Virtual Lobby Tools

Virtual Lobby is a tool that allows your events to happen virtually. An online environment that can broadcast from a large networking event, a single session, or even several simultaneous sessions of individual conversations.

This article intends to show you how to set up the Virtual Lobby Tools.

Before you go ahead, please check this article to learn how to set up your online event as well as your preferences for the Virtual Lobby in terms of design. You should also check this article to learn more about the Virtual Lobby Settings such as group rooms, Virtual Lobby analytics, and access policy.

How do I set up the Virtual Lobby Tools?

To edit your Virtual Lobby tools, go to Event > Virtual Lobby > press Tools.

How to access the Virtual Lobby tools

Under Tools, you can enable or disable functionalities by pressing Edit in the upper right corner and ticking the corresponding checkboxes to the following features:

  1. Feed

if you enable it, the Virtual Lobby will display a series of content, overriding the event information.

News feed button in the Virtual Lobby

  1. Sponsors

if you enable it, a list with all sponsors of the event will be displayed.

Sponsor booths

  1. Files

if enabled, all files used in the event and its activities will be downloadable.

Files in the Virtual Lobby
  1. Random sponsors

if you enable it, sponsors booths will be sorted randomly on the Virtual Lobby each time the users access the main page. In case you disable it, the sponsors will be sorted alphabetically.

Random sponsors

  1. Random group rooms

If you enable it, group rooms will be sorted randomly on the Virtual Lobby each time the users access the main page.

Random group rooms

  1. Meetings

If you enable it, attendees will be able to schedule one-to-one meetings with other participants.

Meetings in the main page of the Lobby

  1. Networking

If you enable it, the Virtual Lobby will show the list of attendees who are online in your event.

Networking

  1. Question

If you enabled it, participants will be able to send questions or post live Q&A during activities.

Questions tab within the session in the Virtual Lobby

  1. Comments

If you enable it, the Virtual Lobby will allow comments to be sent out during activities. You should see a Chat tab inside the room if Comments is enabled.

Chat tab within the session in the virtual lobby

  1. Polling

If you enable it, the Virtual Lobby will allow live polling and dynamic quizzes to be created and answered during activities. You should see a Poll tab inside the room if Polling is enabled.

Poll tab within the session inside the virtual lobby
  1. Dedicated WebRTC IP

It enables a dedicated IP range for WebRTC video conferencing. Having a dedicated IP address means your domain is assigned an IP address that isn't shared or used by any other domains.

You must use TokBox as your WebRTC provider to have a dedicated IP range for WebRTC video conferencing.

Once enabled, a WebRTC dedicated IP list will be displayed at the bottom of this page, as shown below:

WebRTC dedicated list

This option is available for Enterprise accounts only. Click here to learn more about the benefits of Enterprise accounts.
  1. Collapse networking area

If you enable it, Networking and Group Rooms should collapse on the top bar instead of appearing on the bottom on the right-hand side of the screen.

The image on the left is how it would look like with this option disabled and the one on the right shows this option enabled with the Networking and Group Rooms section collapsed on the top bar.

Collapse networking area

If you enable the Collapse networking area option, it will not be possible to create group rooms on the Virtual Lobby main page. Group rooms will only be created on the backend by event organizers or on the page dedicated to group rooms.

  1. Hide people count

If you enable it, it will hide the eye counter icon that is displayed in the upper left of each room and shows the number of people inside it.

Hide people count

Besides that, it will also disable the label count for the number of presenters and viewers present in each session under the People tab.

In the image on the left, you see a label that displays the number of viewers in that room. On the right, since the Hide people count was enabled, that label is not displayed.

Hide people count II
  1. Show end times on activities

If you enable it, the end times of the activities will be displayed in the online rooms in the Virtual Lobby.

In the image above the arrow, the option to Show end times on activities is disabled and only the start time of the activity is being displayed. In the image below the arrow, the option is enabled and both start and end times of activities are being displayed.

The option to display the end time of activities
  1. Virtual Background

If you enable it, presenters will be able to customize their virtual backgrounds.

In the image on the left, the Virtual background option is disabled, and the Background options don't appear. In the image on the right, the option is enabled and the presenter can select which image they would like to use as their virtual background. Click here for further information on virtual backgrounds.

Device configuration with and without the option to change the background

  1. Speed Networking: timer renew

You should enable this option if you wish to allow the participants to extend the timer when their Speed Networking sessions are about to end, as shown below:

Timer renew

If this option is disabled, all Speed Networking sessions will follow the length determined by the event organizers, with no option to extend the meeting's duration.

  1. Profile lock

If you enable it, you will be restricting access to all the tools with personal data such as networking and profile editing.

In the image on the left, the Profile lock is disabled and the attendee profile is displayed. In the image on the right, the profile lock is enabled and no profile is displayed, which means that personal data will not show up and a regular popup to request a video call will be displayed.

Profile lock
  1. Email lock

If you enable it, you will be blocking email from attendees on registration, networking, and interactions.

Email lock

  1. Hide welcome

If you enable it, the welcome card will be hidden so you will not have a banner with a description and cover at the top of your Virtual Lobby.

In the image on the left, the Welcome card is being displayed. In the image on the right, the welcome card is hidden.

Hide welcome

If you enable it, sponsor logos will not be display on the right side of your activities titles in the Virtual Lobby.

Hide sponsors logo

  1. Block content share

If you enable it, it should block the content share popup with options besides screen sharing, which means the presenters will not be able to share a PDF file or a video.

In the image below, on the left, you see three screen sharing options, which means the Block content share isn't enabled. On the right-hand side, the Block content share is enabled and there's only one option: to share the screen, the presenter will not see the options to share a PDF File or Video.

Block content share

Click here for further information on screen-sharing capabilities.

  1. Native websockets 
    WebSockets
    WebSockets are an advanced technology that makes it possible to open a two-way communication session between the user’s browser and a server.

If your audience includes attendees from China, we highly recommend enabling the Native websockets.

By doing so, the entire Virtual Lobby connection will go through our native WebSockets instead of Google’s Firebase service, which means that users from China will be able to fully experience the Virtual Lobby.

For now, our live transcription functionality and the 'Load more' button are not supported when using the Native websockets.


How Did We Do?