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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 time zone. So far, Eventee supports streams from YouTube, Vimeo, Facebook Live, Twitch, SlidesLive, and Zoom. 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.

This option, as well as your event information, can be changed in your administration (tab  Dashboard) anytime with an instant update in the app. Simply click on the button Edit event information right next to your event status. Besides that, you can also use Dashboard to keep track of the whole process of creating your event in Eventee and make sure that you are using the full potential of the app. Here you will see what content you have created and what features you are using. By clicking on each of the items in the list, you will be directed to the target 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.

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. Eventee supports these streaming tools: 

  • YouTube
  • Vimeo
  • Facebook Live
  • Twitch
  • SlidesLive
  • Zoom

We are planning to expand this list of tools, so additional services will be added over time.

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 possibility to upload files. 

To add a new day to your agenda, go to tab  Content and click on the date in the left corner. Now you are able to add a new day by selecting + Add day

Note:  + Add day will always add a new empty day at the end of your agenda. Currently, only consecutive days are possible. If your event days are not consecutive, you can leave the days empty (empty days will be hidden, so your attendees will only see days with sessions).

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 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 how the agenda may look like in the mobile app:

This is how 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, find it in 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 how 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 before it goes public. In your administration, click on the button  Preview in the upper bar and follow the instructions.

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

You are also able to preview your event website before it goes public. Simply go to tab  Settings → Website and click on the URL link, which will open your website in preview mode. After you publish your event, you can share the same URL link with your audience, so they can access your event from their desktops.

The preview mode in the web app will show a red stripe at the bottom of the page.

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 team - Users who manage all events created in the team they have been assigned to, e.g. use case of event agencies (have access to all events in the team and all features)
  • 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 team, 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 contains all your teams and all events created in each of them. Here you can easily create a new team or manage your team members.

Learn more about event teams.