How to Edit Your Bio, Sessions, and Present

You just got invited to be a Speaker at a cool, online event. Question is, how do you access and edit your speaker page? Here we provide you, the speaker, with step-by-step instructions on how to do this. 

Topics Covered:

• Preferred Browsers
• Credentials from the Event Organizer
• Accessing the Speakers Page
• Editing your Speaker Page
• Editing your Session Page
  • Share a Prerecorded Video
  • Enable Live Chat
  • Connect an External Video Link (Zoom, Google Meet, etc.) 
• Getting Ready for Your Presentation
• Entering Your Session Video Chat
  • Screensharing

Preferred Browsers

• Chrome, Firefox, or Safari
• We recommend that you do not use Microsoft Edge or Internet Explorer.

Login Credentials

These will be provided to you from your Event Organizer. 

You should receive either

1. An event page link and Ticket Number (this acts as a passcode)
2. or a unique URL specific to you that automatically logs you into the event

If you received a ticket number, when you try to access the link the Organizer shared to the event, it'll look like this: 

(For this example, we used Bleau2020 as our ticket number for our speaker and CEO, Michael Bleau.)

Accessing the Speakers page

Once you enter the correct Ticket Number and click "Enter Event" OR follow the Unique URL the organizer gave you, you will be taken to your event's home page, but in the Attendee View state. To access and edit your page, you need to click "Speakers" in the top bar Header Navigation.

NOTE: If you do not see a "Speakers" link in the header (or something similar, like "Presenters" or "Bios"), please contact your Event Organizer and ask them to enable it. 

On this page, you will see all published speakers.

NOTE: If you do not see yourself, please contact your Event Organizer and ask them to publish your speaker profile. 

You can click on yourself to be entered into an edit page. 

Editing Your Speaker Page

Here you can edit:

1. Name
2. Mini Description: Appears both on your individual speaker page, and on the overall Speakers page when someone hovers over your picture. 
3. Profile Image: Filetype jpg, jpeg, or png. Dimensions: square, 200px by 200px. (Uploading to this page will also preview a crop for you to see what it will look like.) 
4. Website URL: Appears in the header below your name and mini description.
5. All other social URLs appear as icons in the "Follow on Social Media" section. 
6. Don't forget to click "Save Details" at the bottom when everything is ready! 

Speaker Description

In the middle of the page, you'll notice an "Edit Description" button. Click this to open up an editable field where you can add words, pictures, and even video to describe your session. Don't forget to hit "Save Description Changes" when you're done!  

Editing Mode

Preview Mode

Editing Your Session Page

If the Event Organizer allows it, you CAN edit your own session pages.

From your Speaker page, scroll down, and you'll see the Sessions your profile has been associated with. If there's nothing here, contact your Event Organizer and ask them to associate you with your sessions. 

Click into one of these sessions by hovering over the title or description. This will open your Session page, where you can add a description, links, charts, video, and even our Live Video Chat!

Let's take a look at the "Info" tab in the sidebar. 

The arrows here represent your ability to edit things that the Organizer may have already set when they created the session, but you can always change them here and those changes will be reflected on the Schedule page. 

1. Session Name: Shows at the top of the page here and on the schedule page -- make it short and snappy!
2. Mini Description: Shows under the title here and on the schedule page -- grab the audience's attention!
3. Add to Cal button: allows YOU and attendees to add this session to personal calendars, with a direct link to this exact Session page. This calendar button also appears on the Schedule page when you're in Attendee View. We strongly encourage you to add your sessions to your personal calendar with this button -- you wouldn't want to be late! 
4. Edit Description: You can click this button to add detail, photos, videos, link, etc. to this session. We have some charts there, but it's secret company data and we couldn't share it with you in that screenshot. 🙃  This editing panel has all the same buttons and functionalities as the one on your Speaker's page -- get creative with it! 

Adding Programming to a Session (Video, Virtual Chat, External Conferencing)

Click into the "Program" tab on the sidebar.

Here, you can break down your session into different types of content.

In this particular example, we have an Intro Video for 5 minutes, then a 20 minute presentation through EventHub's built-in (and free!) Live Chat, then 5 minutes of Q+A hosted on an external platform. Make sure not to create sessions that go beyond your allotted time for the session! In this case, our session is 30 minutes long, so the lengths of these segments totals to 30 minutes. 

You can use the arrows to reorder these. Remember to click "Save Changes" whenever you make any alterations! 

Each section of programming will become available exactly at the start time, and cutoff immediately when the endtime is reached, starting up the next one. You cannot extend, and the video will stop playing, or the built-in Live Chat will automatically terminate. Make sure you get everything in before this happens! 

Now let's take a look into the three different types of programming you can add here: Video, Live Chat, or Conference URL.

Video

1. Name
2. Type: This is a dropdown where you can change the type of programming, but here we want "Video Content."
3. Duration: This is the time that the video will be available to watch at the top of your Session page. It's ok if this is longer than the video length, whenever someone comes to your page during this 5 minutes, they'll start watching the video (and they might be late! Good to add some cushion.)
4. Streaming URL: Enter the YouTube, Twitch, Vimeo, or Wistia URL.
5. 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.

Live Chat

More explanation of these settings:

1. Name
2. Type: This is a dropdown where you can change the type of programming, but here we want "Live Chat." This utilizes EventHub's built-in free video chat service.
3. Duration: This is the time that the Live Chat will be live. The video chat will cutoff immediately when the time is elapsed. You cannot extend, and the video chat will automatically terminate. Make sure you get everything in before this happens! 
4. Age Verification will default to Off. If you would like to enable it, select this box and choose the age limit from the dropdown.
5. Enable Chat: To allow the participants to chat you via typed messages (if they're camera shy), leave the Enable Chat selected.
6. Participant Limit: You can limit the number of participants who are allowed to enter your video chat at once, by entering a number into the "Participant Limit" field. You and your hosts are not included in the count.
7. If you want to Allow Recording of the session.
   • NOTE: This only works on Chrome.
   • NOTE: This does not automatically record your sessions. Someone with Admin view must click this button to start the recording, and that person cannot leave the session. If they leave, that will stop the recording. 
8. In the bottom right corner, you will see a section devoted to Participant Controls
   • NOT Checking Allow Participant Controls 
     • This means that Participants cannot have their camera or microphones on.
   • Checking Allow Participant Controls
     • This will expand additional options for what you want to allow your Participants to have access to during your live chat. 
     • You can Allow Video, and then select Start with Video On so that anyone who joins will have their video on. If you do not want to start with videos on, but want to give them the ability to turn video on at some point, check Allow Video and uncheck Start with Video On.
     • The same applies to Allow Sound and Start with Sound On.
     • Allow Desktop Screen Share: This allows Participants to screen share during your session. NOTE: Screen share is only available on Desktop, not mobile. 

Want to Practice and see what your Video Chat looks like? 

Once you click "Save Slot," you'll see this programmingslot saved on your editing sidebar. There, you'll see a green "Enter Video Chat" button. 

You can click this even before your session is live, just to check out what it will look like to the Speakers/Hosts on the event. For more guidance on this (and screenshots!), jump to our section on Entering Your Session Video Chat.

Conference URL 

1. Name: This is the name that will appear at the top of the page for participants to "Launch NAME". See below for an example.
2. Type: This is a dropdown where you can change the type of programming, but here we want "Conference Url" to use an external conference link.
3. Duration: This is the time allotted for this external conferencing session.
4. Conference URL: The URL that allows participants to join your chat elsewhere, whether it's Zoom, GoToMeeting, Google Meet, etc. It can also be a different platform. Just make sure that the link has the proper access so someone outside the organization can join!
   • For example, if you connect an external conferencing platform, when Attendees come to your session at the specified time, they will see a placeholder at the top of the page with a button to "Launch" whatever you named your Programming Block. We named ours "Q&A" so it looks like this: 

 

Getting Ready for Your Presentation

Best Practices:

• Please be logged in and ready to go 30 minutes before your scheduled presentation time. This will help you troubleshoot any problems ahead of time. 
• If you'd like to record your session, you have to use Google Chrome. If would like access to this recording after the event, please email EventHub at help@eventhub.net with your session page URL, event name, and session title. We'll send you the recording within 3 businessdays.
• Make sure you're on time to starting your session. The session will become available exactly at the session start time, and cutoff immediately when the endtime is reached. You cannot extend, and the video chat will automatically terminate. Make sure you get everything in before this happens! 
• After your session, enjoy the event! Check out the main stage and other speakers' sessions as the Event Organizer permits. 

Tips and Tricks of Presenting:

• For a high quality experience for attendees, we recommend using a plugged in set of headphones, and an external mic (like a podcast mic). For an in-depth guide on setup (including lighting, gear, etc.), CLICK HERE. 
• We do not have virtual backgrounds built in to our video chat, but you can use an external service like ChromaCam to enable this for your chat room.

Entering Your Session Video Chat

We recommend logging on at least 30 minutes prior to your start time. Access the Event page, and you can navigate to your session by either going to

• Your Speaker page -> scroll down to "Where you can find them" section -> click on the Session that's about to start to be taken to the page
• The Schedule page -> scroll down to find your upcoming session -> click on it to be taken to the Session page

As you may have noticed when you were editing your Session before, if you add a Live Chat (click here to jump to that section), there was a small "Enter Video Chat" button under it on the sidebar. 

We advise that you click into this to try it out ahead of time.

On the day of your Session, you just have to be on your Session page (not in the Live Chat), and at exactly the time it goes live, the screen will automatically change to having a Video Chat at the top. 

The first time you join, you'll see a pop up asking for your name. 

Type it in and click "Enter Booth."

When you click this button for the first time, you might have to allow this site to access your camera and microphone. If an obvious popup does not appear asking you to do this, CLICK HERE for detailed instructions on how to get around that.

Now you're in "Host" mode on this Video Chat.

This is the host view. You will appear as a small video in the right sidebar, but this is only the view YOU see, as a host. 

Booth Controls 

This sidebar also has some power controls.

These allow you to:

• Mute All: Turns microphones off for all attendees. You and your fellow hosts/speakers are unaffected.
• Stop Videos: Turns cameras off for all attendees. You and your fellow hosts/speakers are unaffected.
• Boot All: This kicks all attendees out of the booth. You and your fellow hosts/speakers are unaffected.
• Terminate Booth: This ends the session for everyone included you, your fellow hosts, and all attendees. 

When people enter your chat, it'll look something like this: 

From the Participant's View

• If you allow Participants to have Video enabled, it'll look like this, with everyone the same size, participants and hosts and all together in the same place. They do not see any of the sidebar controls. (This screenshot is from a different event, but it's the same idea.)

Screensharing

If Sceensharing has been enabled (if it's not and you need it, please contact your Event Organizer), you'll see these three buttons at the center bottom of the video chat frame.

The camera button turns your camera on and off.

The microphone button turns your microphone on and off.

The last desktop-shaped button is for screensharing. Click this, and a pop up will ask which Desktop you would like to screenshare, with a preview of what that will look like. If you don't see that pop up, you might be blocking pop-ups -- go into your Browser settings and allow pop-ups from EventHub. Then refresh your Session page and try to screenshare again. CLICK HERE for a guide on how to allow pop ups.

If you are not able to screenshare, and are using a Mac, please check your Mac permissions: Go to System Preferences > Security & Privacy > Privacy > Screen Recording and add in Chrome. Then restart browser. If that option is not available then you should be able to use screenshare by default.

When you're screensharing a presentation, it'll look like this to the attendees: 

NOTE: From your Speaker view, the presentation may be cut off. However, this is not an issue, it simply means your browser window is currently too small. 

To fix this, make your browser window as big as possible.

On a Mac, you do this by going to the buttons in the upper left and clicking on the green one to expand to fill the screen:

On a Windows machine, you do this by either pressing the F11 key, or by clicking the 3 dots in the upper right corner of your browser window, and then click the button that looks like an empty square — it's right next to the "Zoom" option.

On a Mac or Windows machine, if you're still seeing it cutoff, you can fix this by "Zooming out" on Chrome. You do this by clicking the dots on the upper right of your browser window, and then pressing the minus symbol "-" to the left of 100% that shows up in the dropdown.

This should allow you to see the whole presentation without it getting cutoff, even on a 13-inch laptop. We cannot guarantee the Presentation view on an iPad or other tablet device.

NOTE: If you have a video embedded in your presentation, the audio will not play so that the attendees can hear it. We do not currently support this functionality. You can work around this with the following approaches: 

• adding a link in the Session description below the Live Chat, and directly attendees to click on that to watch the video on their own computers.
• adding a Video Content block to the Session Programming to happen before or after the Live Chat. This means the the video will automatically play right at thetop of the Session, right in the same area on the page where the Live Chat appears.