Virtual Lobby

The Virtual Lobby is a tool designed to host your events virtually. It creates a dynamic online environment capable of broadcasting a wide range of activities, from large networking events to single sessions or even multiple simultaneous sessions with individual conversations.

Setting up your online event in the Virtual Lobby

Go to Event > Details and make sure your event is set to Published and Online/Virtual Lobby or Hybrid (Virtual + In Person).

When set to Online / Virtual Lobby or Hybrid (Virtual + In Person), a link will automatically be generated to access and view the Virtual Lobby, as displayed above.

Now it's time to customize your Virtual Lobby! To get started, go to Event > Virtual Lobby, where you can configure its Design and Settings.

Design

To customize the design of the Virtual Lobby, you can set up its layout, Live Studio background, Virtual background, background image, and Reactions. It's also possible to customize reactions and virtual backgrounds for the Live Studio separately.

Layout

On the layout tab, you can customize the Interface, template mode, activity layout type, welcome cover, and the font style.

Interface

1. Lobby layout type

When selecting the layout type, you can choose from:

• The Classic layout​​
• ​​The Neo layout​

To learn more about this, refer to our Virtual Lobby layouts article.

1. Template mode

• The Normal template
• The Dark mode

To learn more about this , refer to our Virtual Lobby layouts article.

1. Activity tabs

• The Event dates tab
• The Tracks tab

To learn more about this , refer to our Virtual Lobby layouts article.

1. Activity layout type

To select your activity cover size and style, you should click on the drop-down bar under Activity layout type.

To learn more about this, refer to our Virtual Lobby layouts article.

1. Pagination of activities in the Virtual Lobby

By default, the Virtual Lobby will show all activities in the same page, regardless of how many there are. However, if there are numerous activities listed, you have the option to enable pagination. To do so, simply choose Yes in the Pagination of activities in the virtual lobby field. This will organize the activities into pages for easier navigation.

• When pagination is enabled in the Classic layout, each page dedicated to a specific activity date will display 32 activities. To view more activities, users can navigate through the available pages using the number navigation arrows, which indicate the number of remaining pages.

• When pagination is enabled in the Neo layout for the Small activity layout type, each page dedicated to a specific activity date will show 30 activities. To view more activities, users can navigate through the available pages using the number navigation arrows, which indicate the number of remaining pages.

• When pagination is enabled on in the Neo layout for the Medium activity layout type, each page dedicated to a specific activity date will show 28 activities. To view more activities, users can navigate through the available pages using the number navigation arrows, which indicate the number of remaining pages.

• When pagination is enabled in the Neo layout for the Large activity layout type due to a large number of activities, each page dedicated to a specific activity date will show 10 activities. To view more activities, users can navigate through the available pages using the number navigation arrows, which indicate the number of remaining pages.

1. Sponsor/Exhibitor layout type

This allows you to control the sponsor/exhibitor card size on the main page of the virtual lobby and the sponsor tab in the virtual lobby.

When selecting Sponsor/Exhibitor layout type, you can choose from:

• Small
• Medium
• Large

After selecting the layout types, these will be reflected in the virtual lobby main page and the sponsor/exhibitor virtual lobby tabs as shown below.

1. Sequential Activities

Allows you to control the order in which attendees can access activities within the virtual lobby. When enabled, attendees must follow a predefined sequence, meaning an activity will only be available after the previous one has been completed or attended.

Welcome cover

Under Welcome cover, you can choose between two cover types: Default event cover and Video cover. You can also enable or disable the newsfeed on the welcome cover. To learn more, refer to the Welcome Card article.

Font style

You will be able to choose the font style of your preference under Font style.

Live Studio

In the Live Studio tab, you can customize the company logo and change the colors of the background, add images, videos, as well as customize the lower third. To learn more about this, refer to our InEvent virtual backgrounds article.

The backgrounds updated on this section will be displayed as options in the Device configuration step right after presenters access a room.

Virtual background

You have some default virtual background available but you can also add some other options to be chosen from while configuring the device. For more information, refer to our InEvent virtual backgrounds article.

Background image

Under the Background image, you can upload both the Background image for the Lobby and the Player Idle image.

• Background image: If you wish to have an image as the background in the Virtual Lobby's main page instead of just a plain color, press Edit and click on the red bar to upload the image you wish. Press End to save the changes.
• Player idle image: By default, before the live content starts, the room will display a message that says Nothing's happening here. You will be notified about upcoming streams. If you wish to have an image or gif displayed inside the rooms before the live content starts, press Edit and click on the red bar to upload the image you wish. Press End to save the changes.

Reactions

This function is available for the Live Studio Stream, Pre-recorded (Simulated Live Streaming) and RTMP streaming. To illustrate how to use this feature, below you find a gif showing how to enable/disable the Reactions by clicking on Edit and using the toggle to the left/right.

You can select up to 7 emojis to be displayed on the Live Stream and the reactions show up in real-time to everyone.

To delete the emoji simply click on the trash icon underneath the reaction:

Labels & Icons

When clicking on this menu, a new tab will open for you to edit the virtual rooms' icons and labels. For more information about the virtual rooms, refer to the Live Studio article.

Settings

Under Settings, you will be able to set up Group rooms and the Access policy, check the Analytics, Troubleshoot and from the Tools section, you can view the WebRTC provider.

To learn more about Settings, check the article Virtual Lobby Settings.

To control the tools on the Virtual Lobby page, click on the Settings button on the top right corner. This will display a pop-up of all the tools.

You will see all the tools arranged into their various categories: Start, Registration, Live, Block, and Extra. Click on each category to view the tools and to enable or disable the tools by clicking on the toggle button next to each tool, as highlighted below:

To learn more about all the tools in the Settings button, refer to our Virtual Lobby Settings article.

To learn how to view all the tools and access them from the tools page (Settings > Tools), refer to our Set Event Tools article.

Changing the colors of the Virtual Lobby

You can customize the colors of your virtual environment according to your preference.

To do it, at the company level, press Company > Details.

You can change the Background color, Bar color, and Main color using the hexadecimal code of the color you want.

Granting attendees access to the Virtual Lobby

By sharing this User guide with your attendees prior to the event date, they can get familiarized with the Virtual Lobby and ensure their computer meets all the requirements of the InEvent platform.

There are various ways for them to access the Virtual Lobby. To know more, refer to our How do I access the Virtual Lobby article.

However, if you looking to avoid access to the Virtual Lobby prior to the event date, refer to our How to avoid access to the Virtual Lobby prior to the event date article.

Finally, if you would like to understand how the Virtual Lobby works on the app and what features are available, refer to our Virtual Lobby on the app article.

Using MCP Integration to set up your Virtual Lobby page

InEvent provides an MCP (Model Context Protocol) server that can be integrated with AI providers such as Claude and ChatGPT. Refer to our MCP Integration article to learn more.

This section highlights some of the read-only and write-only capabilities available through this integration, allowing you to quickly retrieve information about your Virtual Lobby and make changes using Claude AI.

Read only examples: getting information about your Virtual Lobby

Below are a few examples of getting information about the Virtual Lobby page

• Check the current Virtual Lobby layout

• What layout type is currently configured for my Virtual Lobby: Classic or Neo?

• Is pagination enabled for activities in my Virtual Lobby?

Write-only examples: Making API calls to create, update, or delete items in your Virtual Lobby setup.

Below are a few GIF examples demonstrating how the platform changes in response to the actions performed.

• Turn off pagination

• Change Virtual Lobby layout type to Neo and make the Sponsor/exhbitor layout card Large

• Make changes to the Access & Privacy page