Setting up your activities

Updated 3 days ago ​by Julie Collins

To set up your activities, go to Agenda > Activities > select the activity and click Edit (top right). The Details tab contains the settings for your activity, including the possibility of making it a virtual room.

By checking the Virtual room option, a link will be generated, making the activity accessible within the Virtual Lobby.

Room cover

Adding a room cover to your activity will display a thumbnail icon for this session. If you do not add a room cover, this tile will be a plain, block color.

To add an image, click on the red folder icon, and upload a ROOM COVER from your computer, which will be viewed by the participants in the lobby. The desired image size is 280x160 pixels.

Pre-control cameras and microphones

To ensure that your speakers will enter the activity with microphone and camera enabled, go to the Event>Speaker and select your speaker. Link the attendee profile to the matching speaker, and then add this speaker to the activity.

Adding the speaker to the activity will ensure their attendee profile is recognized as a speaker, and they will be able to join the event prior to the event starting, as well as having presenter capabilities

Setting a room host

You can select who will be the host of the room. The host will need to be in the room to start the Control room stream, and ensure that the session is being recorded. The host can be anyone from your attendee list

Whoever is set as a room host will have admin permissions for this activity. Please review the event access permissions FAQ to learn more.

Choosing your Room Video Mode

Once you have activated your virtual room, you will be asked to choose your Room Video Mode.

Please refer to your plan to understand what room modes are available to you

Your room video options (plan dependent) are

  1. Control Room
  2. Pre Recorded Video
  3. Video Conferencing
  4. RTMP Streaming
  5. External Link
  6. Web Zoom

Open the drop down menu to make your selection, then complete the required steps based on your choice.

  1. Control Room

Please review the Control Room FAQ to learn more about the benefits and function of using the Control Room option.
  1. Pre-Recorded Video

If you have chosen pre-recorded as your room video mode, you have many options to choose from here. You can paste a link of a web based video, or upload a video of your own.

To use a web based video via web URL, simply select 'use link', and paste the link into the text box.

The video format should be MP4. It can be a direct video or an iframe.

If you are using a video from Vimeo, you will need to include the embed link when connecting a link to your activity. Click on the Share button on your Vimeo video, and find the embed link as shown below.

Vimeo share with embed link highligted

Once you add this, please select 'Treat pre-recorded video as an embed frame'

InEvent details - treat video as iFrame

To upload your own video file, select 'Upload video', and click on the green upload button to find this file on your computer. There is no limit on the file size for your video

Setting your Pre-recorded video as a Simulated Live Stream

This feature allows you to set a pre-recorded video to be streamed live at the time and date you have selected for your activity.

This function is available for our Advanced and Full Plans.

To activate this option on the above plans, simply go to Settings>Tools, and enable the option 'Simulated Live Streaming' in the Live section of the tools.

Doing this will make your pre-recorded content act exactly the same as a live stream, users will watch as if it is a live event. They will be unable to pause, rewind or re-watch the content, unless you then set it as an on-demand video.

Simply upload your video, and then select 'Treat pre-recorded video as simulated live stream'.

We will create a URL for your video.

External links are not supported with this function.

  1. Video Conferencing

If you choose Video Conferencing for your room video mode, the Control Room will be disabled and WebRTC (Real Time Communication) will be enabled. With this option, we recommend all attendees have a i7 Quad Core (physical core) CPU or higher, and a minimum connection of 0.5Mbps per speaker.

You will see the below when selecting this option.

  1. RTMP Streaming

You can choose RTMP streaming as your room video mode to live stream a session using an external software such as OBS, Wirecast, vMix or any other live streaming platform. When you select this option, a blue button will appear titled View Information. Click on this button to open the pop up window with the RTMP code you need to copy to your software

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InEvent provides two endpoints, as a failsafe. Both endpoints do not need to be enabled.

You will see the iframe for the video, you can now embed this iframe into your website. Copy the code and click done.

You can either add this iframe to your own website or if you want to embed the video into the landing page you created with InEvent, Click here

To start the transmission on the external site, the host must click on the "Start Live Transmission" option at the top right of the lobby.

If you have provided two sources, in the session, all attendees will be able to switch between these by clicking on the settings wheel on the stream.

When choosing this option as your room video mode, you will see the following fields

You can enter your external link in the text box to configure your activity.

  1. Web Zoom

When choosing Web Zoom as your room video mode, you will be presented with fields to enter your Zoom meeting ID and password.

Please review the FAQ about integration with Zoom to learn more about how to configure this option.

Recording your session

You can record sessions in the virtual lobby. The session starts to be recorded from the moment the host enters the room.

Once the session ends the recording is automatically available in the Recording tab, to be played or downloaded.

Downloading the recording

Follow the steps below to download your recording after your session has ended.

  1. Click on the blue button Prepare download.

  1. The blue button will turn to grey with a new message; Preparing download
  1. Once the download is complete, it will change to Download ready. From here you have two options; open and download the recording, or set it as your pre-recorded content.
    1. When you select the Download ready option, a new window will open with the video player. In the bottom right of the player, click on the 3 dots and select Download
    2. To set it as the pre-recorded content for this room, click on the orange option Set as pre-recorded. This video will automatically be set as your pre-recorded video for this session.
To ensure your attendees can access this content after your event, please be sure that this activity end date is changed to reflect this, and guarantee your attendees can access the session.

Setting the maximum number of presenters

All administrators when entering a session can enable the camera and microphone, if you want to define the maximum number of administrators who will have that access in that room, just enter the amount in the Maximum number of presenters in the room field.

People

In the People tab, all participants who are online in this session will be listed.

If you are an admin or the room host, you'll have the permission to mute people and also to invite them to share their audio and video.

Adding files before the event starts

To add a file to an activity, select an activity, in the right side corner press EDIT and then on the right hand side press the FILES tab. After that click on the red button to choose a file to upload.

Which formats are supported?

  • “html”, “htm”, “js”, “css”;
  • "zip";
  • “xlsx”, “pdf”, “ppt”, “doc”, “docx”, “xls”, “csv”, “pptx”;
  • “mp4", “mov”, “3gp”;
  • “gif”, “jpeg”, “jpg”, “png”;
  • "ttf", "woff", "woff2", "eot";
  • "ics"
There is a limitation of 100MB per file when uploading files to Materials. In case you would like to upload bigger sized videos, you can upload these videos to other video hosts and copy and paste the link to the pre-recorded content field in the activity's details.

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User control options

The participants who join the sessions as presenters will be shown control options.

They will be able to enable or disable the microphone and camera by selecting the icons on their profile picture.

They can also choose which camera, microphone and speaker to use for the session (helpful for those using external hardware)

They can also choose to join the session as a viewer, and perform connection tests if any of these configurations fail.