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 to different types of roles. Event admins, 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 | Yes, Except Networking | Yes | Yes | |
Yes, can only access the Speaker Hub | 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 event admin can access the admin console to manage the event and access the virtual event hub and apps anytime.
Event Admins can enter the event without a ticket.
Event Admins can access the admin console.
Event Admins can see all the enabled navigation tabs in the virtual event hub before the event opens.
Event Admins can access the studio even if they are not added as speakers or moderators.
Event Admins can join all sessions without a ticket, EXCEPT FOR NETWORKING SESSIONS.
Event Admins can enter sessions in advance through the session's direct link.
Event Admins can see hidden and private sessions in the Agenda tab.
Event Admins can access the event through the admin app before the event opens.
Event Admins can enter the event through the attendee app before the event opens.
Event Admins can access the Staff Portal
Limitations:
Event Admins cannot join Networking Sessions without a ticket
Event Admins cannot create organizers
Note: The "Admin" role in the event has the same access and limitations as an event admin, except Admins can create Organizers, as the Admin role is a combination of an event admin and an organizer admin.
Staff
A staff member does 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, but they can access the virtual event hub and the event in the attendee app.
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 in the Agenda tab.
Staff can access the event through the admin app before the event opens.
Staff can enter 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 event 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
Event Coordinator
An event coordinator will have access to almost everything in all events under the Enterprise or White Label Organization. An event coordinator is a role available only in the White Label or Enterprise Dashboard.
Event coordinators do not need to be added as a team member to the event, but if they are added the role can be event admin or staff, but they will have the same access as an event admin or admin role.
They can access and manage the admin console across an organization's events. They can also access the virtual event hub and apps anytime.
Event Coordinators can enter the event without a ticket.
Event Coordinators can access the admin console.
Event Coordinators can see all the enabled navigation tabs in the virtual event hub before the event opens.
Event Coordinators can access the studio even if they are not added as speakers or moderators.
Event Coordinators can join all sessions without a ticket, EXCEPT FOR NETWORKING SESSIONS.
Event Coordinators can enter sessions in advance through the session's direct link.
Event Coordinators can see hidden and private sessions in the Agenda tab.
Event Coordinators can access the event through the admin app before the event opens.
Event Coordinators can enter the event through the attendee app before the event opens.
Event Coordinators can access the Staff Portal
Limitations:
Event Coordinators cannot join Networking Sessions without a ticket
Speaker
Speakers will have access to the Studio and Speaker Hub 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 Speaker Hub in the virtual event hub when they access the event in advance.
Speakers can only see and access the Speaker Hub 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 Speaker Hub if they enter in advance.
Speakers cannot join other sessions if they don't have a ticket.
Speakers cannot enter the event through the attendee app before the event opens.
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.
Exhibitors cannot enter the event through the attendee app before the event opens.
Attendee
Attendees can only enter the event once it opens. The time indicated in the Pre-Event Access is when the event opens and not the event start time. Before the event opens, they can explore only the landing page through a browser or the attendee app.
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 Speaker Hub 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 afterward.
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 before the event opens