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Navigating The Virtual Event Hub
Navigating The Virtual Event Hub

Learn how to navigate the virtual event hub!

Ariane Ramirez avatar
Written by Ariane Ramirez
Updated over a week ago

Exploring the Virtual Event Hub

The virtual event hub is where the virtual event takes place. You will see it after you click the Join Event button from your order confirmation email or click the Enter Event button from the event page. This page can only be accessed by attendees when the event opens, but event admins, speakers, and exhibitors may access this in advance.

If you're using the attendee app, the virtual event hub is the page you see after you click the Enter Event Button. Please note that some features may not be available in the app.

Note: The labels and order of these tabs may not be the same for all events, as event organizers can tailor them to fit the event requirements. Please check the articles about the attendee app to see if the feature will work or be available in the app.

When accessed through a browser, this screen has 3 areas:

The Activity Area

This is the center part of the virtual event hub. What you see here depends on which tab you're accessing in the navigation menu on the left side. If you're in one of the sessions tabs, the activity area will show you the list of sessions, and when you click a session, the live broadcast will play in the center activity area.

On top, you'll see four buttons that are consistently there wherever you are in the virtual event hub. In the attendee app, you'll see your avatar and the bell icon; the rest can be accessed through your avatar.

  • Calendar - this is where all your appointments are. If you set meetings with exhibitors or other attendees, you can start your meeting from there.

  • Chat - this is where you can see chat channels for sessions, exhibitors, and direct messages

  • Notification - if someone requests a meeting or requests to be connected with you, you'll see a red notification badge

  • Avatar - this is where you can edit your profile and adjust your settings for audio/video and notifications.

The Navigation Menu

The navigation menu is on the left side of the page. This will show you all the available sections in the event. You can click the tabs to get to the sessions you want to attend, the exhibitor booths you want to visit, and the connections you want to make with other attendees. If you're a speaker, you can also see a list of talks you are involved in, and as an exhibitor, you'll have access to edit your booth. If you're using the app, some of these navigation items may appear the bottom of the page or at the lobby.

1. Lobby

You will land in the lobby when you first enter the virtual event hub. Subtabs will appear in the middle of the page or the activity area.

  • Feed - this may have 2 items: posts and gamification. Admins can post information here, like when posting on your Facebook wall, and attendees may also be allowed to post. If there are event challenges, you will see the gamification details and your points in the leaderboard.

  • Agenda - this is a complete list of all the sessions for the virtual event. You can click on sessions to see more information and also join from this tab.

  • Sponsors - complete list of sponsoring companies for the event.

  • Info Desk - this will show the event's FAQs, downloadable files, and other event information.

  • Custom Tabs - event organizers may add more tabs in the lobby to display more event information.

2. Sessions

The navigation menu may have sections for different types of sessions: Main Stage, Regular, Networking, and Workshops. Clicking on a session type from the navigation lets you view the list of sessions by category. In the app, only the main stage has its button; the rest of the sessions can be accessed through the agenda.

  • MainStage - Event organizers usually place their major sessions here, like keynotes, event kick-offs, or conclusions, as the Stage is featured prominently on the virtual event hub. Only one Main Stage session can run at a time, as the intent of these sessions is that most attendees will be tuning in to it.

  • Regular - Event organizers place the smaller, more targeted sessions here. All you need to do is to click JOIN to enter the session here.

  • Networking - When you join these sessions, you as an attendee will be paired up 1:1 with another attendee for a few minutes through a live video call; then you'll be paired up again with another attendee when your minutes are up, much like in a speed dating scenario.

  • Workshops - These sessions allow attendees and speakers to be simultaneously seen on camera and heard over the microphone. Up to 25 people can be on camera at the same time. The first 25 to turn on their camera will be the first ones on screen. If someone turns off their camera, the next one on the list will be on screen.

3. Lounges

The Lounge is where attendees can go to a specific room and discuss certain topics with random attendees. Attendees are also welcome to create discussion posts and add images and videos.

4. Expo

This is where you can see all the exhibitor booths. You can search by exhibitor booth name or category name. Just click on the booth card to enter the exhibitor booth. Inside, you'll see the company details, videos, live stream, offers, and products. You will also be able to chat with company representatives, set an appointment with them, and download files.

5. People

This is where you will see a list of attendees and their profiles. Here, you can request to be connected (like a friend request), send them a direct message, request a meeting, and have a video call during your meeting.

6. My Speaking Schedule

This tab is only visible if you are a speaker when you access the hub through a browser. As a speaker, you will see a list of your talks and be able to access the studio to broadcast your live talk. You can access this page in advance to prepare for your talk.

7. My Booth

This tab is only visible to exhibitors. As an exhibitor, you can update your booth information, see the leads you've collected, chat with leads, add other exhibitor admins and lead retrievers, and add products to your booth. If you're using the attendee app, there's also a My Booth section in your profile where you can add leads, chat with them, and view your meeting schedule.

8. Call to Action

This button appears at the bottom of the navigation menu, redirecting to a page indicated by the event admin. Sometimes they place their website URL here or sales page. The button is customizable, so it may not look the same for all events.

9. Device Checker

When clicked, it will open a pop-up window with information and tips on ensuring an excellent event experience by using the right browser, adjusting permission settings, and more.

The Chat Area

The chat area is on the left side of the page, where you can type your public messages. The chat rooms change depending on where you are, so if you're in a session, the chat you see is only for that session. Aside from chat, there are sub-menus for people where you can see the attendees in the session, polls, and Q&A.

The number at the top of the chat refers to the number of people who have entered the virtual event hub or the session, including admins, attendees, exhibitors, and speakers.

The online number at the bottom of the lobby chat refers to the number of people currently online inside your virtual event hub.

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