As with any events, online or offline, you and your team will probably be a little stressed — speakers can cancel last minute or not show up, a network connection can go down, and an attendee might aberrate — but don’t worry, here are several tips and how-tos that will help you keep your event as stress-free as possible from start to finish. 

You don't need to "start" your event.

Your Hopin event opens five minutes before the start time. This means everyone can enter your event through the registration page link. The “Tickets” button turns to “Enter Event”  and anyone who has registered will land in the reception area and start interacting. There is nothing you need to do to “start” your event. It’s automatic. Most organisers “kick off” their event on Stage with a welcome message, but you can begin your event however you please.

Open three browser tabs.

To manage your event, you’ll probably want to have three browser tabs open:

  • The event itself -- so you can join Sessions, Networking, and Expo and other parts of the event as an attendee.
  • The Backstage -- so you can broadcast to the Stage.
  • Your event dashboard -- so you can make changes to settings of your event on the go, such as end times, schedule changes, adding speakers or sessions, or placing pre-recorded videos on the Stage or in vendor booths.

Remember the Stage delay.

There is a ~10-20 second delay between the Backstage and the front Stage. So when you start broadcasting to the Stage, you won’t show up instantly. That’s okay. Continue speaking normally. When the front Stage does start streaming, make sure it’s muted. Otherwise, you’ll hear an unpleasant echo. 

Also, if you ask your attendees a question while you’re presenting on the Backstage, their responses in chat will come ~10-15 seconds after you ask the question.

Mute, delete, or report aberrant Attendee behavior.

If an attendee is writing inappropriate messages in the chat boxes, you can click the red “trash” icon next to their message to delete it. If the user continues, you can mute their ability to send chat messages by clicking the red mic icon next to their name in the chat box.

Other attendees can report someone using the flag button.

To remove an attendee from an event, reach out to Team Hopin directly (either by email or using the website chat) and report the attendee. We will swiftly respond and look into the situation, and remove the person from the event on the backend. 

Organisers are not permitted to remove attendees at this time to prevent organiser abuse or ungrounded removal of paying attendees.

Have a backup plan ready for absent speakers or bad network connections.

As with any event, online or offline, things happen. People get sick, get called away, or get delayed. There are things outside of your control to account for. In these scenarios, it’s always good to have a backup plan — maybe another speaker or someone from your team can step in, or a pivot to another area of the event, such as Networking or Sessions. Or encourage your guests to explore the Expo area.

How to present your slides in the Backstage.

To present your slides in the Backstage, follow these steps: 

  • Open your slides in a new tab or application.
  • In the Backstage, click Screenshare. 
  • Choose to share the tab or application with your slides, ideally on another monitor. 
  • Your camera will turn off automatically and show a gray avatar on the Backstage so that the slides are full screen on the front Stage.
  • If you turn on your camera while you have your slides sharing, the screen will split vertically 50-50 down the middle.

Direct your attendees with chat messages.

To direct people around your event, mention the plan in a welcome message on the Stage or use the event chat to post where everyone should be. Your Organizer messages are always highlighted in color so they’re easy to see. 

You can link to the area you want people to go to. For example, drop a link to the specific Session you want your attendees to join in the Event chat (i.e., https://www.hopin.to/events/your-event-name/schedule/1485/roundtables/1057). When you paste a link in Hopin, it automatically shortens to a clickable hashtag, (i.e., “#sessions/1057”). Attendees will land in the area in one click.

Replace the Stage with a pre-recorded video.

When you’re done with your live Stage segments, you can switch it from livestream to a pre-recorded video. This way, when attendees go to the Stage when it’s not live, they’ll still be able to watch a video (recordings are only available after the event). 

You can change the Stage from livestream to pre-recorded video by going to your event dashboard and under Segments, in the Stage section, switch “Hopin” to “YouTube”/”Vimeo”/”Wistia,” input the video URL, and hit Save. 

Go to your event and hit Refresh and the pre-recorded video will be playable on the Stage.

After your event

Once your event concludes, you’ll receive an email to view your event summary. Your event summary shows up in your event dashboard at the top under a new section “Event Reports” and it contains three parts:

  • View Summary. This shows you analytics from the event, including who showed up, number of connections made, location, etc. At the bottom of this page is the button to download your Event Chat Transcript.
  • View Recordings. This is where you can access all of your event’s recordings and download them.

View Polls. This is where you can view your poll results and data from the event.

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