Important Notes:
Speakers receive the invite email automatically after they are added to a session. If you don't want them to receive this, turn off the automatic sending before adding them to sessions.
The speaker invitation email can be turned off and you can send them in bulk later.
Speakers do not receive an email when you make changes in the session. You must send them an email if you want to let them know.
Speakers do not need a ticket to enter the event, however if they want to join other sessions, they will need a ticket.
Speakers can access the Studio before the event opens so they can start practicing.
Speakers will get multiple speaker invitation emails if they are speakers to multiple sessions.
Speakers do not need to create a password, the links in the speaker invitation email automatically logs them in like a magic link.
Links in the Speaker Invite Email
To access their sessions, speakers must click the first link for the Speaker Hub from the invitation email sent to them after adding them to a session. The link will redirect them to the Speaker Hub section in the event hub. The second link will redirect them to the Speaker Onboarding Process, which allows them to edit their profile and set up microphone/camera access.
If you're using Accelevents Studio to stream the session, the invitation email will have another link redirecting to the Studio.
Link 1: Speaker Hub Link
See the list of your talks and upload your handout files. This link will take speakers to the Virtual Event Hub's Speaker Hub tab. This tab will show all the speaker's sessions. Speakers can access the Speaker Hub even before the event opens so that they can upload file handouts and go to their session to practice. The session's button label will vary depending on the session type or how the session will stream:
Join the Studio - this button will redirect to Accelevents Studio
Launch Zoom - this button will redirect to Zoom
Join the Session - this will redirect to the session (same access for attendees). This applies to workshops and other sessions that are not using the Accelevents Studio or Zoom for streaming.
Notes:
Speakers won't be able to explore the other tabs in the virtual event hub if the event is not open yet.
There is no speaker hub in the attendee app, therefore speakers cannot upload session handouts or access the studio from the attendee app.
If you're a an admin and want to see the Speaker Hub, you'll need to add yourself as a speaker.
Link 2: Accelevents Studio Link
Join the backstage directly. This link will bring speakers directly into the Accelevents Studio. When this page opens, a pop-up will show to set up the camera and mic. After entering the studio they can test their camera/microphone/screen-sharing before the session. When ready to go live, click Ready to Start to start broadcasting.
Note: Speakers can start the broadcast if they are assigned as moderators in the session settings.
Link 3: Speaker Onboarding Link
Set up your profile and test your camera. The Speaker Onboarding link is where speakers can update their profile and test their microphone/camera.
Note: If speakers are not allowed to override their profile details, they won't be able to edit their name, title, company, and profile picture.
Resend the Email to a Speaker
To resend the email, you can either do it from the Agenda tab or the Speakers tab:
1. Resend from the Agenda menu
Go to Event Content > Agenda
Click the session to edit
Click the Speakers tab from the right-side menu
Click the 3 dot menu beside the speaker's name
Click Resend Invite
2. Resend from the Speakers menu
Go to Event Content > Speakers
Open the Speaker to edit
Click the Sessions tab from the right-side menu
Click the Calendar icon below the session name
Send the Email to All Speakers
You can send the invites all in one go for all speakers.
Go to Event Content > Speakers
Click Settings
Click Send All Speaker Invite Emails
Add a Custom Message in the Speaker Email
Go to Event Content > Speakers
Click Settings
You can add your message to the speakers using the content editor under Speaker Invitation Email. The message will appear above the links in the email.
Disable the Automated Speaker Email
If you don't want your speakers to receive the invitation email automatically, you can disable it. However, you must do this before adding the speakers to the sessions.
Go to Event Content > Agenda
Click Settings
Disable the toggle to send the automatic email
