User guide for the Virtual Lobby

Virtual Lobby is a tool that allows 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.

You will be able to watch the sessions that you have registered or are interested in, switch rooms, participate in a chat group, or even a one-to-one conversation just by clicking on the name of the attendee you choose.

How can I access the Virtual Lobby?

When you are invited to an event that will take place in the Virtual Lobby, you will have multiple access options:

Click here to learn more about those options.

Please, use the latest version of Google Chrome browser for the best experience. Internet Explorer is not advised. Check our compatible browsers.
If you are accessing the Virtual Lobby by using the unique link sent to you via confirmation email, make sure not to share your link with someone else. If someone else accesses the event using your link, you will be disconnected.

Can I access the Virtual Lobby using a tablet?

Currently, the video streaming feature for viewers is ensured for mobile and tablet users. In order to ensure a great User Experience concerning all other features, give preference to using a Computer. Mobile phones and tablets will work on up-to-date devices, but you may have to do the following steps:

  1. Copy the link and paste it into the browser.
  2. Use Google Chrome (Android) or Safari (iOS).

I forgot my password. What should I do?

To recover your password, you should access the event link. When on this page, click on Forgot your password?

Next, you will see a page to enter your email. Type your email and press Recover password.

If provided information is correct, an email will be sent with a recovery link.

If you are using your unique link and it expires, you should be automatically redirected to a page that will generate another unique link for you.

I'm in! What should I see in the Virtual Lobby main page?

The Virtual Lobby offers two layout options: Neo and Classic.

Neo

If the event you are attending is using the Neo layout, this is what you should see in the Virtual Lobby main page.

Gif: Neo layout

Click here to learn more about how to navigate through the Neo Virtual Lobby.

Classic

If the event you are attending is using the Classic layout, this is what you should see in the Virtual Lobby main page.

Gif showing the classic layout

Click here to learn more about how to navigate through the Classic Virtual Lobby.

Networking

You will be able to see a list of other attendees who are present at the event. You should be able to select another attendee among those at the event to connect with and open a group room to begin a private or public discussion.

Click here to learn more about our networking options.

What should I see inside a room in the Virtual Lobby?

Neo

If the event you are attending is using the Neo layout, this is what you should see inside a room in the Virtual Lobby.

  1. Activities: under activities you will find the schedule for the day. The virtual rooms will open on the time scheduled. Click on them to enter when the sessions begin. Times shown are local to your time.
  2. Sponsor rooms: the event's sponsors will have their own rooms to networking with whoever joins their room.
  3. Group rooms: you can create a group room with a topic name to network with your fellow colleagues. You can choose if the group room will be:
    1. public: visible in the event and others can come and join you in the room.
    2. private: will be invisible in the event. To invite someone, copy the URL and send it to them.
  4. Who's here/Networking: all attendees from the event.
  5. Sponsor's ads: advertisements from the sponsors.
  6. Speakers: information about who is presenting the session.
  7. Activity's description: brief description of the activity's subject and/or purpose.
  8. Sponsors: information about who is sponsoring the session.
  9. Live or pre-recorded content: your event's session will take place on this space.
  10. Inbox: at the top of the screen you have your own private chat tab where you can search for people to chat with and check your incoming chats from colleagues at the event.
  11. Chat: chat with everyone in the session.
  12. Questions: ask questions to the presenters.
  13. Polls: polls will become available at certain points throughout the event for you to vote on.
  14. People: see who is inside the room, click on a person's name to open a chat.
  15. Files: available files for you to download.
Screenshot of the inside of a room when using Neo

Classic

  1. Activities: under activities you will find the schedule for the day. The virtual rooms will open on the time scheduled. Click on them to enter when the sessions begin. Times shown are local to your time.
  2. Sponsor rooms: the event's sponsors will have their own rooms to networking with whoever joins their room.
  3. Speakers: information about who is presenting the session.
  4. Sponsors: information about who is sponsoring the session.
  5. Activity's description: brief description of the activity's subject and/or purpose.
  6. Live or pre-recorded content: your event's session will take place on this space.
  7. Inbox: at the top of the screen you have your own private chat tab where you can search for people to chat with and check your incoming chats from colleagues at the event.
  8. Sponsor's ads: advertisements from the sponsors
  9. Chat: chat with everyone in the session.
  10. Questions: ask questions to the presenters.
  11. Polls: polls will become available at certain points throughout the event for you to vote on.
  12. People: see who is inside the room, click on a person's name to open a chat.
  13. Files: available files for you to download.
Screenshot of the inside of a room in the Classic layout

Can I do a system check?

You should evaluate the system's and device's compliance with its specified requirements.

You can click here and perform the following tests:

  • Browser compatibility
  • Microphone
  • Speaker
  • Resolution
  • Connection
Before performing a connection test, please disable your AdBlocker and refresh the page.

I'm facing an issue in the Virtual Lobby. What should I do?

First of all, check our minimum technical requirements.

I'm using a work computer

In some cases your company may block websites which they have not reviewed and allowed. Click here to learn more about it.

I'm using a VPN

If you are a speaker we recommend turning off your VPN

If you are an attendee of the event using a VPN should work fine but we do not recommend using Cisco VPN as it may cause "Connecting" issues.

Network firewall or web security gateway

If the Virtual Lobby stays in a “connecting” state or you can’t join a session due to a “Network Error”, it could mean that your networking is blocking our IP addresses through a Firewall or a Gateway.

Click here to see the document to setup your Firewall.

The host invited me to speak, but my camera and microphone aren't working in the Virtual Lobby

You should check your browser's and device's settings. Click here to learn more about it.


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