# 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 <help@eventx.io> 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.


---

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