As a speaker, you will need to access the Accelevents Studio to be able to start your live broadcast. Once you are given access as a speaker, you can start testing and practicing in the Studio. Below you'll learn the steps from start to end on how to join an event as a speaker.

NOTE:

  • Chrome is the preferred browser to access the event page, virtual event hub, and studio. However, when using an iPhone or an iPad, Safari may work better.

  • Accelevents hosts Weekly Interactive Virtual Event Speaker Webinars, where we cover accessing the studio, starting & stopping your broadcast, and interacting with attendees! It takes place every Monday at 11:00 am ET. You can register for a date that works best for you here: Webinar Series: Speaker.

How to Access the Session to Start the Live Broadcast

1. Access the Email Invitation

Once you have been added to a session as a speaker, check your inbox for an email inviting you to join the event.

There are 3 links in that email:

  • Virtual Event Hub Link to My Speaking Schedule Tab - to access a list of your talks: this link will take you into the Virtual Event Hub, to My Speaking Schedule tab. This tab will show you all the sessions you are involved in as a speaker. Access this link if you want to explore the event. When you are ready to start your talk, you can click the "join the studio" button - this will take you to the studio.

  • Accelevents Studio Link - to join the talk directly: this link will bring you directly into the Accelevents Studio, where you can enable your camera/microphone and start your live broadcast. When this page opens, you will be asked to set up your camera and mic to prepare for your talk. You can go live by clicking the Start Broadcast button when you're ready.

  • Speaker Onboarding Link - this link will bring you to the speaker onboarding process. When this page opens, you'll be able to update your speaker profile and set up your microphone/camera access. Click here to learn more about Speaker Onboarding.

You can click any of the first 2 links, but the second link is what will bring you to the studio, where you can begin broadcasting live.

2. Click the Link and Create a Password

Click one of the links in the email. You will be asked to set a password if it's your first time logging in. Follow the requirements needed for a password.

  • One lower-case character

  • One upper-case character

  • One number

  • One special character - these are your choices: !@#$%^&*-_+=

  • 8 characters minimum

Note: If you don't click the link from the email and instead you copy and paste it on another tab, it will ask you to enter your email address and create a password.

3. Access the Studio

If you click the Virtual Event Hub Link, it will take you to the virtual event hub under the My Speaking Schedule tab. Look for the session and click Join the Studio to access the studio and start your live broadcast.

If you click the Studio Link, it will take you directly to the studio. This is the same page you will see if you click the Join the Studio button from the screenshot above.

4. Enable Your Camera and Microphone

Before getting into the Studio, ensure camera and microphone permissions are enabled. You will get a notification coming from the lock icon on your browser to enable permission to use your camera and microphone in this browser while accessing the studio. If the notification does not show, go ahead and click that lock icon on top of the page placed next to the page URL and enable the toggles.

In the center, a pop-up will appear where you will be asked to select which audio and video devices you'd like to use and if you want them turned on or off before entering the studio. Click Save to enter the studio.

Note: After doing this step, and you still can't get into the studio, you may need to do more troubleshooting. Click here to see the troubleshooting steps.

5. Complete or Skip the Accelevents Studio Guided Tour

If this is your first time entering the Studio, this welcome pop-up will appear, prompting you to either start a brief guided tour of the Studio or skip the tour. We highly recommend you complete this tour as it will show you where to navigate within the Studio if you would like to engage with attendees, switch between backstage and session chat rooms, and where to begin the session broadcast.

6. Set Your Notifications

Speakers and Moderators inside the Studio (Tokbox only) will be able to update or manage their Accelevents notifications. It's important that they disable sound notifications while they are presenting to avoid any confusion and disturbance.

  • Click Settings

  • A sidebar will open. Click the Notifications tab

  • Select the preferred Notifications and click Save

7. Test and Check the Features in the Studio

Once you're in, test your camera, microphone, screen sharing capabilities, chat, and polls.

  1. Microphone - allows you to mute / unmute.

  2. Start Cam - allows you to turn off / on your camera.

  3. Share - allows you to share your entire screen, a window, a tab from your browser, or a video file to be played. Click

  4. Participants - shows a list of people currently in the studio.

  5. Settings - allows you to select which camera and microphone to use and test the microphone volume.

  6. Activity Log - allows you to access logs of who started and stopped the broadcast of the session.

  7. Phone - with multiple speakers present, you can leave the studio without ending the broadcast. Leaving will end the broadcast if you are the only speaker in the studio.

The Share button has 2 options. The screen icon is for you to share your screen, while the camera icon is for you to share a video. Click here to learn more about screen sharing.

Notes:

  • If you're using Safari, you will only be able to share your entire screen. It will not allow you to pick a window or a tab. We suggest using Chrome for better options.

  • If you're sharing a video and it's not showing for the viewers, you may need to turn off the Hardware Acceleration on your browser. Click here to see the steps on how to turn it off.

The right side of the page or live chat feed area is where you can type in your messages and use the other session features:

  • Session chat - messages can be viewed by all attendees and speakers in the session.

  • Backstage chat - messages can be viewed only by those who have access to the studio link, including speakers and admins.

  • Polls - you can create poll questions in advance or during the session. Once you submit a poll question, attendees will see this as a pop-up.

  • Attendees - this is a list of people that entered the session.

  • Q&A - attendees can type in their questions here. As a speaker, you will get a "flick" on the Q&A label if a question is submitted. You can either answer the questions by typing the answer or directly answering them on video.

7. Start the Broadcast

After making sure that everything works and you're ready to go live. Click Ready to Start. This will give you the option to start the broadcast.

NOTE: Only speakers listed as moderators will have control over starting the broadcast. Please check with your event organizer if you do not see the Ready to Start button.

Once you click the Start Broadcast button, it will give you a countdown as to when it will be live. You'll know you're broadcasting live once that countdown is done; a LIVE indicator appears on the upper left side of the page, and the button changes to a red Stop Broadcast button.

Note: There is a 20 to 30 seconds delay on the attendee side. That is necessary to make the video stream scalable to tens of thousands of people. You can read more about the process here: https://docs.mux.com/docs/live-streaming-latency

8. Stop the Broadcast

When you're done with your presentation, we suggest waiting up to 30 seconds before you hit the stop broadcast button to consider the delays in broadcasting. If you stop early, attendees may not see your presentation's last 15 to 30 seconds.

Note: There is currently a 6 Hour Consecutive Time Limit when being in the studio. This includes the moment someone enters the studio, NOT JUST when the broadcast is started! So the broadcast will end if you have been inside the studio for 6 hours. But if you take a break and leave the studio, the clock resets, so the maximum time in the studio is 6 hours.


TROUBLESHOOTING AND OTHER TIPS

Important Tips to Enable Camera and Microphone Permission

If you're having difficulty entering the Studio, it's probably because some of your camera and microphone permissions are not enabled. The first step is to check permissions on your browser.

1. Allow Camera and Microphone Permissions on your Browser

  • Use the recommended browser (Chrome)

  • Make sure that your browser is up to date

  • Enable the camera and microphone in your browser through the lock icon on your browser:

  • If the lock icon does not give you options to enable your camera or microphone, click Site Settings instead. It will open a new tab where you can enable the camera and microphone.

  • If nothing is clickable from the lock icon, check the URL bar if the camera icon on the right side has a red X. Click it and allow permissions. Click Done and refresh your page.

  • If it still does not work, click the 3 dot menu on your browser on the upper right side and select Settings.

    • Click Security & Privacy

    • Select Site Settings

    • Check the Camera and Microphone permissions

    • Make sure to delete Accelevents from the Not allowed to use your camera list.

    • Refresh your Studio to try again.

    • Check if the correct camera and microphone are selected in the same settings menu.

2. Allow Camera, Microphone, and Screen Recording Permissions on your Device (Mac Users)

  • Open your System Preferences and select Security & Privacy.

  • Look for Camera and enable Google Chrome or other browsers that you're using. Do the same for Microphone and Screen Recording.

Important Tips to Make the Video Sharing Work in the Studio

To make sure that the video can be heard and seen by attendees and other speakers, the speaker sharing the video must disable the hardware acceleration in Google Chrome:

  • Click the 3 dot menu at the top-right corner of the browser window

  • Click Settings

  • Click Advanced

  • Click Systems

  • Disable Use hardware acceleration when available

  • Click Relaunch

Try sharing your video again in the Studio. Check the box for the Share tab audio so everyone can hear the audio in the video.


Supported Devices and Browsers

Make sure that your device and browser work with Accelevents.

Windows 8.1 or 10 | 32-bit and 64-bit

  • Google Chrome (latest version) - recommended

  • Mozilla Firefox (latest version)

  • Microsoft Edge (latest version)

macOS X 10.11 and later

  • Google Chrome (latest version) - recommended

  • Safari 10 or later

  • Mozilla Firefox (latest version)

Android OS 4.0 or later

  • Google Chrome (latest version) - recommended

  • Tablet and phone devices are supported

  • Some features are not available on devices without Bluetooth, telephony, or Wi-Fi

  • Kindle Fire tablets are currently not supported

iOS 10.0 and later

  • Safari (latest version) - recommended

  • Google Chrome (latest version)

  • Mozilla Firefox (latest version)

  • Tablet and phone devices are supported

Use our System Checker to confirm javascript, browser compatibility, and all pop-up blockers are off.

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