When organizing an event it's important to know what each role has access to. Similar to an in-person event, organizers, staff, speakers, exhibitors and attendees may have back stage passes or are only allowed to access a specific place in the venue. In the virtual setting, that concept also applies. In this article we will discuss what each event persona has access to before, during and after the event.
Event Access
Access the Virtual Event Hub in advance | Join sessions without a ticket | Enter the Backstage | |
Yes | Yes, Except Networking | Yes | |
Yes | Yes, Except Networking | Yes | |
Yes, can only access the My Speaking Schedule Tab | No, Except for their sessions | Yes | |
Yes, | No | No | |
No, | No | No |
Event Admin
An event admin will have access to almost everything. Aside from managing the event from the admin console, in the Virtual Event Hub the admin's access is different from exhibitors, speakers and attendees especially before the event.
All navigation tabs are visible and accessible before, during and after the event
Backstage is accessible even if the admin is not added as speaker or moderator
During the event, all sessions can be joined even without a ticket except for Networking Sessions
Hidden and private sessions can be seen by admins when viewed in the Agenda tab
Limitations:
Admins cannot join Networking Sessions without a ticket
Admins cannot enter sessions before the session start date and time
Staff
A staff member, similar to an event admin, will have full access to the Virtual Event Hub, however they will not have access to the admin console. Their main purpose is to assist event admins during the event and not edit the event, thus they don't have access to the admin console.
All navigation tabs are visible and accessible before, during and after the event
During the event all sessions can be joined even without a ticket except networking sessions
Backstage is accessible even if they are not added as speaker or moderator
Hidden and private sessions can be seen by staff when viewed in the Agenda tab
Limitations:
Staff cannot access the admin console
Staff cannot enter sessions before the session start date and time
Staff cannot join Networking Sessions without a ticket
If they don't have a ticket, they can only enter the virtual event hub by accessing the direct link to the Virtual Event Hub which can be supplied by the event admin
Speaker
A speaker will have access to the My Speaking Schedule tab in the Virtual Event Hub and Backstage Studio Links before the event begins. This will help them prepare for their upcoming talk by giving them access to their sessions.
During the event, they'll have access to their own session. If they want to attend sessions other than their own, they'll need a ticket
Backstage is accessible at anytime for the session they'll be speaking at
Post-event accessibility is up to 30 days
Limitations:
Speakers cannot access or see the other tabs aside from the My Speaking Schedule tab in the Virtual Event Hub if they enter in advance
Speakers cannot join other sessions unless they have a ticket
Speakers cannot enter sessions before the session start date and time
Exhibitor
An exhibitor will have access to the My Booth tab and Expo tab before the event begins. This will allow them to set up their booth prior to the event opening. Also they'll have access to the Expo to see the edits they made and track their booth's progress.
During the event, they have access to all the tabs but will only be able to join sessions if they have a ticket
Post-event accessibility is up to 30 days
Limitations:
Exhibitors cannot access or see the other tabs aside from the My Booth tab and Expo tab in the Virtual Event Hub if they enter in advance
Exhibitors cannot join sessions unless they have a ticket
Exhibitors cannot enter sessions before the session start date and time
Attendee
By default attendees will only be able to join the event 30 minutes before the start of the event. But admins can adjust the pre-event access to an earlier time. Click here to learn more on how attendees can access the Virtual Event Hub at an earlier time.
During the event, they'll have access to all the navigation tabs except for My Speaking Schedule and My Booth
During the event, they'll have access to sessions depending on the type of ticket they have
Post-event accessibility is up to 30 days
Limitations:
Attendees cannot enter the event without a ticket
Attendees cannot enter the event in advance depending on the pre-event access set up
Attendees cannot enter sessions before the session start date and time