for your booking slots: 15 minutes, 30 minutes, 45 minutes, or 60 minutes.

Add Slots:

? After selecting the slot duration, proceed by adding the slots to your calendar.

? Click “Next” to move to the booking details.

Enter Booking Details:

? Appointments: Specify the number of appointments (e.g., 5 appointments across 1 day).

? Booking Name: Enter a name for the booking type or session.

? Details: Provide any additional details or instructions for the booking.

? Allow Many Attendees per Appointment: Check this option if you want to permit multiple attendees for each appointment slot.

? Review your settings and save to apply the booking details.

This setup will configure your booking system to handle the selected slot durations and appointment details effectively.

Post Event Analytics

Live Stage

1. Navigate to Analytics:

? Go to Admin > Analytics.

2. Access Live Stages:

? Click on the “Live Stages” tab to view analytics related to your live event stages.

3. View Attendance Data:

? You will see a list of stages with the number of attendees for each:

? Click on “Breakdown” for detailed information

? See a list of participants with their email addresses, job roles, and company names.

? View the exact join and leave times for each attendee.

2. Monitor User Activity:

? Check each participant’s activity on the stage, including their arrival and departure times.

? Assess engagement by observing when users joined and left.

This information helps in managing and reviewing the effectiveness of each stage, ensuring smooth operation and addressing any potential concerns with attendee participation.

Expo Hall Analytics

On the Expo Hall page, you can:

1. View Exhibit Details:

? See a list of booths or exhibits with their names and the number of attendees at each:

2. Access Breakdown Information:

? Click on “Breakdown” next to each booth to view detailed information about the attendees at that particular exhibit.

3. Monitor Engagement:

? Assess how many attendees visited each booth to understand the level of interest and engagement with different sponsors or exhibitors.

4. Analyse Booth Performance:

? Evaluate the performance and popularity of each booth based on the number of attendees, helping to identify which booths attracted the most interest.

This information aids in managing and evaluating the success of the Expo Hall, allowing you to make informed decisions about booth placement, sponsor engagement, and overall event strategy.

Analytics Overview

In your virtual event, you can access various types of analytics to gain insights into attendee engagement and event performance:

1. Plays: Track the number of times video or audio content has been played, providing insights into the popularity of specific media.

2. Word Usage: Analyse the frequency and context of words used in chats, posts, or discussions to understand key topics and participant interests.

3. Popular Groups: Identify which groups or communities within your event are most active, highlighting areas of high engagement and interest.

4. Popular Chats: Monitor which chat conversations or threads are receiving the most interaction, offering a view of hot topics and areas of high participant activity.

5. Live Stages: Review analytics related to live stage sessions, including attendance numbers, engagement levels, and session performance.

6. Expo Hall: Evaluate booth performance in the Expo Hall by analysing visitor numbers and engagement at different exhibitor booths.

7. Meetings: Examine data related to scheduled meetings, such as participation rates, duration, and attendee interactions.

These analytics help you assess various aspects of your virtual event, enabling you to optimise content, engagement, and overall event strategy.

Imagine hosting your first complementary virtual event with an approach that flips conventional wisdom on its head. Instead of juggling multiple tools and platforms, you centralise everything with one solution. Event Anywhere lets you seamlessly set up, manage, and execute a unique online experience that stands out. By consolidating all your event data and functions into a single platform, you create a streamlined, memorable experience for attendees. This approach not only simplifies the process but also ensures that every detail, from invitations to post-event analytics, is effortlessly integrated, making your event not just different but truly unforgettable.

Learn more:

https://eventanywhere.com

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