Great work on completing Step 1!
This is the second step of the EventHub starter guide. “Step 2” explains what you need to configure prior to your event. If you have any questions, please don’t hesitate to contact our chat support by clicking the icon at the bottom right of the page!
1. Set Up Exhibitor Booths
Use the booths feature to list exhibiting companies on the event page.
Follow the steps below on the event management page to start adding exhibitor booths to your event:
- Click [Create new] via [Contents]>[Booth].
- Click the [Download template] button.
- Enter the exhibitor booth information in the Excel spreadsheet’s [Data] tab. See the table below for more details about the template.
- The Excel file’s [Description] tab explains the fields you need to fill out in the [Data] tab. The [Description] tab is for reference only; do not enter data in this tab.
- Save the file when finished.
- Return to [Contents]>[Booth]>[Create new] and upload the completed template.
| Column Name | Required/ Optional | Description |
| Booth name (boothName) | Required |
The name of an exhibitor booth Character limit: 100 |
| Website (webSite) | Optional |
An exhibitor booth URL beginning with “https://” The URL is shown on the exhibitor booth page below the booth name. This link could be an exhibitor’s company website or any other website they want to display. |
| Booth detail (description) | Optional |
A description that is displayed on an exhibitor booth’s page Note that links cannot be embedded directly into text. |
| Booth label (label) | Optional |
A label that can be used to categorize and filter booths This label is listed under [Categories] on the left side of the event page’s [Booths] tab. Participants can select from the labels to filter the displayed booths. |
| Max staff (staffLimit) |
Optional |
The limit of the number of staff who can be linked to the booth See below for additional details regarding linking exhibitors to booths. |
After creating an exhibitor booth, you can also link exhibitor user accounts (exhibitors) to these booths. Linked exhibitors can edit booth information and display their profiles on the exhibitor booth’s page.
The [Company or affiliation] field of [Basic settings]>[Profiles] is used to associate exhibitors with their corresponding booth. The process to link exhibitors to booths varies depending on the exhibitor's registration method. See the table below for details:
| Registration Method | Link Method |
| Excel upload |
If you create a booth first and register exhibitors later, match an exhibitor's [Company or affiliation] to the booth name to automatically link them. If you create a booth after registering exhibitors, update the information for those linked exhibitors by setting [Exhibitors]>[User list]>[Edit]>[Relation between company/affiliation and booth] to [On]. |
| EventHub registration form | Update the information by setting [Exhibitors]>[User list]>[Edit]>[Relation between company/affiliation and booth] to [On]. |
| Colleague invitation |
If a linked exhibitor sends the invitation, the recipient will be linked automatically. If a non-linked exhibitor sends the invitation, update the information by setting [Exhibitors]>[User list]>[Edit]>[Relation between company/affiliation and booth] to [On]. |
An exhibitor’s [Company or affiliation] must match the exhibitor booth’s name exactly for the link process to work correctly.
Event organizers can edit exhibitor booth information directly via [Contents]>[Booth]>[Edit]. Exhibitors who are linked to a booth may edit booth information on their own via the event page.
See the table below for more details regarding exhibitor booth permissions:
| Task | Authority | Location |
| Create a new exhibitor booth | Organizer only | [Contents]>[Booth]>[Create new] |
| Edit an existing exhibitor booth | Organizer | [Contents]>[Booth]>[Edit] |
| Exhibitor |
Click on your name in the top right corner of the event page and select [Exhibitor admin page]. *Exhibitors must have admin rights to edit booth information. See below for details. |
Event organizers and exhibitors with admin rights (exhibitor admins) can modify which exhibitors have access to edit booth information.
- To make a linked exhibitor an admin, set the [Exhibitor admin service] setting to [ON] via [Contents]>[Booth]>[Edit]>[Booth staff]>[Authorization] on the event management page. See the image below for reference.
- Exhibitors with the [Exhibitor admin service] setting set to [OFF] cannot edit booth information. These exhibitors’ profiles will still appear on the booth page.
You can view your exhibitor booths on the event page’s [Booths] tab once they have been created. Click on an exhibitor booth to view its full booth page. You will also see all registered exhibitors who have linked their profiles to the booth.
2. Create Surveys
Use the EventHub platform's survey feature to collect opinions and feedback regarding your event. Survey results are automatically linked to participants.
Follow the steps below on the event management page to create a survey:
- Click [Create new] via [Surveys]>[Survey list].
- Fill in the information to create the outline of the survey. See the table below on Survey Configuration Fields for more details.
- Click [OK] when finished.
- With your new survey open, click [Create new] to add questions.
- Enter the questionnaire items and click [OK]. The table below on Survey Question Fields provides additional information.
- You can edit your survey questions and settings after you create them. Deleting a survey or survey field will also delete any corresponding answers that have already been collected.
Survey Configuration Fields
| Field | Description |
| Survey name |
The title of the survey Each survey name must be unique. |
| Survey description |
A description displayed at the beginning of the survey This description can be used to explain the purpose of the survey to participants. |
| Message displayed when survey completed |
An optional message shown to participants after completing the survey This message can be used to thank the participant for answering the survey or provide them with relevant follow-up information. |
| Login required to answer survey |
Requires participants to log in to the event page to take the survey Enabling participants to access surveys without logging in to the event page can increase completion rates, especially for in-person events. *This setting cannot be changed after survey creation. |
| Set an availability timeframe |
The period when the survey is visible on the event page's survey list This can be used to hide surveys still under construction or display relevant ones only at specific times. Participants with the survey URL can still access it outside the availability timeframe. |
| Pin survey invite in the survey list |
Pins the survey to the top of the survey list on the event page A pinned survey will be featured at the top of the list and included again in the full survey list. |
| Pop-up reminder |
An event page pop-up to encourage survey responses with various display timing options *If you have set an availability timeframe for the survey, the date and time for the pop-up reminder must fall within that timeframe. |
Survey Question Fields
| Field | Description |
| Field name |
The survey question A survey can have a maximum of 30 questions. Each field name must be unique. |
| Optional settings |
Determines whether participants must respond to the survey question or not |
| Response type |
The format for how participants respond to the survey question The response type options include the following: The checkbox, dropdown, and radio button response types can each have up to 100 answer choices. Each answer choice must be unique. *The response type cannot be changed after the field is created. |
| Description (inside field) |
A description that is displayed inside a free-text field This optional help text gives the user an example of how to respond to the survey question. The text disappears once the user starts typing their response. |
| Description (outside field) |
A description that is displayed below a survey response field This optional text can include information, context, or examples to help the participant respond to the survey question. URLs are displayed as hyperlinks. |
The survey automatically collects the following participant information, so you don’t need to add these as survey questions:
- Last Name
- First Name
- Company or affiliation
- Department
- Position or Title
- Email address
- User type
Participants can view their available surveys via the [Surveys] panel on the event page. You can also copy the survey URLs and share them with participants directly. If they want to respond to the survey from the URL, participants must first log in to the event page. If someone is not logged in and clicks the survey URL, they will be redirected to the event login page.
Participants may respond to each survey only once. Once submitted, participants may not edit or resubmit their answers. The deadline for participants to submit surveys is the “Event Page Closing Date” configured in [Basic settings]>[Event information]>[Schedule settings].
3. Set Up Video Content for the Stage
You can configure the event page to present one or more video stream channels. If you configure simultaneous sessions, each one must be on a separate channel.
When a user hovers their mouse pointer over the event page’s [Stage] tab, it reveals a dropdown menu with a list of the available video stream channels. A user can then select which channel to watch.
Video content can be streamed to the event page in the following ways:
- Live: Video content is streamed live directly to the event page.
- On-demand: Video content is pre-recorded and can be viewed at any time by participants once published. Viewers can freely start, stop, and jump to any point in the video.
- Simulive: Video content is pre-recorded, but is streamed at a specific time as if it were live.
Navigate to [Contents]>[Video streaming]>[Create new] to set up new video content. See the table below for details.
Video Stream Channel Creation Fields
| Field | Description |
| Video Type |
The source of the video for the stream The options are outlined in the Video Type Configuration table below. |
| Channel Name |
The name of the video stream channel This will be displayed on the [Stage] tab’s dropdown menu. |
| Display Order |
The order that video stream channels are listed in on the [Stage] tab’s dropdown menu |
| Publish Start Date |
The date and time that a video stream channel becomes visible on the event page |
| Publish End Date |
The date and time that a video stream channel disappears from the event page |
Video Type Configuration
| Video Type | Streaming Format | Configuration Steps |
| YouTube |
- Live |
Enter the YouTube [Video ID] for your video or live stream. You can find the video ID in the link for the video or live stream on YouTube. Click [Share] on your video’s page to display the link. The ID is near the end of the link. See below for examples where the video IDs are highlighted in red: - https://youtu.be/595BEtd86tg?feature=shared |
| Vimeo |
- Live - On-demand |
Enter the full [Vimeo URL]. You can find the Vimeo URL by clicking [Share link]>[Copy] on your video’s page in Vimeo. |
|
RTMP streaming |
- Live |
Create a new video stream channel with “RTMP Streaming” as the [Video type] and click [Save]. Copy the [RTMPS URL] and [Stream Key]. Use this information to configure the broadcasting tool you will use for the event (Zoom, OBS, etc.). You can also find the RTMP information in the video channel table in [Video streaming] or by selecting [Edit] for the channel itself. |
|
Live streaming (Whereby) |
- Live |
Create a new video stream channel with “Live Streaming (Whereby)” as the [Video type] and click [Save]. The [Whereby URL] links to a Whereby "room" for presenters to live stream the session. You can also find the Whereby URL by selecting [Edit] for the channel itself. *IMPORTANT: Only share the Whereby URL with the live stream's presenters. |
| Simulive | - Simulive |
Select a [Video file] to upload to EventHub. - File format: mp4, avi, mov, wmv |
| On-demand | - On-demand |
If you are unsure which type of video content you want to stream, reference the following article for additional information: Video Types and Streaming Tools
Multitrack Streaming
Enable the [Multitrack] feature on the [Video streaming] tab to assign each stream to a specific track. When finished, content automatically plays the next stream on the same track. Video streams must be connected to a track to appear on the event page's [Stage].
4. Create Event Sessions
Set up one or more sessions to create a program for your event. Participants can click on a session in the event page’s [Programs] tab to view a page with details, speaker information, and downloadable materials.
Navigate to [Contents]>[Sessions]>[Create new]>[Add session] to set up a new session. See the table below for details regarding the fields.
| Field |
Required/ |
Restrictions |
Description |
| Session name | Required | Character limit: 256 |
The title of the session |
| Date and time | Required | N/A |
The date, start time, and end time of the session Sessions will be listed according to this date and time. Multiple sessions can be scheduled for the same time slot. |
| Location/ Category | Optional | Character limit: 256 |
The meeting room or physical location of the session For virtual sessions, this field can alternatively be used as a general label or topic (e.g., “Main Event” or “Marketing”) This field can be used as a filter on the [Programs] tab |
| Description | Optional | Character limit: 2048 |
The session description This can include information and details about the session. |
| Speaker information | Optional | Character limit: 256 |
Displayed information about the session speaker(s) This information could include an overview of the speakers, whereas the [Speaker profiles] can be used for specific information. |
| Speaker profiles | Optional |
No limit on the number of speaker profiles |
A speaker's profile card displayed on the session info page Click [+Add speaker] and enter their information |
| Speaker images | Optional |
- Format: JPG/PNG |
A photo of the speaker |
| Speaker names | Optional |
Character limit: 256 |
The speaker's name |
| Speaker profile | Optional |
Character limit: 512 |
A description of the speaker |
| File attachments | Optional |
- Max 3 files, each up to 50MB [Thumbnail image]: |
Session slides or related collateral for participants to download Optionally add a [Thumbnail image] for each file. Users can click the image to view it in full size. |
| Web page | Optional | Character limit: 2048 |
A website URL displayed at the bottom of the session detail page This can be used to link a company website or other information relevant to the session or speakers |
| Capacity | Optional |
The maximum capacity for the session This should be used when there is limited seating for an in-person or hybrid session. |
|
| Connect video channel | Optional |
Connects a video stream channel to a session (the video stream channel must be created first; see section 3 above for details). Enables the following: - Displays session information below the video when played on the [Stage] *A session can be connected to only one video stream channel. However, multiple sessions can be connected to the same video stream channel. |
|
| CTA below video |
Optional |
An actionable link that displays below a video stream during a session. See the following article for additional reference: Video Stream Channel CTA |
|
You can edit this information by selecting your session via [Contents]>[Sessions] and clicking [Edit].
5. Enable a Call to Action (CTA) Below Video Streams
You can place customizable text and a hyperlink below a video stream to encourage participants to take specific actions. For example, linking a survey here can improve response rates. The EventHub platform collects data on which participants clicked these links for your reference and analysis.
Follow these steps to add a CTA to your video streams:
- Navigate to [Contents]>[Sessions].
- Select a session with a connected video channel and click [Edit].
- Click “Enable” under [CTA below video].
- Enter the [URL] that opens when participants click on the hyperlink text.
- In the [Link text] field, enter the hyperlink text that will be displayed.
- Enter an optional, brief [Message].
- Click [Save] when finished.
See the following article for additional information: Video Stream Channel CTA
6. Set Up the Comments Section
You can enable live commenting for video streams on the [Stage] tab. Participants comment directly from the event page.
Navigate to [Contents]>[Video streaming]>[Live Q&A tool]>[Edit] to configure the settings. You can use the EventHub platform’s built-in comments tool or integrate with a third-party tool like Slido.
Each video stream channel has its own comments section. If a single video stream channel is connected to multiple sessions, the same comments section is used for all sessions.
After video streaming has ended, the comments section will still be available to view on the event page. It will remain open until the [Publish end date] of the video stream channel.
7. Set Up Archive Videos
Share videos to the event page’s [Videos] tab via YouTube, Vimeo, or direct upload to the EventHub platform. Use this feature to share video content related to the event, separate from what is shown on the [Stage]. Participants can view these videos at any time while they are published on the event page. The EventHub platform records which videos participants have watched.
Upload videos via [Contents]>[Archive videos]>[Create new] by completing the required fields. Videos are only visible to participants on the event page's [Videos] tab between the [Publish start date] and the [Publish end date]. See the following article for additional information: Archive Videos
<tips>The process to set archive videos is similar to the [Contents]>[Video streaming] upload process for YouTube and Vimeo (see section 3 of this article for reference).</tips>
8. Customize Tab Names and Positions
You can change the names and positions of the tabs displayed on the event page via [Contents]>[Modify event tabs]. You can also hide tabs that you don’t need for your event.
Click the edit icon to change a tab’s name.
Click and drag the mark to the left of the edit icon to rearrange the tabs.
Toggle tab visibility with the “Enable” buttons.
9. Rehearse the Event
We recommend rehearsing your event beforehand to double-check your settings and troubleshoot any issues that may arise, especially if you are streaming video during your event. The [Staff settings] option allows users to preview video stream channels on the [Stage] prior to their [Publish start date].
Follow the steps below to enable [Staff settings] for a user:
- Navigate via [Attendees]>[User list]>[Edit] or [Exhibitors]>[User list]>[Edit], depending on the attendee’s registration type.
- Set [Staff settings] to [On].
- Log in to the event page.
While rehearsing, users with [Staff settings] set to [On] can view video streams the way they will appear to participants during the event. If someone other than a staff member logs in, they will not see unpublished video stream channels. See the following article for further details: Previewing the Event Page
Great job! 🎉
Congratulations! You are now ready to run your event. We have even more tips to help improve your event, so if you have any questions, please reach out to your customer success manager or chat support. 💪
“Step 3” will help with data analysis after your event finishes. But until then, good luck with your event!