Workshop sessions are best for roundtable open discussions between your attendees. Multiple workshop sessions can be scheduled at a time and will allow up to 25 attendees to be on camera at once and up to 250 attendees in the session with audio! This session type will stream from the Workshop tab of the virtual event hub.
Creating a Workshop Session
From your Admin Console > Agenda & Speakers > Add Session > Choose Workshop under Session Type.
Joining the Workshop
Your attendees and speakers will be able to join this session from the Workshop tab of the Virtual Event Hub and join the discussion
Look for the session in the Workshops tab
If speakers want to enter the workshop in advance, they can enter through the My Speaking Schedule tab.
When you enter the workshop, there is a menu bar at the bottom of the screen which will allow you to do different types of actions while inside the workshop.
Microphone - mute /unmute yourself
Camera - turn on / off your video
Breakout (4 boxes icon) - as an attendee, this will allow you to move to breakout rooms created by the admin / speaker. Click here to learn more about creating breakout rooms.
Share a screen / video (laptop icon) - allows you to share your screen or play video to be seen by other attendees
Raise Hand - allows you to raise your hand to catch the speaker's attention
People - allows you to see the list of attendees that are currently in the workshop
Exit (phone icon) - allows you to exit the workshop
Other Workshop Options
On the lower right corner of the video, there is a 3 dot menu that will allow you to do other actions such as suppressing noise, change the layout of the video display and watch the session while using picture on picture.
For attendees this is what they will see:
For admins and speakers, they have more options such as muting everyone and turning off everyone's video.
By default, when you enter the workshop, the video boxes of attendees will be on gallery or tiled layout.
Tiled layout up to 25 on screen
To change your view to list / sidebar layout, click the 3 dot menu at the bottom right corner and choose Change Layout.
In list view, the person talking or pinned will be centered, and the rest of the attendee videos will be on the right side.
Share a Screen or Share a Video
Click the laptop icon at the bottom
Choose whether to share a screen or a video
If you choose to share a screen, it will give you options to choose which screen, window or tab you want to share
If you choose to share a video, it will give you the option to select the video file saved in your device
View while sharing a screen / video
Frequently Asked Questions About Workshops
Are workshop sessions recorded?
No, workshop sessions are not recorded.
How soon can I join a Workshop session?
Workshop sessions will be open 2 minutes before their scheduled time.
How do you select who can be on camera?
The first 25 to turn on their cameras should appear on screen.
How long can a workshop session run for?
Can admins, staff, or speakers turn on / off the cameras of other attendees?
Yes, you can disable the camera for all or individual attendees.
For enabling the camera, you can click on the icon, but it will not automatically enable it, the attendee will get a pop-up message asking for permission to enable the camera.
Can admins, staff, or speakers mute or unmute other attendees?
Yes, you can mute all or individual attendees.
For unmuting, you can click on the icon, but it will not automatically unmute it, the attendee will get a pop-up message asking for permission to unmute.
Can admins, staff, and speakers kick out attendees from the session?
How will speakers enter the session?
When you add a speaker to this session, an automatic email will be sent to them, from that email, they can click the link to join the session.
To turn off the automatic email, click AGENDA SETTINGS from Sessions & Speakers tab and disable the automatic speaker invite email.
When assigned to one or more Workshop sessions, speakers will be able to join them through the My Speaking Schedule page.
Can attendees share their screens?
Can videos be shared?
What happens if the session schedule is over and there are still people in the workshop?
The session will continue even if the timer on the top right side has run out
How do we end a Workshop session?
A workshop session will continue on until everyone has left the session.
If all admins, staff, speakers, and moderators leave, will the session continue on for attendees?
Yes, it will continue on for the people left inside the session
What If I want to leave the session and have it stop for the remaining attendees?
For now, workshop sessions continue to run when there is at least one person inside the session, you can remove attendees one by one before leaving the session to totally close it off. You can do this by clicking the gear icon at the bottom, you will see a list of all attendees on the right side, the option to remove an attendee will be right beside the attendee's name on the list.
What happens when the session goes over the scheduled time and there are still attendees inside, are other new attendees able to join the session then?
Once the session's end time has arrived, the "Join" disappears, so attendees who are not inside the session won't be able to enter anymore.
What happens when I raise my hand? What do I see and what do other attendees see?
When you raise your hand, the hand icon will turn yellow.
Everyone else in the workshop will see a small hand icon on the top left side of your video or icon placeholder box.
What's the difference between a Workshop Session and a Breakout Session?
Workshops will allow attendees to be on camera and mic
Breakouts will not allow attendees to be on camera and mic, only speakers can do this
Workshops will allow only up to 250 attendees
Breakouts will allow an unlimited number of attendees
Workshops are not recorded
Breakouts are recorded
What can we do if the video-sharing option is not working?
Make sure to disable Chrome's Hardware Acceleration setting
Google Chrome comes equipped with hardware acceleration, a feature that takes advantage of your computer’s GPU to speed up processes and free vital CPU time. However, sometimes driver incompatibilities can cause this feature to misbehave, and disabling it could save you a few headaches.
Can I pre-register attendees to a workshop?
Yes, you'll need to set your session as private first. Click here to learn more about setting your session as private.