Step 1: Enable your virtual rooms

In the process of setting up your virtual or hybrid event, the first step is to enable virtual rooms for your sessions. This article explains how.

We recommend enabling the virtual room at the session level. Enabling rooms at the presentation level is only relevant in the case of different presentations happening in parallel within a session. For example, poster presentations, round table discussions, or networking rooms.

Make virtual room settings visible

Before you can enable the virtual room for a session, you need to make sure that the related sections in the data editor are visible. To do that, go to the event settings and choose the tab Data types. Select the type for which you want to allow enabling virtual rooms and make sure the toggle Allow virtual or on-demand rooms is on. If it is off, you will not see the settings in the data editor.

Enable the virtual room

One by one

In Data, go to the detail page of the programme item for which you would like to enable the virtual room. Scroll down to the section Virtual room.

Below Settings, you can choose the type of virtual room.

• None: no virtual room button is visible for this session.
• Virtual room: a button “Enter virtual room” is visible for this session. You can then choose for a: 
  • Moderated session: if you purchased our virtual event platform.
  • Hosted session: if you purchased our virtual event platform.
  • External: enter the URL to the external virtual room.
• On-demand recording: a button “View recording” is visible for this session. This is only relevant after the session has taken place when the recording will actually be available.

Repeat these steps for all the sessions that should have a virtual room.

Batch-edit

You can also select multiple programme items with the checkmark on the left of the table and choose Change room type from the batch edit toolbar. The same options as listed above are available.

To display all virtual rooms on the app, make a release via Publish > Publish release.