Step 3) Set the type of Virtual Room and invite moderators, speakers and hosts

The third step is to set the Room Type and send the invitations.

Click Virtual & Interactivity in the side menu, and then click Backstage access & recordings. Here you will find a list of all your sessions, as also listed under Data:

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Select the session or (poster) presentation for which you want to send invitations.

Tip! Perform a quick check: The camera icon indicates when a virtual room is enabled for the session (Step 1)

1) Set room Type

Below Room Type, choose your type of session: Moderated session or Poster presentation or round-table session.

2) Add invites

Then click Add Invite and select the type of role you would like to assign:

  • For moderated sessions, you can invite Virtual room moderators and Virtual room speakers. You can invite up to 15 moderators and speakers for the same session.
  • For poster presentations or round-table sessions, you can only invite one Virtual poster or round-table host.

After selecting the role, you will be asked to enter the email address of the user. The users you invite will be part of your community and attendee list. When the user is not yet registered, you will be asked to enter their first and last name. When the user is already registered in your community or attendee list, the first and last name will automatically be added.

When you click Send invite, the invitation email with a link to the virtual dashboard will be sent right away. 

If you do not want to send the invitations through our system, go first to Settings > Advanced. Here, you can opt out of sending an email when adding virtual room invites:

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To delete an invitation, just click on the trashcan icon. The respective email address will then no longer have access to the dashboard.

After you sent the invitations, the invitees will receive an email to access their backstage dashboard.

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Read this article to understand how the invitees can access their backstage dashboards from here.

The next step will be to instruct your speakers and moderators on how to use their dashboards!