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

Event Admin

Yes

Yes,

Except Networking

Yes

Staff

Yes

Yes,

Except Networking

Yes

Speaker

Yes,

can only access the My Speaking Schedule Tab

No,

Except for their sessions

Yes

Exhibitor

Yes,
can only access the My Booth and Expo Tab

No

No

Attendee

No,
can only access 30 minutes before the event begins

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

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