Event & Portal Setup
Schedule Live events, set up the event landing page, add event features and content, and set up attendee portals.
- About Events & Attendee Portals
- What is a Live with Archive event?
- What is an On-Demand event?
- What is a Simulated Live event?
- What is a portal?
- Attendee Portals
- Add events to a portal
- Add breakout sessions to a portal
- Auto-fields for event details on a portal
- Have viewers register for individual events on a portal
- Sort events and breakout sessions into categories
- Event Scheduling & Setup
- Create and schedule a Live event
- Create an On-Demand event
- Create and schedule a Simulated Live event
- Change a Simulated Live event from live acquisition to pre-recorded content
- Set up and run a Simulated Live event with live Q&A
- Change the event window layout for a recorded event
- Embed a webcast in another website
- Enable layout switching for an event
- Enable third-party analytics for an event
- Limit presenter actions in the Live Studio
- Set up an event in another language
- Set up Guest Administrator accounts
- Accessing events and attendee portals in China
- Registration & Landing Pages
- Add custom questions to a registration form
- Add marketing consent tracking to a registration form
- Allow people to attend an event without registering
- Auto-fields for event landing pages
- Bulk registration for an event
- Set up the registration form for an event
- Auto-fields for emails
- Send follow-up emails for an event
- Send registration confirmation emails for an event
- Send reminder emails for an event
- Send reminder emails for a converted Simulated Live event
- Event Content
- About Q&A
- Add a third-party video to a custom tab
- Add third-party tools to an event
- How do I create a certificate?
- Overlay video specs and requirements
- PowerPoint Best Practices
- Primary media clip specs and requirements
- Remove embedded fonts from slides
- Supported 3rd party tools
- Upload audio clips for use in a recorded event
- Upload videos for use in a recorded event
- Upload videos to play in a Live event
- Captions & Transcripts
About Events & Attendee Portals
What is a Live with Archive event?
Live with Archive events are presentations broadcast from a Live Acquisition Source and automatically recorded for On-Demand access. The archived recording will be an exact copy of the live event, including the slides, surveys, and other content from the original presentation. Archives are posted at the same link as the live event and are typically available within one (1) hour of the event's conclusion. An email confirmation will be sent to the event administrator once the archive is available for viewing.
What is an On-Demand event?
On-Demand events can be an archive of a Live event or an On-Demand only event. On-Demand only events can be created by uploading existing media file(s) or, for audio events, audio can be recorded by phone using the On-Demand Studio. On-Demand events are available for viewers to watch at any time.
What is a Simulated Live event?
If enabled on your account, you may see Simulated Live listed as an Event Type. Simulated Live allows for previously recorded or uploaded content to be broadcast to viewers at a selected date and time, appearing as if the content is live. This allows you to pre-record and edit your content in advance but still give viewers the experience of a live presentation.
When creating a new event as Simulated Live, you'll need to choose to Record Media or Upload Media Files as your SimLive Source. Record Media requires you to schedule a date and time for the Simulated Live content to be recorded. Like a Live event, you'll use the Live Studio to record the content that will be rebroadcast to viewers. Upload Media Files requires previously recorded content to be uploaded and assembled. Like an On-Demand event, you'll use the SimLive Studio to upload, assemble and publish content that will be rebroadcast to viewers.
Once content is recorded or published, use the Event Settings and Schedule page to schedule the Simulated Live broadcast. Click Schedule a New Broadcast and select the date and time for the broadcast. Previous Simulated Live broadcasts will be listed here. After a scheduled broadcast takes place, the event will be accessible (as an Archived or On-Demand event) until a new Simulated Live broadcast is scheduled.
To re-purpose existing Archived or On-Demand events, visit the Event Settings and Schedule page and click Convert to SimLive next to the Event Type. Then, click Schedule a New Broadcast and select the date and time for the broadcast. After a scheduled broadcast takes place, the event will be accessible (as an Archived or On-Demand event) until a new Simulated Live broadcast is scheduled.
What is a portal?
A portal is a website that you set up to host multiple events, replays, and other content from a single link. With a portal, your visitors register one time and can attend any of the events on the portal. Reporting is similar to event reports, except the results include all events on the portal.
To create a portal, sign in to the Webcast Admin portal. At the top right of the My Events tab, click Create New Portal. Create the events first and then in portal setup, select the events you would like to include.
This article is an introduction to portals and provides some examples.
Every portal includes a registration page and a list of events. You can include all types of events: Live, Simulated Live, and On-Demand (or replays). You can also host breakout sessions in any meeting app of your choice; just add the meeting URL.
You can choose from different layouts to set up the registration page. Similar to event setup, you can use branding to customize colors, add logos, add background images, and more. For the portal itself, there are several layouts for listing your events, as well as grouping options to organize the events.
Organize your events
On a portal, the list of events is called an agenda or schedule. Each event linked to the portal agenda is a segment.
- On the Portal Layout tab, choose how your portal will look once a visitor signs in.
- On the Manage Segments tab, select the events and breakout sessions to include on the portal agenda and sort them.
The portal sorts events by their scheduled date and time. Depending on the layout you select, you can use automatic grouping to further group events into tabs with their scheduled date or you can create your own custom categories (called tracks).
- The Simple List layout is just as it sounds - a list of events, sorted by date and time. For automatic grouping, select a different layout.
- The other layouts add visual elements like expandable accordions and tabs to group events. On the Manage Segments tab, create categories and assign events to them or group events automatically by date. The category names or dates display on the accordions, tabs, etc.
- Show checkboxes on Registration is available for Simple List and Custom layouts only. Select this option to allow viewers to select which events they would like to access.
Example 1 - Simple list of events
This example sets up a portal with six events and two breakout sessions for the same date, sorted by time.
- Layout: Simple List
- Automatic Grouping: None (not available with Simple Layout)
- Categories: None (not available with Simple Layout)
On the Manage Segments tab, click Add Segments and select the events to include.
The resulting portal looks like this.
Example 2 - Events organized into tabs by date
This example sets up a portal with six events and two breakout sessions per date. They are grouped into tabs by their scheduled date. The portal displays the dates on the tabs.
- Layout: Tabs
- Automatic Grouping: Broadcast date tabs
- Categories: None
On the Manage Segments tab, click Manage Categories to access the automatic sorting options. You don't have to create any categories.
The resulting portal looks like this.
Example 3 - Events organized by categories (tracks)
This example sets up a portal with six events and two breakout sessions per date. They are grouped into three custom categories. The portal displays the category names on the tabs.
- Layout: Tabs
- Automatic Grouping: None
- Categories: Yes
On the Manage Segments tab, click Manage Categories to set up the categories. Then assign the events to the categories you created.
The resulting portal looks like this: