> For the complete documentation index, see [llms.txt](https://eventx-hq.gitbook.io/knowledge-base/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://eventx-hq.gitbook.io/knowledge-base/livestream/sessions/virtual-event.md). # Virtual Event **Objective:** Walk organizers through virtual lobby configuration and interaction tools, and guide attendees through registration, platform navigation, and participation. *** ## 1. Organizer — Set Up the Virtual Lobby (Desktop) **Objective:** Configure the desktop virtual lobby with background media and interactive elements. **Prerequisites:** Event created in EventX; image or video file meeting specs below. **Steps:** 1. Find the event → click **Edit Event** 2. In the dashboard → click **Lobby**\ ![](/files/YKWJZmXHDMHhDssZ7RTu) 3. Choose a preset background or upload a custom one ![](/files/DBxKji5Dpy4NvjwNuzvt) * **Image:** 1920 x 1200 px (16:10), less than 2 MB * **Video:** MP4, less than 50 MB * Toggle **Auto Play** to play video automatically 4. Add images, videos, or clickable areas by dragging elements from the right panel * Set clickable areas to open **External** links or **Internal** pages (halls, networking lounge, products, etc.) **Note:** Compress videos over 50 MB before uploading (e.g., [freeconvert.com](https://www.freeconvert.com/video-converter)). Click **SAVE** after changes. *** ## 2. Organizer — Set Up the Virtual Lobby (Mobile) **Objective:** Configure the mobile lobby using content blocks. **Steps:** 1. Find the event → **Edit Event** 2. From the left panel → **Home** → **Mobile**\ ![](/files/BC5pW9HfPfB40hKx4J3b) 3. Select a block type\ ![](/files/9FFw4YL5tS4CHCxlgf6U) * **Video:** Max 50 MB * **Image:** Recommended 1920 x 1080 px (16:9), max 2 MB * **Image Set:** Same dimensions as Image; choose **Carousel** (arrow to scroll) or **Vertical** (stacked) display 4. For Image or Image Set blocks — set redirect: * **None:** No redirect * **External:** URL opens in a new tab * **Internal:** Direct to Halls, Networking Lounge, Products, Schedule, Speakers, or Sponsors 5. To add another block → click **+Add Block** → pick type → upload files 6. Click **SAVE** **Note:** Multi-language supported — upload corresponding images per language. Default language images are shown if no specific upload is provided. *** ## 3. Organizer — Configure In-Event Interaction Tools **Objective:** Enable and present O2O interaction, polling, and Q\&A. ### Prerequisites Toggle Q\&A and Polling ON under **General Settings** > **In-Event Interaction** ![](/files/xpOCRH9lZ0jOHJx9u93F) ### Get O2O Interaction QR Code 1. Go to **O2O Interaction** → copy the QR code or event link under the **Online Share** tab ![](/files/6dg7sQt3afEDGD2LIRPT) 2. Share via: * Right-click the QR code → **Save image as...** * Copy the event activity link * Click social media icons to share directly * Use **QR Code Poster** tab to generate a poster with event logo and banner (requires uploading logo and banner in **Event Settings**) * Click **Save As PDF** or **Copy Image** ### Create and Present Polling **Note:** Organizers can only present one poll at a time. 1. Go to **Polling** → click **Add A Poll** 2. Enter question and answer details → click **Create** 3. Click the present icon to display the poll\ ![](/files/DqDfSiXKS2OydQuDyKHu) 4. Attendees scan the QR code to vote. Organizers click **View The Polling** to see the question 5. To switch polls → click **Select Polls** 6. View results: click **Show Result** or use the dropdown icon ### View and Present Q\&A 1. Go to **Q\&A** → click **Present** (top-right)\ ![](/files/uqluAmhhXaXsek0wdl4j) 2. Attendees scan the QR code to submit questions 3. Click **View The Questions** to see submissions — new questions sync in real-time 4. Click a question to view details 5. Delete a question: click the trash bin → **Confirm** 6. The **Attendees** column shows the poster. "Anonymous" means the attendee did not log in ### How Attendees Submit Q\&A and Polling (In-Person Event) Attendees scan the QR code on event materials or click the polling link. No login required. **Note:** Question submission and polling are only available on mobile view. 1. After scanning → landing page shows **Poll** and **Q\&A** buttons 2. **Q\&A:** Type question → click **Submit Question** → confirmation message appears 3. **Polling:** Click **Polling** → select a session from the dropdown → pick options → click **Vote** **Note:** Polling results are not displayed after submission. *** ## 4. Attendee Meetup (Deprecated) This feature is no longer available for new events. Existing events may still have access — contact for questions. *** ## 5. Attendee — Register, Log In, and Complete Profile **Objective:** Access the virtual event platform by registering or logging in, then setting up your profile. **Prerequisites:** Invitation email or event link. Recommended browsers: **Google Chrome** or **Firefox**. ### Desktop 1. Click **Register Now** in the invitation email, or click the event link from social media ![](/files/dM3MgzOi70ijLgPf5Tgw) * New user: click **Register** → fill in the registration form * Returning user: click **Login** → enter email → a login link is sent to your inbox 2. After registering, check for the automated confirmation email * Click **Enter Event** (if the event has started) 3. After logging in, check for the login link email * Click **Log in Now** 4. To complete your profile: click **Settings** → **Update Profile** * Fill in: Name, Job Title, Organization, Country/Region, City, Email, Contact Number * Photo: square, max 2 MB\ ![](/files/NdN0u6nwS5xcl5zGR857) 5. Click **SAVE** ### Mobile 1. Follow the same login steps as desktop above 2. Click **Menu** (top-left corner) → **Update Profile** → fill in personal information → **SAVE** **Note:** Event access opens 15 minutes before the scheduled start time. Reminder emails are sent 24 hours and 1 hour before. *** ## 6. Attendee — Navigate the Platform **Objective:** Explore all areas of the virtual event: lobby, schedule, exhibition hall, networking lounge, speakers, products, sponsors, and interaction tools. ### Desktop | Area | Description | | ---------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Lobby** | Landing page; access all event areas | | **Schedule** | View live and on-demand sessions. Filter by track. Parallel sessions shown side-by-side — click arrows to browse | | **Picture-in-Picture** | Watch live sessions in a floating video window (muted by default). Click the sound button to unmute. Minimize to continue browsing | | **Exhibition Hall** | Browse virtual booths. Features: company info, files, video, products, booth chat, contact representatives | | **Networking Lounge** | Click **Join Discussion** to start a camera+mic group discussion. Click **Start Matching** for timed speed networking (timer set by organizer). Network signal indicator in the upper-left corner | | **Speakers** | Browse the speaker list → click for details (position, company, related sessions) | | **Product List** | Browse exhibitor products. Filter by category. Click a product image for details | | **Sponsors** | Browse sponsor list. Click a logo to visit the sponsor's website | **Right-side panel:** | Feature | Details | | --------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **People** | Browse organizers, speakers, exhibitors, attendees. Green dot = online. No dot = offline | | **Messages** | Send direct messages. Attach up to 10 files per message, max 100 MB each. Supported: doc, xls, txt, pdf, audio, video, zip, ai, all images except SVG. Desktop and mobile | | **1-on-1 Video Call** | Find a participant in **People** → click the video call icon | | **Notifications** | View announcements from organizers | | **Settings** | Update profile and change system language | **Chat, Q\&A, Polling (right-side tabs on session pages):** | Tab | Details | | ----------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Chat** | Public chat room. All attendees see messages. Max 280 characters in Global and Networking Lounge chats. Delete your own messages via the 3-dot menu | | **Q\&A** | Ask speakers, moderators, and panelists during sessions. Questions may require host approval. Check status (Approved, Declined, Pending) under **My Questions** | | **Polling** | Answer polls created by the host during live sessions | **EventX Live Chat Support:** Click the chat button (bottom-right on desktop) for live technical support during the event. ### Mobile **Note:** The mobile lobby may differ from desktop — it can appear blank. Use **Menu** (top-left) to navigate. | Area | How to Access | | ---------------------------- | ---------------------------------------------------------------------------------------------------------- | | **Lobby** | Land here after login. Navigate via **Menu** icon (top-left) | | **Exhibition Hall** | Menu → browse booths (company info, files, video, products, chat, contacts) | | **Networking Lounge** | Menu → click **Join Discussion** (group) or **Start Matching** (1-on-1 speed networking, 15–120 min timer) | | **Schedule** | Menu → view live and on-demand sessions | | **Speakers** | Menu → browse speaker list | | **Product List** | Menu → browse products by exhibitor | | **Sponsors** | Menu → browse sponsor list | | **People** | Top bar → browse profiles | | **Messages** | Top bar → view conversations | | **1-on-1 Video Call** | **People** → find participant → click video call icon | | **Notifications** | Top bar → view announcements | | **EventX Live Chat Support** | Sidebar → click chat button | *** ## 7. Tips & FAQs ### Draft a Reminder Email for Virtual Attendees Use this template for 24-hour reminders, 1-hour reminders, or manual emails. **Note:** Automated reminders are toggled OFF by default. Organizers can toggle them ON under email settings. > Dear **ATTENDEE NAME**, > > We look forward to having you join us virtually **DATE** for the **EVENT NAME**. > > **EVENT AGENDA** *All sessions take place in **TIME ZONE**.* > > Please [run a quick tech check here](https://webcammictest.com/). For the best experience, use **Google Chrome** or **Firefox**. > > **INSERT ATTENDEE ACCESS MAGIC LINK** > > For questions, reach out to **ORGANISER EMAIL**. **Troubleshooting steps if access fails:** * Clear browser cache and cookies * Disable VPN and/or antivirus * Disable browser extensions * Switch from a work network to a home network ### Delete a Chat Message 1. Click the **3 dots** beside the message timestamp\ ![](/files/21x4LNURbrh22WmvHcDz) 2. Click **Delete**\ ![](/files/exJgMvDKFh3PykGsgv2W) ### Traffic Support | Term | Definition | | ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Concurrent Users** | Number of users accessing the event at a single moment (within 1 minute) | | **Peak Concurrent Users** | Highest concurrent user count at any moment (typically at event start or during promotions). Max supported: **10,000** (events created after 31 May 2022). Contact [sales](https://www.eventx.io/contact-us) for upgrades | | **Total Traffic** | Total visits across the entire event period. Multiple entries by the same user are counted | *** ## 8. Integration & Data Sync ### Google Analytics / Google Tag Manager **Objective:** Insert tracking scripts to collect attendee behavior data. **Prerequisites:** Enterprise Plan subscription. **Steps:** 1. Set up your custom script or tags in **Google Tag Manager (GTM)** 2. EventX provides a **GTM Container ID** with Edit permission 3. EventX audits and publishes the script (scripts touching localStorage or cookies require special review) 4. View attendee page reports in your GA/GTM dashboard **Use cases:** * Install third-party widgets (e.g., [Interprefy](https://support.eventx.io/hc/en-us/articles/5492152363161)) * Install analytics tools (Google Analytics, Hotjar) * Modify UI elements * Run any custom script **Google Analytics direct integration:** Provide your GA ID (UA or GA4) to EventX. **Pre-approved integration:** Hotjar. ### EMS Attendee Data Sync **Objective:** Sync approved attendees from the EMS platform to the EventX virtual event platform. **Prerequisites:** EMS data sync setup must be completed *before* publishing the EMS registration form. **What syncs:** * Full Name (First + Last) * Email * Company * Job Position * Phone Number * Custom fields **How it works:** | Aspect | Detail | | ---------------------- | -------------------------------------------------------------------------------------- | | **Attendee status** | Only "Approved" attendees are synced | | **Status changes** | Do not affect data already synced | | **Sync interval** | Every 10 minutes | | **Confirmation email** | Sent automatically from EventX after sync. Organizer controls auto-email toggle in EMS | **Important:** * Ticketing information is NOT included in the sync. Contact support to include it. * Once enabled, data sync cannot be paused or stopped. Contact support to disable. * Deleting an attendee on EventX does not remove them from EMS or ticket data. ## Frequently Asked Questions ### Q: How many concurrent users can a virtual event support? **A:** Events created after May 31, 2022, support a maximum of 10,000 peak concurrent users. Contact sales for upgrades. ### Q: What are the recommended browsers for virtual event attendees? **A:** Google Chrome or Firefox are recommended for the best experience. ### Q: What is the guest arrival time for virtual events? **A:** Event access opens 15 minutes before the scheduled start time. Reminder emails are sent 24 hours and 1 hour before the event.