Your Team Members' Event Access
When organizing an event it's important to know what each role has access to. In any type of event, there is limited access for different types of roles. Organizers, staff, speakers, exhibitors, and attendees may have studio 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 Studio | Access the Attendee App in advance |
Yes | Yes, Except Networking | Yes | Yes | |
Yes | Yes, Except Networking | Yes | No | |
Yes, can only access the My Speaking Schedule Tab | No, Except for their sessions | Yes | No | |
Yes, | No | No | No | |
No, | No | Yes, if they are invited to join. | No |
Event Admin
An event admin will have access to almost everything. An admin can access the admin console to manage the event and access the virtual event hub and apps anytime.
Admins can enter the event without a ticket.
Admins are the only ones who have access to the admin console.
Admins can see all the enabled navigation tabs in the virtual event hub before the event opens.
Admins can access the studio even if they are not added as speakers or moderators.
Admins can join all sessions without a ticket, EXCEPT FOR NETWORKING SESSIONS.
Admins can enter sessions in advance through the session's direct link.
Admins can see hidden and private sessions when viewed in the Agenda tab.
Admins can access the event through the admin app before the event opens.
Admins can access the event through the attendee app before the event opens.
Admins can access the Staff Portal
Limitations:
Admins cannot join Networking Sessions without a ticket
Staff
A staff member, similar to an event admin, will have full access to the Virtual Event Hub. However, staff 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.
Staff can enter the event without a ticket.
Staff can see all the enabled navigation tabs in the virtual event hub before the event opens.
Staff can access the studio even if they are not added as speakers or moderators.
Staff can join all sessions without a ticket, EXCEPT FOR NETWORKING SESSIONS.
Staff can see hidden and private sessions when viewed in the Agenda tab.
Staff can access the event through the admin app before the event opens.
Staff can access the event through the attendee app when the event opens.
Staff can access the Staff Portal.
Note: For staff to enter the virtual event hub in advance without a ticket, the admin must supply them with the virtual event hub link.
Limitations:
Staff cannot access the admin console
Staff cannot join Networking Sessions without a ticket
Speaker
Speakers will have access to the Studio and My Speaking Schedule tab before the event begins. This will help them prepare for their upcoming talk by giving them access to their sessions.
Speakers can enter the event without a ticket.
Speakers can only see and access the the My Speaking Speaking Schedule tab in the virtual event hub when they access the event in advance.
Speakers can only see and access the My Speaking Speaking Schedule tab in the virtual event hub when they access the event after the post-event access is over.
Speakers can access the studio in advance.
Speakers can attend sessions without a ticket if they are speakers to those sessions.
Speakers can access the event through the attendee app when the event opens.
Limitations:
Speakers cannot access or see the other tabs in the Virtual Event Hub except for the My Speaking Schedule tab if they enter in advance.
Speakers cannot join other sessions if they don't have a ticket.
Exhibitor
Exhibitors will have access to the My Booth tab and Expo tab before the event begins. This will allow them to set up their booth before the event opens. Also, they'll have access to the Expo to see the edits they made and track their booth's progress.
Exhibitors can enter the event without a ticket.
Exhibitors can only see and access the My Booth tab in the virtual event hub when they access the event in advance.
Exhibitors can only see and access the My Booth tab in the virtual event hub when they access the event after the post-event access is over.
Exhibitors can enter sessions during the event ONLY IF they have tickets.
Exhibitors can access the event through the attendee app when the event opens.
Limitations:
Exhibitors cannot access or see the other tabs in the Virtual Event Hub except the My Booth tab and Expo tab if they enter in advance.
Exhibitors cannot join sessions unless they have a ticket.
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.
Attendees can only enter the event if they have a ticket.
Attendees can only enter the event once the pre-event access starts.
Attendees can see and access all the navigation tabs except the My Speaking Schedule and My Booth tabs when they enter the virtual event hub.
Attendees can enter all sessions, given that their tickets have no restrictions.
Attendees can enter the event and access sessions for up to 30 days after.
Attendees can access the Studio only if they are invited.
Attendees can access the event through the attendee app when the event opens.
Limitations:
Attendees cannot enter the event without a ticket
Attendees cannot enter the event in advance depending on the pre-event access setup