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Event Builder Manual

In this manual you will find guildelines for the vVenues Event Builder. The manual will support you in the process of building your event. If you have any further questions, please, contact support@vvenues.com.

 

Sign in

In order to access the event builder you have to log in with the credentials that you got from vVenues. If you can’t find your details or if you want to change your password, please, contact your partner or success manager at vVenues.

The Dashboard

This is the team dashboard, if you are connected to multiple teams you can jump between those by using the menu in the top right corner. There are three sections within the team dashboard: Events, Team Members and Agent Teams.

In the event section you’ll find all of the events you have created. Here is also where you create new events. You can also choose to filter by archived events. Team members section contains a list of all of your colleagues who have access to the Event Builder. The Agent Teams are the ones who moderate One-to-One Live Chats during the events.

Add Agent Teams

If you wish to have One-to-One Live Chats in your event, you will need to assign a team who moderate the chat during the event. Press “New Agent Team” to create a team. Set the name and add the amount of agents who will moderate the chat.

To add agents, press the three dots next to the agent team and choose edit. It is important to add the correct number of agents, so that each agent has heir own agent link, which you copy and distribute to the agents. These links lead to a separate website from where the agents moderate the chat. Several people cannot use the same link.

You activate the agent link by enable a private one-to-one chat to your event, to a specific view, and select the actual agent team. (These chats are enabled in the “Views” section).

Create New Event

Start by choosing the template for your event and fill in the basic information. It is possible to edit the event name later, but be sure to select the correct template, event address, and start and end dates. When you press “Create” you will be automatically navigated to the Overview of the event.

Overview

In the Overview section you will get an overview of settings and main stats from your event.

In the top right corner you can find two buttons that allow to access or share the event.

You can preview your event to see the changes you made by clicking “Show event”. The event will then open in a new tab. If you would like to share the event link with the attendees you can press “Copy Event Link”, it will be copied to clipboard then.

In the next two sections you can find general attendance stats of the event:

“Attendees right now” is the number of attendees currently active at the event.

“Checked-in attendees” shows the overall number of unique attendees that have logged-in to the event at least once.

“Chat groups” shows the number of private chats initiated at the event.

“Video rooms” shows the cumulative number of all types of video calls initiated at the event.

The graph shows the total number of visitors (vertical axis) at a particular hour (horizontal axis) on a particular view (top left drop-down) on a particular event-day (top-right drop-down).

Event Details section shows your general settings of the event:

Start and end dates are the ones that you have set up when creating the event.

“Template” shows which template you chose when creating the event.

“Imported Attendees” shows the number of attendees you have imported in the Attendees tab. For public events this number is equal to the number of Checked-in attendees above.

“Stream Keys” show the number of the vVenues stream keys used (first digit) out of the available stream keys (second digit).

Top Views and Top Attendees section shows the most visited views and attendees who were the most active ones on the event (in moving around the event and exploring its functionality).

General

The general settings of the event are gathered here. You can change the name of the event, which is shown in the tab in your browser. Changing the event name does not affect the event link, the link will still be the one you established when you created the event.

When the event has the status “Active”, it’s open for registration. When you’re building the event, you want the status to be on “Idle”. An idle event is closed, and your attendees cannot check-in and get access to it.

You can also change the privacy of the event. If you enable the “Public event” the event will be available for everyone. If it is not enabled, the event will be private and the attendees have to be imported before the start of the event.

When the “Networking” feature is enabled, the attendees will be able to search for others in the networking area in the top right corner. They will be able to start chats, video meetings and more. This feature is only available in the Network and Arena templates.

To change the appearance of the badge and check-in page, you can add a logotype and a background picture.

In the general settings there is also the Idle page, Terms & support and Archive event.

  • Idle landing page – Add a text to your idle landing page. This text will be shown when the event is closed.
  • Terms of service – At the bottom of the registration badge, where the attendees register their email, there is a field for terms of service. Here the attendees get information about how you will use the data from the event. We recommend to add a link to your website where they can read more about you data policy.
  • Check-in error message –  If your event is private, you need to have a check-in error message. This message is displayed if the visitor has problems checking-in. For example, the user’s email address is not on the list at a private event.
  • Archive event – Archive the event and it will be in a trash can. The event is “deleted” and it will not be available. But don’t worry, you can unarchive it and the event will be available again.

Check in

Here you add more fields to the check-in badge. The check-in fields help you to gather information about the attendees, enable wider networking possibilities and will also be shown in the event report. First name, last name, title and company are preset check in questions.

To add new questions, press “New Field”:

  1. Set the title. ​
  2. Is it a required question? Enable if the participants need to answer it to be able to check-in. ​
  3. Should it be visible in the networking area? The answer will be searchable when visitors search for each other in the networking area. ​
  4. Choose the field type – how to answer the question. If you have a field type with several alternatives, you can edit the order of alternatives by dragging them. 

Below you can an exmaple of how new questions look like on the badge and in the networking area.

Attendees

In the attendees section you can find the list all attendees imported or checked-in to your event.

You can add attendees by clicking on “Add attendee” – if you want to add just one, or “Import” if want to add a list of people.

When clicking “Add attendee” you will be prompted to enter their personal information including first and last name and email address:

You can also choose to make them a Live Group Chat Moderator or give them Idle Event Access.

“Live Group Chat Moderator” will be a moderator of all live group chats (these chats are enabled in the “Views” section), able to hide messages, star them or block the attendees.

“Idle Event Access” allows the attendees to log-in to the event before it has officially started. This gives them a chance to test the event as an attendee.

When clicking “Import” you will be prompted to upload a list of attendees in a CSV-file. You can also download the template from the portal.

Here is an example of the file with attendees list. If you only have the attendees emails you can upload just those and leave other fileds empty. Attendees will fill that information in the badge.

Important: if your event has already started do not import the same attendees again, only import the new attendees. You risk overwriting the information of the already checked-in attendees with a new import.

By clicking on three dots next to the attendee information, you will be given a list of actions available for every attendee:

“Edit” – edit their personal information, make them a Live Group Chat Moderator or give Idle Event Access.

“Send check-in email” – the attendee will receive a chech-in email with a unique event access link.

“Copy check-in link” – copy attendee’s unique check-in link.

“Delete” – remove the attendee from the attednees’ list.

Announcements

In the Announcements section you can schedule public announcements that will be shown to all attendees independently of in which view they are right now.

When clicking “New Announcement” you will be prompted to set up the announcement by adding its heading, the message of the announcement, a link to another view if needed and also the times when the announcement will be active and shown to the attendees.

You can edit or delete your announcement by clicking on three dots on the right:

This is how the announcement would look for the attendees:

Views

In this section you can edit the visual components of the event as well as set-up the navigation inside of it (via actions points), insert various types of content and add a video broadcast.

You will see a set of (pre)Views that corresponds with the template you have chosen when creating the event (Booth, Meeting, Networking, Arena).

Click on the View to start editing. You will see three tabs with different settings: General, Action Points, Broadcast.

In General settings you can decide on the following parameters:

  • Name of the View – this is the name that will be reflected in the browser tab for the attendees when are in that View
  • Background image or Background Video are the main visual components of each View. You can use vVenues templates or use any background of your own. The previews allows you to make sure that the design of your background is not overlapped with the navigation pane in the top right corner, chat windows or the info-message. Important: keep in mind the recommended file sizes and formats as well as minimum resolution of 1920 x 1080 pixels and 16:9 aspect ratio.
  • View Description and Info allows you to add a message to the bottom left corner of the View. You can welcome the attendees or recommend them to click on the screen to turn on the music or put any other information there.
  • One-to-One Live Chat allows Agents (event’s partners) to communicate directly with the attendees of this View. You can turn on this function and add a specific Agent team to the View. Important: don’t forget to share the Agents’ access links with the partner so they can start interacting with the attendees.
  • When enabled, Live Group Chat allows all attendees to interact with each other on this View. Live Group Chat Moderators assigned in the Attendees section can help manage the chat.

In Action Points settings you can add or edit the Actions Points that help you create the navigation inside the event or add other valuable content to the event. They look like pulsating grey dots to the attendees.

You can add a new Action point by clicking at the spot on the preview where you want it be. Then you can choose the setting of the Action point:

Title – this is the name will be shown to the participants when they hover over the Action point with their mouse or the name that  will be shown in the list to the participants who use their mobile phone.

Kind – the type of Action point that defines its function. There are eight kinds of Action points:

  • Internal link is used for linking the event views together.
  • External link contains a URL that opens in an new tab in the attendee’s browser.
  • Document contains a file that you upload in the Event Builder. It will automatically download to the attendee’s computer when they click on it. The files can be of various types including pdf, word, excel, video, audio or an archived folder.
  • Virtual Meeting Room is a meeting room with video and audio, that can accommodate up to 200 people at the same time. Important: Virtual Meeting Room is active from the start to the end date of the event.
  • Virtual Speed Networking enables a speed networking feature, where attendees are randomly matched with each other into a video meeting. You set the meeting duration and number of attendees per meeting.
  • Video Embed – embed a video by using an iframe code. The video opens in a pop-up window inside the event.
  • HTML – by using an iFrame code you can embed content that would open in a pop-up window inside the event. For example, if you want to embed a website and still want it to open in the platform, not in an external window in your browser, you can use the HTML option.

You edit, move or delete an Action point by left-clicking on it:

You can rearrange the order in which Action points will show up on the attendees screens if they are joining from a phone by dragging the Action points up or down under the preview. It will not affect the location or settings of Action points.

In Broadcast tab you can add a pre-recorded video or a live stream to the view.

To add a video click “Embed Code” in the drop-down menu and select the location of the video on the preview by dragging the active area around and resizing it to fit the “screen space” on the view.

Then you can add a video source (ex. from Youtube, Vimeo, etc.) by using a simple iFrame code and a link to the video in the “Embed Code” field.

Click “Save” to make sure the changes are applied to the event.

To add live stream to the view click vVenues LiveStream in the drop-down menu. Set the location of the video on the preview by dragging the active area around and resizing it to fit the “screen space” on the view.

Then click “Generate” to generate the live stream keys. You will be provided with a (ingest) server URL and a stream key for the encoder. You can pass this information to your stream technician. If you decide to not use live stream simply delete the stream keys by clicking “Remove”. The platform will show how many stream keys you have left for your event.

Important:

  • Stream keys are only valid until the end date of the event that you set up when creating the event.
  • The Stream key is recurring, you can stop the stream and use the same key again.
  • We are not recording the stream. So the streaming technician needs to record the streamif you want it to be recorded.

Click “Save” to make sure the changes are applied to the event.

 

You can also create a completely new view by clicking the button “New View” in the top right corner of the Views section.

You can Edit, Duplicate or Delete the View by clicking on three dots in the preview bottom right corner.

There is one view that cannot be deleted. It has a “Home” sign on it.

Attendees can access this view by clicking a “Home” sign in their top right corner.

Reports

In this section you can generate a report with all attendees, statistics and user data. Press “Create Report” and the report will be sent to your e-mail as a an archive with CSV-files. Each CSV file corresponds with a view plus there is one general file with all checked-in attendees.