Testing your session is highly recommended before your event, especially when doing a live broadcast. You can test with your team first, then invite speakers to join you. This way, you'll know exactly what you need to do and give your speakers the best instructions to assist them.
IMPORTANT NOTES:
CHROME is the preferred browser to access the event page, virtual event hub, and studio.
You can do your test session on your actual event, but we highly recommend that you can create a duplicate event so that you don't need to change anything on your actual event.
You cannot test a live session if your session is in the past or future. If you're testing now, the session schedule should be set now.
While doing your duplicated test event, you'll be on the Free Plan, which will only allow you to create an event with up to 10 sessions that last for 1 calendar day.
If you're doing a test event, please keep your participants (including admins, staff, attendees, exhibitors, and sponsors) to 24 maximum in total and add TEST to your event URL so that we'll know not to charge you for this event. If you exceed, the 25th person cannot join your test event.
If you're duplicating an event, change the dates and time to when your test is happening. As a default, the duplicated event date will be a month from when you duplicated it. Check your stream providers as it resets on a duplicated event. You may check this article on duplicating an event. The FAQ section may be helpful in terms of what will be copied over.
In this article, you'll learn how to create a duplicate event, set up a test session as an admin, broadcast as a speaker, and join the session as an attendee.
Set Up The Test Event
After duplicating your event, you must adjust the event and session details to fit your test sessions.
1. Set up your event details
Ensure you have the correct testing dates and time zone.
Select Online or Hybrid as the event format.
Enable the sessions you want to test (Main Stage, Sessions & Workshop, Networking)
2. Set up your tickets
If you're testing with attendees, they must purchase a ticket. Create a free ticket if you don't have one, and ensure they can buy it on or before the test event starts.
3. Set up your sessions
Make sure that your session details are updated.
Select your session type
Ensure that you have the correct date and time for the test
Click the Broadcasting tab to select a Stream Provider
4. Add speakers to the session
If you duplicated your original event, your speakers should already be added to the session. Just click the 3 dot menu to resend the speaker invite email.
Broadcast a Speaker
The steps to joining the session as a speaker may vary depending on your chosen stream provider. Ensure to give them proper instructions.
If you're using RTMP, speakers must access the 3rd party streamer to broadcast.
If you're using Zoom, speakers can access the My Speaking Schedule tab in the virtual event hub and click the "Launch Zoom" button to launch Zoom on a new tab.
The steps below are for broadcasting as a speaker using Accelevents Studio - Tokbox
1. Access the Link in The Speaker Invite Email
Earlier, we sent an invite to the speaker. In that email, the speaker should see the My Speaking Schedule tab link in the virtual event hub, the studio link to that session, and the onboarding link.
As an admin, you can also add yourself as a speaker so you'll know how to guide your speakers.
Click the first link from the email (My Speaking Schedule link)
Click Join the Studio to open a new tab that redirects to the studio (this is the second link from the email). This will not start the broadcast. You're just entering the studio.
2. Check your Camera and Microphone Settings
Once you access the studio, it will ask you to choose which camera and microphone you want to use then it will let you join the studio. Once inside, check the following to know that everything works fine:
Make sure that your browser allows camera and microphone access
Make sure your camera and microphone are enabled in your Accelevents Studio
Make sure to check the volume and camera output settings of your Accelevents Studio
You can switch input devices by clicking on the gear icon
3. Test the Other Features in the Studio
Have your speakers test the screen-sharing feature, chat, polls, and Q&A. You can also test this after starting the broadcast so that attendees can also test if it's working on their end.
4. Start the Broadcast
After checking everything and you're ready, click Ready to Start and then Start Broadcast to start live streaming.
20 to 30 seconds of latency is expected. So when the speaker clicks the Start Broadcast button, attendees will see the live broadcast in about 20 to 30 seconds.
If other speakers cannot see the Start Broadcast button and you want them to be able to start and end the broadcast, then you'll need to assign them as moderators.
Join the Event as an Attendee
1. Register for the Event
Access the event landing page
Since you’re an admin, you'll be logged in when you access that page.
Log out or open the event page through an incognito window to register for the event just like a regular attendee.
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2. Access the Event's Virtual Hub
After registering, you should receive the order confirmation email. Click the "Join Event" button from that email to enter the event without entering your email address or creating a password.
3. Join the Session as an Attendee
Click the Agenda tab, then click Join to enter the session as an attendee. You should see the speaker presenting live. Use the chat to communicate with your speakers, and test the other features like Q&A and answering polls.
Stop the Broadcast
When you're done testing, click the Stop Broadcast button from the studio
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 the last 20 to 30 seconds of your presentation.