- How to access your virtual village
- Designing your virtual village and integrating with Google Analytics
- Video Chat options for your Exhibitors
- Activate or Deactivate Virtual Booth Access
- Accessing your vendor's virtual booth
- Featuring exhibitors and publishing virtual booths
- Publishing your virtual village
- Link for your attendees
How do I get to my Virtual Village?
Designing your virtual village and integrating with Google Analytics
Always in Edit Mode
Whenever you're in your event, you should be in Edit Mode, shown as selected with an underline at the very top of your webpage.
- Edit Mode is always where you should access your event
- Click on Attendee View to copy the public url for your event and share it with all your friends and followers. This is how they will access your event when it goes live, and what their view will look like. Don't let it confuse you when you're editing.
Again, you should always be in Edit Mode to manage and make changes to your event, whether that's before the event, or when the event is live.
Step 1: Event Details in the Info Tab
- Event Name - type in your event's name
- Custom URL Slug - This is part of the URL that comes after the domain extension - no spaces please! If you need to, use dashes or undescores. You will share this entire URL with your audience so they know where to go to find your event. (no spaces!) **NOTE: if you edit the URL slug, the old one will become unaccessible
- Header Navigation - If you want to have a link to your main event page on every booth page, check this box to enable Header Navigation. Enter the text for what you want that link to be called. Here, it's "Main Hall" and you can see it in the screenshot below. You will NOT see it on your Main Event page, because it is a link back to this page. It will be on every other booth page associated with your event.
- Header Links - These are the links that will appear at the top of the event page. Click on the pencil icon to edit the name and enter a URL, and then you can use the arrows to reorder them on your page. Remember to click Save Details and refresh the page to reflect changes.
- Social Links
- Website URL - Put your website's URL here. (formatting required: https://www.) Your customers will be able to link back to your site!
- Twitter URL - Please enter in the following format: https://www.twitter.com/enteryourhandle
- Facebook URL - Please enter in the following format: https://www.facebook.com/enteryourhandle
Instagram URL - Please enter in the following format: https://www.instagram.com/enteryourhandle
You have the option to link your account to Google Analytics to track the incoming traffic your event is receiving
To link your Google Analytics account, locate your tracking ID and paste it into corresponding box.
For more information about creating and linking Google Analytics go to: Creating and Linking Your Google Analytics Account.
Don't forget to click Save Details!!
Step 2: Video Conferencing & Main Stage Stream in the Program tab
Those three green buttons at the top are in beta, and coming soon! You'll soon get more control over the Session Schedule, and be able to create Speaker profiles.
- General Info link - preferred zoom link, but also can integrate with Google Meet, or Google Hangouts. This is a general info booth for your virtual attendees and accessible during virtual event booth sessions
- Booth Services Link - preferred zoom link, but also can integrate with Google Meet, or Google Hangouts. This is an optional info booth you can provide for your virtual exhibitors. It will only be accessible when the event is live, as a way for exhibitors to contact you if they have issues or questions. If you leave it blanks, as we did here, the Exhibitors will not have access to chat with you over video during the event.
- Booth Sessions - Add the start and end dates and times for your virtual event. These are the times your event will be "live" and the only times public attendees will be able to use your virtual zoom link and be able to enter video chat with exhibitors at their booths.
- Allow External Conferencing: Your exhibitors have the ability to use a third-party video chat service or they can use our free built-in video chat app. To allow external conferencing apps (i.e. Zoom, Hangouts, Skype, etc.) check the box here. If you want to restrict them from using an external video chat, keep that box unchecked. They will still have access to EventHub's free built-in video chat. Click HERE to learn how to setup this feature and experience it yourself!
Pro tip: for your video links, verify your access settings are as desired. For example "anyone with the link can have access." Don't forget to click Save Booth & Session Changes at the bottom of the sidebar!
Main Stage Live Streaming
While still in the "Program" tab, scroll down and take a look just below the Booth Session hours. Here you see the "Main Hall Tracks" section. These "tracks" are videos that are scheduled to play in your Main Hall at the specified date and time.
Click "ADD SESSION" on the right to create a new one, or just click on one already there to edit. An "Edit Sessions Stream" pop up appears, where you can enter:
- Name of your Session/Track
- Streaming URL: Enter the YouTube, Twitch, Vimeo, or Wistia URL.
- Show Chat: To allow users to chat with you in realtime, check this box. When your livestream is live, the side chat bar will be available for viewers to interact with you. If you do not want users to be able to chat you or your livestream is prerecorded, uncheck this box.
- Start Date/Time & End Date/Time: When your livestream should appear using this link at the top of the Main Event Page.
NOTE: We schedule the sessions every 15 minutes, and you can not change the start and end time to something other than the 15 minute mark. If you have a bunch of short videos, and want them all to autoplay together in the same 15-minute Main Stage session, you can do this by creating a YouTube playlist and linking the URL of the first video in the YouTube URL field in that pop up. For step-by-step instructions on how to do this, please refer to our article on Using YouTube Playlists to Autoplay Videos.
The Mainstage video floats with the attendee as they scroll down the page and through the virtual village and exhibitor's booths. See the example below of how the livestream has a chat, and floats with the user as they scroll down the page. As the event organizer, you will be able to 'terminate' or 'boot' a participant from the session if inappropriate activity is being conducted.
Step 3: Brand Design in the Design Tab
- Upload your header logo - images only (file types: jpeg, jpg and png). Preferred measurements: max height 80px and max width 200px.
- Upload a cover image- images only (file types: jpeg, jpg and png). Preferred measurements: height 500px and width 1600px.
- Select your brand color - click on the hex color picker, select preferred color, or type in your hex code.
Want to upgrade to Advance Styles? Email firstname.lastname@example.org to unlock this feature! Packages include
- Replacing "Powered by EventHub" with "Presented By" logo AFTER SELLING THE PLACEMENT. Upgrade for $500
- Customization Package: Advanced custom coloring, fonts, white label domain, and Presented By logo swap: Upgrade for $1,300
- Full CSS access for complete customization Upgrade for $1,000* (*Customization Package required)
Step 4: Ticketing in the Access Tab
In this tab, you control who has access to your event. The default settings shown above allow anyone to access your event and the virtual vendor village. There are several ways you can restrict this, which we explain in depth below.
Setting an Access Password
While in Edit Mode on your Event Page, you can add a "Global Event Access Password" under the Access tab on the edit sidebar. Click "SHOW" in Green to see the characters you're typing, otherwise it defaults to appearing as *** as you type it. Click "Save Details" at the bottom to enable this Access Password. Now, when someone attempts to follow your event's URL, they will be directed to the following page.
If you have sent out the access code, they can enter it to proceed with accessing this event. This access code page will come up when people first try to access the main event page and all the booth pages. Once they're "logged in" with this Access Password to the event, they can navigate around without having to enter it again.
Restricting Access to Ticket Holders only
- Only Allow Ticket Holders: Check this box If you want to only allow people who got a "ticket" to access the event.
- Max Access Limit Per Attendee Ticket: Each ticket holder will receive a unique URL to access the event. Use this field to enter the number of devices this unique URL can be used on. If you want them to only be able to access once, on one device, put in 1. But if they might access it on their phone, and their desktop, you can put in 2.
- Manage Attendee Ticket Access: Click here to load all ticketholder info into EventHub.
You must use an external ticketing service for attendees to get tickets. There are several services out there, some are free and some cost, where you can charge or offer free tickets to attendees. Let your Account Manager know your preferred platform, and they'll help you integrate with it.
After ticket sales have ended, you need to load all the ticketholders' info into EventHub, so the platform knows they are approved for access. You do this by clicking on the "Manage Attendee Ticket Access" button. Which pops up a page like this:
- You can bulk upload ticketholders by loading in a file in CSV format as TicketNumber,FirstName,LastName,Email.
- If you want to upload them one at a time you need First name, Last name, Email Address, and to set their ticket number.
Once you add a ticketholder, they will appear in the list below, where you can see how many times they've used their unique link, revoke access, and Copy their access link to share it with them.
Activate or deactivate virtual booth access for your exhibitor's approved orders
If all of your orders are going to exhibit at the virtual event with a virtual booth, you will want to turn the switch "Enable Virtual Village Profiles By Default For All Exhibitors." To access this, click on the "Edit Showcase Page" link from the Events Dashboard or the Submissions Dashboard.
From Events Dashboard
From Submissions Dashboard
Then select "Pricing" on the left, and click the "+ Add/Edit" button under Event Spaces.
By toggling "Enable Virtual Village Profiles By Default For All Exhibitors" to YES, once you approve an order, an exhibitor will immediately be given access to their virtual booth.
For events that are having a hybrid event, you can keep this toggle set to NO, and if the exhibitor purchased a virtual booth, you can enable their virtual profile via the Submissions Dashboard.
If you are activating virtual booths one by one, you have to Activate the Virtual Profile once you approve the exhibitor's order. Check the box for the exhibitor's order summary and then select Activate Virtual Profile via the actions dropdown in the upper righthand corner. You can deactivate access here as well.
See it in action in this short video!
Accessing and Publishing a Vendor's Virtual Booth
Here are the steps to access a vendor's virtual booth, in both Edit and Preview mode. We also explain how to feature, publish, and edit the booth.
1. Go to your Manage Submissions dashboard and click Manage Virtual Village button
2. Scroll down and simply click on one of the Booth images to enter that Booth's page in Edit Mode
Featuring Exhibitors and Publishing Virtual Booths
You are now viewing an Exhibitor's Booth in Edit Mode
- Publish Profile - toggle this to green to Publish this booth. Publishing a virtual booth does not make their page visible to the public until your virtual event is actually live. Go ahead and publish their virtual booth as soon as it is ready. We suggest giving them a timeline with deliverables.
- Feature - Enabling this means the booth will appear above all the others in the "Featured" section on the Main Event page. In this screenshot above, we chose NOT to feature this booth.
- Pin - Enabling this means the booth will appear at the top of the "All Booths" section (still below "Featured") on the Main Event page. In this screenshot above, we chose to pin this booth, and you can scroll up to see how that affects its ordering on the Main Page.
If you access the virtual booth via the vendor's order summary details and click on the Virtual Link when the booth is not published...
Then you will get this message. Why? That is because their page is not published (in-progress).
Leaving Your Event Unpublished
If you want to hide your Virtual Village page to the public while it's still being worked on, you can leave it unpublished by simply leaving the "Publish Event" toggle off (grey) in the righthand editing sidebar on your main event page. Instead, leave it like this:
You and your exhibitors can still access the event and keep making it amazing, you'll just see this warning at the top of the page:
All Organizers and Exhibitors with approved orders still have access, anyone else who tries to access the event will see the following:
Don't forget to publish it for showtime! Read on for how to do that...
Publish Your Virtual Village
When you are ready to make your virtual expo/village live for attendees to access, go ahead and click on the Publish Event toggle! Green means it is enabled. Make sure you are in Edit Mode to do this (as shown by the underline and box below).
Link to share with your attendees
Switch from Edit Mode to Attendee View in the header. The link displayed on your browser's URL field is the link attendees will use to access your event and virtual village. Now remember, editing the URL slug will make the previous URL expire (meaning invalid) so be sure to lock in your customized URL slug before you share the public link! Each exhibitor booth has their own URL.
Suggested Article: Creating your event's registration Showcase Page