Workshop Sessions
These sessions are best for open roundtable discussions between your attendees. You can record this session and schedule multiple workshop sessions at a time. It will allow up to 25 on camera and 250 attendees in the session with audio! This session type will stream from the Workshop tab of the virtual event hub.
How Does it Work?
The Workshop can be accessible by attendees 2 minutes before the session starts, giving them enough time to check if their camera and microphone is working. If they are the first 25 to turn on their camera, then other attendees will see them on screen. Everyone can participate through audio by unmuting themselves.
As for speakers, they can enter the workshop anytime after they are invited to the session. They will enter the workshop through the Enter the Session button from the Speaker Hub, or click the same Join button that attendees will click when the session is live. There is no guarantee that they can be seen by attendees on camera just because they are a speaker, they must be a part of the first 25 to turn on their camera to be seen on screen.
If someone turns off their camera, then the 26th attendee to turn on their camera will be seen on screen. Only up to 250 attendees can enter a workshop session. If the session is full and one of the attendees leave, the 251st attendee still cannot enter the session, you must unregister the attendee that left the session to give the spot to someone else.
Team members and speakers have the ability to turn off the cameras and microphones of other attendees. If you need them turned on, you can click on the camera or microphone icon to trigger a request to the attendee.
A single workshop session can run up to 24 hours if needed (scheduled from start to end of the day)
Create a Workshop Session
Go to Event Content > Agenda
Click + Add Session
Enter the session name
Select Workshop as Session Type
Enter all the other session information
Click Update & Publish or Save as Draft
Record the Workshop
By default, the session will be recorded, but if not needed you can turn off the toggle to record the workshop.
Participants will be informed through a pop-up that the session is being recorded when they enter a recorded session.
On the upper left corner of the session, there will be an indicator that the session is being recorded.
The recording will show everyone on screen. If there is a shared presentation or video, this will show center and the attendees on camera will be on the side panel.
If all participants' cameras are off, it will still record and capture the audio, but you will only see a black screen when you watch.
The recording will stop if all participants leave the workshop and will restart the recording when someone enters. There will be separate recordings for this.
Event admins can still enable the toggle to record the workshop even after the session has begun. There will be a notification in the session that it is now being recorded.
The preview and download button will appear in the admin console session details when the recording is over.
Breakout rooms in workshops are not recorded.
Join the Workshop
Attendees and speakers can join this session from the Virtual Event Hub Workshop tab and join the discussion.
Look for the session in the Workshops tab
Click Join
If speakers want to enter the workshop in advance, they can enter through the Speaker Hub.
Workshop Menu Options
When you enter the workshop, there is a menu bar at the bottom of the screen, allowing you to do different 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 the video to be seen by other attendees.
Raise Hand - allows you to raise your hand to catch the speaker's attention. 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.
People - allows you to see the list of attendees currently in the workshop, with options to enable and disable their microphone and camera and remove attendees from the workshop. (Note: The attendee list opens automatically for speakers and admins when they enter the workshop session)
Exit (phone icon) - allows you to exit the workshop.
Other Workshop Options
Enable / Disable Audio & Video & Remove from the Workshop
In the people tab, admins and speakers will have the ability to turn off any attendee's camera and microphone. If you'd like to turn it on, you can click on the icon and this would send a request to the attendee to turn it on.
To remove someone from the workshop, click the 3 dot menu and click Remove from the meeting. This will automatically kick them out of the workshop, but they will still be able to join again. Click here to learn more about permanently removing an attendee from the event.
Noise Suppression, Picture on Picture Mode, Change Layout
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, changing the layout of the video display, and watching the session while using the picture on picture mode.
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.
Workshop Layout
Tiled Layout
By default, when you enter the workshop, the video boxes of attendees will be on a gallery or tiled layout.
Tiled layout up to 25 on screen
Sidebar Layout
To change your view to the list / sidebar layout, click the 3 dot menu at the bottom right corner and choose Change Layout.
List Layout
The person talking or pinned will be centered in the list view, and the rest of the attendee videos will be on the right side.
Notes:
Changing the workshop layout only applies to the person who changed the layout. It does not apply to all the attendees in the workshop session.
If you're looking at yourself, you may appear mirrored once your camera is on, but other attendees will see you just fine.
You can pin a speaker, but this is on a per-user setting. Who you pin will only affect your view, not anyone else’s.
Background Effects
To add a background effect, click the 3 dot menu at the bottom right corner and choose Background Effects. There are options to blur, add a solid color as a background, and add a custom image as a background. The custom image should have a minimum size of 512px X 512px (Ratio 1:1), and it will show as mirrored on the background.
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 select which screen, window, or tab you want to share
If you choose to share a video, it will allow you to select the video file saved on your device.
Whoever shares their screen will appear as the first video box on the right side.
Attendees can also use this feature.
View while sharing a screen / video
Workshops in the Attendee App
Attendees using the app won't be able to join and watch the workshop session directly. However, they can still actively participate through the Activity tab. This allows them to send and receive chat messages, ask questions via the Q&A tab, and engage in polls and surveys.
Frequently Asked Questions About Workshops
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.
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 not inside the session won't be able to enter anymore.
How do we end a Workshop session?
A workshop session will continue until everyone has left the session.
Will the session continue for attendees if all admins, staff, speakers, and moderators leave?
Yes, it will continue for the people left inside the session
What if I want to end the session, but there are remaining attendees?
Workshop sessions continue to run when at least one person is inside the session. You can remove attendees before through the Participants icon.
What's the difference between a Workshop Session and a Regular Session?
Workshops will allow attendees to be on camera and mic
Regular sessions will not let attendees be on camera and mic. Only speakers can do this
Workshops will allow only up to 250 attendees
Regular sessions will allow an unlimited number of attendees
What can we do if the video-sharing option is not working?
To make sure that the video can be heard and seen by attendees and other speakers, the speaker sharing the video must disable the graphic acceleration in Google Chrome.
Turning off this setting is important if it's causing display or performance glitches. On some systems, this can cause problems like flickering videos, distorted graphics, or scrolling lag—especially if your GPU drivers are outdated or incompatible with your browser. Certain web apps or video players may crash or freeze when hardware acceleration is on because of conflicts between the browser, GPU, and drivers.
Click the 3 dot menu at the top-right corner of the browser window
Click Settings
Click Systems
Disable Use graphics acceleration when available
Click Relaunch
What can we do if the video is glitchy?
Turn off the graphic acceleration as stated above