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Creating virtual, hybrid, or in-person event 

When you create a new event, you will be asked to fill in some basic information about your event. This is also the place where you choose whether your event will be hosted in a virtual, hybrid, or in-person format.

Virtual - Enables virtual event features in both mobile and web app. It also removes the requirement to enter a physical address. Instead, it asks you for a location that will determine the default timezone. Find all currently supported streaming, video hosting, and online meeting tools. If you want to know more about virtual events, don't hesitate to read through the article Create a virtual event with Eventee.

Hybrid - Enables virtual event features with the option to hide them in the mobile app. Attendees who join via the mobile app will be asked if they are attending the event physically or virtually. If they are joining virtually, the virtual event features (like streams) will be visible, otherwise, Eventee will hide them. Attendees are able to change the mode in the settings of the app at any time. The web app will always show virtual event features.

In-person - Hides virtual event features in both mobile and web app.

Note: This option, as well as your event information, can be changed in your administration (tab Settings → Event) anytime with an instant update in the app. 

Once you fill in the event information form and hit the button Create, you will land on your event's Dashboard. This page helps you to keep track of the entire process of creating your event in Eventee and make sure that you are using the app to its full. Here you will see what content you have created and what features you are using. By clicking on each of the items on the list, you will be redirected to the feature's page. 

The following part will be about virtual events only, so feel free to skip this part if you are organizing an in-person event. Scroll down till you see the horizontal line or the following section Creating agenda content.

To be able to stream your live streams through Eventee, you need to, first of all, choose your video sharing service through which you will stream your event content. List of supported streaming tools.

Now you have your streaming tool, but how to insert your streams into Eventee? It's very simple, you just need to insert the link:

  1. Create a new session in your agenda (section Content → tab Schedule)
  2. In the detail of the session, there is a section for virtual events with a column for the URL of your video or stream - copy and insert the link into the session and you are ready to go!
  3. If you'd like to restrict access to your video before the session starts, simply tick off the square beneath the column for the video or stream link and schedule the access.

You can also use Eventee to easily direct your attendees to your online meeting room. As Eventee does not embed these tools, there are no limitations, and you can choose whatever tool you like. Use Zoom, Google Meet, Microsoft Teams, Skype, or any other online meeting tool. Attendees can join the room with one single click on the button that will appear on the mobile and web app. To create this button, follow the same steps as in the case of the streams, just insert the URL link into the column for virtual meetings.

Learn more about virtual events.

Creating agenda content

The upper bar in administration contains main sections with different subsections, which will lead you through the whole process. The main sections are following: Dashboard, Content, Engagement, Users, and Settings. Right next to them you can find two buttons, Preview and Publish

The  Schedule (in the section Content) is the place where you create all your event stages and sessions. 

Simply hover over the desired time block and click to add a new session. The time frame can be customized in the detail of the session, just click anywhere in the schedule and change the time manually.  For each individual session, you can decide whether you want to create a  LectureWorkshop, or Break. The session detail will adapt to your choice. Workshops have a limited capacity of people attending the session, breaks don't have limited capacity, nor speakers, tracks, or the possibility to upload files. 

You are able to create an event with non-consecutive days in Eventee. Read the article about how to add, move, or delete event days step-by-step or watch this short video where you can see it in action.

Note: Empty days will be hidden, which means attendees can only see days with a schedule. 

To add a new stage to your agenda, click on  Stage in the right upper corner and then Add stage. You can also change the order of your created stages through this button. After clicking on Change order, you can simply drag and drop the stages to rearrange them.

In the tab  Content → Speakers, you can create information cards for each of your speakers. Speakers you have created in the detail of each session will automatically appear in this section. Fill in information such as name, company, BIO with formatted text and emojis, etc. And what is more important - you can add all the contacts that the speaker wants to share with the attendees. This is the easiest way to ensure that your attendees can connect with your speakers and approach them later with any questions. With just one click in the app, attendees can write them an email or add them to their LinkedIn network.

Learn more about creating your event agenda.

To each of your sessions, you can add an unlimited number of colorful tracks, based on the topics of the session. With these tracks, attendees can easily filter out topics they are interested in. 

Create them right in the detail of each session or create them all at once in the section  Settings → tab Features → Tracks.

Each track can have its name and color.

Learn more about tracks.

This is an example of what the agenda may look like in the mobile app:

This is what the agenda looks like on the event website:

Creating partner profiles

Part of the section  Content is also the feature for showcasing your sponsors and other partners right through the app. You can find it in the tab Partners.

This feature lets you promote your sponsors or exhibitors at your event by creating their profile cards, which are visible on both mobile and web app. These profiles may contain active elements, like clickable call-to-action buttons.

Click on the button  Create your first partner and start creating the first profile. After you have created your first partner, you can continue adding more with the button Add a new partner in the right upper corner. 

The partner profiles are fully customizable and creating them is as easy as creating a website in a website builder. You just need to select desired sections and fill in the information. 

On the left side, there are sections with general information, like the name of the company, type of partnership (sponsor or exhibitor), description, website, and contacts. 

To add a new section, hover over the sections on the right side and click. Choose from the title, text block, button, images, files, and socials. Drag and drop created sections to re-order them.

Don't forget to click on  Save whenever you make any changes, otherwise, it won't be visible on the app!

This is what the profile may look like on the web app:

The mobile app shows partners in the section  More. This is how it looks like on the mobile app:

Learn more about the feature for partners' showcase.

Preview your event before going public

During your planning phase, you can preview the event on your computer or mobile phone with a so-called Magic link. Unless you public your event, this link is temporary and expires after 24 hours. You can share the preview link with anyone.

How to get the link:

  1. In your administration, click on the button Preview in the upper bar

  2. If this is your first time accessing the preview page, it will ask you to generate a temporary link 
  3. Follow the instructions based on whether you like to preview your event on a computer or mobile phone
  4. If needed, regenerate the link after 24 hours (the link validity time is displayed below the link)
  5. After publishing your event, this link will be permanent

You can also generate the preview link from your Dashboard, section Magic link:

  1. Click on Generate link
  2. The Generate link button will then change to Preview event

When you are in the mobile app Eventee, you see all the published events and all your draft events. Draft events have the label "Draft".

You are also able to preview your event homepage before it goes public. Once you generate the Magic link, you will be able to see the homepage link in the tab  Settings → Website

The preview of the event homepage and web app will show a red stripe at the bottom of the page that signifies the preview mode.

Invite users who manage your content

Organizing events is not an easy task, and it usually takes more people to manage. Eventee allows you to invite users with different roles and access to features. Hierarchically, these are the users who can manage your event:

  • Owner - A user who created and owns the account (has full access to all events created under this account and all features)
  • Admins of a company - Users who have access to all features of the subscription plan and all events of the company they were assigned to, e.g. event agencies use case
  • Admins of an event - Users who manage individual events (have access only to those events they have been invited to and all features)
  • Moderators - Users who have been invited to individual events as moderators (have access to events they have been invited to and to engagement features only)

Invite your users individually by adding their emails one-by-one into your administration (section  Users → tab AdminModeratorAttendee), or quickly import them all at once by uploading .txt, .tsv, or .csv files with the whole email list. Eventee will automatically send each of them an invitation to your event administration. Learn more about Eventee users.

To invite and manage admins of a company, go to the overview of all your events. Access the overview through your profile in the right upper corner or through the event icon on the left upper corner, which allows you to quickly switch between events.

The overview shows all your companies, and all events created in each of them. Here you can easily create a new company or manage your company members.

Learn more about companies.

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