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Creating a Virtual Conference

Introduction

Virtual Conferences allow us to create independent event sites, usually offering live streamed media or on demand media. They allows us to build websites entirely around a topic or clients branding offering an array of features to enhance the users experience of viewing the content.

Basic Information & Branding

This first section will guide you through the initial setup for the conference, putting in global settings and adding branding to the conference.

  1. Go to the VCP website
  2. From the menu create your new Virtual Conference Content > Add Content > Virtual Conference.
  3. Next you need to complete all the basic fields required to create a Virtual Conference, these are the essential fields which allow you to save the conference:
    • The first thing you need to set is the Conference Type, for a Virtual Conference select Conference.
    • Primary Setup tab:
      • Content > Title - The name of the event and will appear on the registration page, and lobby page. Also note, if you change the name of the event, the URL will also be change unless you use the URL Alias tool. Contact Support for more information if you have not used this tool before.
      • Region > Powered by - This is the region your videos will be selected from, such as asset.tv, assettv.com or insuretv.net
      • Region > Timezone - As the same platform is going to be used for all VCP events, it is imperative this it set correctly!
      • Dates > Conference Date - The start and end date/time, this is the official Conference Date, it’s displayed on the Registration page and used to generate the calendar invite. Onced passed it allows delegates access to explore the content of the event; videos will be available based on their individual settings. It can be overridden using the setting below if you want the event open earlier or closing later than officially stated.
      • Dates > Conference Opening/Closing Date - Here you set the accessible date/time if you want the conference accessible beyond the official date/times. Note, both start and end need to be completed for this setting to be saved.
      • Dates > Date Format - The date format can be customised to account for regional differences, or at a stretch, customer requests. There is a full list in the admin help text to choose from.

The following fields are not required, but should be filled in for completeness. Please remember to SAVE once you make a few changes to avoid losing any work.

  1. Primary Setup tab:
    • Content > Conference Description - Appears on the registration page and gives delegates some information about the Virtual Conference.
    • Content > Event Admins - add anyone you want to be able to see the conference before the start date and access the event MI; mainly used for Clients to be able to preview the event to check everything before it’s open to the public and grab registrant information. They need to have an account Just use email addresses here; setup and more information noted below.
    • Region > Language - This sets the primary language for the event.
    • Region > Site ID - Select the player to be used for the videos to collate stats against. This needs to be setup prior to adding any video content and can be done using this guide Creating a Site Player.
    • Visuals > Dark Mode - Select whether the client wants to use a light theme OR a dark theme. Clients can choose which one they want to use, but they cannot have both. Note the light theme works best in most scenarios.
    • Visuals > Conference Logo - used in the header of the conference on every page, expect on sponsor pages.
    • Visuals > Conference Banner - the header graphic used for all pages except the registration page.
    • Visuals > Conference Background - the background for all pages in the conference, best to use a texture/pattern that the client uses for backgrounds.
    • Visuals > Primary Colour - Pick the brand colour to be used throughout the site; it can be found on the buttons, headers, and poll results if polls are used.
    • Visuals > Secondary Colour - This colour is used for status messages and alerts.
    • Leaderboard - Add a leaderboard which will appear on all pages of the site unless overridden with a replacement at a Stage/Breakout/Video/Sponsor level. This will appear on all pages and cannot be selectively be removed!
    • Sidebar - Whatever is set on this sidebar will appear on every page unless overridden with a replacement at a Stage/Breakout/Video/Sponsor level. For setup info see section below.
    • Header > Track CPD - Checking this enables CPD tracking for the site, but should be disabled for large events.
    • Header > Header Message - In the top left corner on the black top bar you can add a welcome message to all users. This should be kept short and can be customised if the client requires it to be.
    • Header > Help Text - The help text that appears when you click the help button in the top bar. This can be customised if the client requires.
    • Footer > Footer Description - Just above the main footer, you can add a small description which will appear on every page. If this and below custom links are empty the upper section of the footer disappears.
    • Footer > Custom Links - In the same section as the footer description above, you can insert some custom links which will appear on the right side of the description. If this and footer description above are empty, this section of the footer disappears.
    • Footer > Terms and Conditions - If a client requires some additional information added to the terms and conditions, it can be added here.
    • Footer > Privacy Policy - If a client requires some additional information added to the privacy policy, it can be added here.
    • Footer > Cookie Policy - If a client requires some additional information added to the cookie policy, it can be added here.

Note

Delegates will only be able to see the registration page with agenda when the conference has opened. Event admins will be able to view all pages as long as they are logged into the conference. Event admins will also see the embed instead of a countdown timer so they can make sure the correct embed is being used.

Sidebars can be configured at different levels with lower levels overriding higher ones and higher levels cascading down to lower ones. For example the Global sidebar will appear everywhere unless it’s been overridden. Stage/Breakout/Sponsor sidebar will appear on their respective pages and cascade down to any videos that belong to them.

(Highest) Global (in Primary tab) > Stage/Breakout/Sponsor > Video Content (Lowest)

There are several widgets available to be used in a sidebar. Below is a list along with a description of each.

  • HTML/Text - Use this widget to add text or anything which requires some complex html to show; including things like tracking tags. If you are going to include images in this widget it needs to have the class “img-responsive' added to it.
  • Agenda - This widget shows the agenda for upcoming items.
  • Book a Meeting - This adds a link to the Book a Meeting/Contributors page where delegates can view speaker profiles and book meetings if available.
  • List Stages - This widget lists all the stages in the conference.
  • List Breakouts - Lists all the breakout sessions in the conference.
  • Graphic - Adds an image and allows you to give it a URL.
  • Twitter - Add a twitter username and this widget will display their twitter feed.
  • View - This is used for special cases and will require developer input.

Event Admins and Roles

There are several roles available, each with different purposes. To apply a role to a user, it's slightly different to before. A user now has to register for an event which will create them a user profile on the system. Only then can a role be given to them. To apply a role, you need to log in to the admin, then on the menu go to People, from this list you need to the edit the user you'd like to give any of the following roles to.

List of Roles:

  • Event Organiser (Event Admin)
  • Sponsor
  • Host
  • Delegate (Default)

Warning

Once the role is applied in order to access the sensitive data such as the registration list, your client will need to go to www.vcplive.com/user/login and select "Request a password". Once they have set a password they will then be able to access the confidential user information for their conference.

Event Organiser

For a delegate to be an Event Organiser, they need to have the Event Organiser role applied to their profile, then be added to a specific Conference as an Event Admin. To add them to a conference you need to edit the conference, then under the Primary Setup > Content tab you search for their username in the Event Admins list.

There are also a few other edits which are required so Event admins will be able to access the stats and downloads for registrants and surveys:

  1. First you'll need to edit either the registration form or survey; the process is the same as they are both webforms.
  2. Go to the Settings tab.
  3. Then the Access sub-tab.
  4. On this page, under the heading View Any Submissions, you need to add the user to the users section.
  5. Then save.

Finally, to access the event admin the user will need to create a password (information about this is included at the beginning of this section).

This role when available will give a sponsor access to metrics relevant to their page on a conference.

Host

This role will give a contributor access to a meeting room and the ability to manage their meetings. When creating a meeting room you can add a Host and the setup process for this is described in more detail in the Meeting rooms guide.

Delegate

This is the standard role a user gets when they register for a Conference. There is no need to remove this from a user.

Registration

Setting up the registration page will allow delegates to start registering for the event. First you need to create the registration form, then you need to attach it to the registration section on the virtual conference event. In addition to a registration form, you can add a description, sponsors, and the agenda. There is also a list of the other options for the registration below.

If you decide to have an open conference (delegated aren't required to register), you do not need to attach a registration form, and you have the option to skip the registration/access page entirely. If no registration is required you can keep the landing page with all the information on it (description, sponsors, header images, etc)

Note

Promoting sponsors to the registration page is controlled on a sponsor by sponsor basis. Further details on how to do this in the sponsors section further down; but for a quick summary it's in the Primary Details tab when editing/adding a Sponsor.

  • Adding the Agenda to the registration page is done automatically, but if it needs removing this can be done in the Registration tab by checking the Hide Agenda option.
  • The options for the registration page:
    • Setup > Registration Form - Here is where you choose the registration form you want to attach the conference. If one isn't selected, the registration page becomes an access page where the user just needs to click access to enter the conference.
    • Setup > Skip access page - Checking this means if there isn't a registration form attached it'll 'skip the access page'.
    • Setup > Show Closing Date on Registration Page - This adds the option to display the closing date and time to the registration page.
    • Setup > Hide Agenda - If the client doesn't want the agenda to appear on the registration page, you can hide it by ticking this box.
    • Setup > Login Status Message - Here you can add a message which will appear as an alert once a user logs in.

Creating the Registration form

Please see the detailed guide to creating the registration forms.

IMPORTANT

When editing your registration form, you must not change the form keys for: the name fields, email field and company field from what the template creates. If you change these, the analytics and tracking will not work and cannot be recovered!

Completing the Registration section in the Conference configuration

  1. From the top bar edit the Virtual Conference (Content, then filter to find your conference) you’ve just created in the previous section.
    • Setup - all the fields configured here are mentioned at the beginning of this section and relate to the registration page.
    • Visuals > Conference Banner - used on the header for the registration page. Needs to be a size of 1440px x 600px, a different size to the regular page header.
    • Visual > Conference Background (optional) - the background for the registration page, needs to be something subtle and best to use a texture/pattern that the client uses for other things.
    • Email > Email Subject (optional) - the subject line for the email sent to delegates.
    • Email > Email Body (optional) - the content for the email sent to delegates. You can add a HTML email here, but that needs to be created separately. You also need to make sure the field is set to Full HTML. Here you can also add tokens to automatically add custom information (details below).
    • Email > Email Calendar Invitation - attaches an ical invite to your welcome email.
  2. Save the event after making these changes to avoid losing your updates.

Note

If the Email Subject and Email Body are left empty, then no email will be sent to a delegate once they complete registration.

Email tokens

Email tokens can only be used when configuring the emails sent by the system and NOT using a third party provider (unless you're using the token login, mentioned at the end of this section).

They can be used as long as the registration fields exist and use the naming convention mentioned in the registration guide. A list of available tokens can be found under the Email Body field - click Browse available tokens for a pop-up listing them. Only use the ones under the VCP section.

Here is a list of the ones that are available and what they are for:

  • Auth token - This can be used in conjunction with the email address to create a token login.
  • Conference Delegate - This shouldn't be used.
  • Conference Title - Adds the name of the conference.
  • Email - Email address of the user registered to the virtual conference.
  • Entity Description - Conference description? - this could be a stage - dont use for emails, ditto below
  • Entity Title - Conference title? - this could be a stage - dont use for emails
  • First Name - First Name of the user registered to the virtual conference (If provided).
  • Last Name - Last Name of the user registered to the virtual conference (If provided).

Token Login

Token logins can be created for use outside the VCP conference, such as to send registrants marketing emails and the like. These are very easy to create, first you'll need to obtain a list of registrants from the Event Admin area as this has each delegate's token. After constructing the link is as follows:

[URL]?token=[TOKEN_HERE]

Registration for a Breakout Session

A registration form can be added to a Stage or Breakout Session to collection more information in regards to it. This can also be used to add a password to restrict access is needed.

Warning

If there are multiple Stages or Breakout Sessions which require a registration form, each one will need to have its own form. If the same on is used on multiple breakout sessions a delegate may have trouble signing in and the data for who signed up to which one will be impossible to retrieve.

Creating the Stage/Breakout Session registration form can be done using the instructions above for the VCP Registration form with a few tweaks:

  1. Create a new form using the instructions above, and make sure to name it something recognisable and appropriate.
  2. Edit the webform fields to whatever is required.
  3. Add a new text field and name it Password; this should also give it the key of password if not, please change the key to this otherwise it won't work.
  4. Now you need to update the handlers as per the registration page settings, but instead of adding the VCP Registration Handler, you need to add the Stage Access Handler.
  5. Now you need to Save the form.

After the form has been setup you, need to attach it to the Stage or Breakout Session:

  1. Edit the appropriate Stage or Breakout Session.
  2. Go to the Security tab.
  3. Select the Registration for you've just created.
  4. Add an Access password is needed.

Lobby (optional)

The lobby is an optional page which can be activated and acts as a landing once the Virtual Conference is open. If a user registers or logs in after the event is open, this is the page they’ll go to first. If the lobby isn’t enabled the first page a delegate will see is the Agenda page.

To setup the Lobby, first make sure you’re editing the Conference you want it on:

  1. Go to the Lobby tab and Enable Lobby.
  2. Add a Title for the Lobby page, it's usually something like: Welcome to the [insert conference name]
  3. Add a Message for the Lobby page, maybe some sort of introduction message which displays under the title.
  4. Under visuals, you can upload the image for the Lobby Background.
  5. Save the event.

Speaker/Contributor Profiles (optional)

Creating the speaker profiles, before you can add a speaker to an agenda item you need to setup the speaker profile(s). Speakers are not required for an event, but are recommended as they flesh out the agenda and give a more complete experience for delegates.

  1. Go to the Contributors tab and Enable Contributors.
  2. Update the Label as required - this will be the text used on the Main Menu.
  3. Update the Description - this field is used on the Contributors/Speakers page to give some information or an introduction if needed.
  4. Next you need to go to the Edit Contributors tab in the contributors section to add your Speakers, once on the tab, click Add new Contributor and complete the relevant fields.
  5. Personal Details:
    • Name - the name of the speaker; first name and last name.
    • Subtitle - usually the Job title and Company of the speaker.
    • Biography - a small bio for the speaker; will show on the Contributors/Speakers page.
    • Avatar - needs to be rectangular in aspect ratio at a minimum size of 353px x 200px; it will be used on the Speakers page and cropped for the Agenda page if speakers are attached to an agenda item.
  6. External Links:
    • Meeting Link - here you need to insert the link for Calendly for this speaker; this is set up externally to the system by the tech team and has to be done 1 by 1 so there needs to be a considerable amount of time given if a large number of meeting rooms are needed.
    • Social Media - this section allows you to add a link with a label; it's aimed for use with social media links and website links.
      • URL - Link URL for either social media or a website.
      • Link text - A label for the URL link, you can also add font awesome icons with example given to help set them up.
  7. Click save/update contributor to save the contributor.
  8. Repeat adding points 5 to 7 above for each new Speaker required.
  9. Save the Event.

Stages and Breakouts

Stages and Breakout Sessions are used to organise the main videos/content on the conference. They contain the same set of features with a few functional differences.

  • If Stage Type is set to Stage, all agenda items associated with that stage(s) will appear in the agenda (on the frontend) and the stage(s) will appear under the Stages menu item.
  • If Stage Type is set to Breakout Session, all associated agenda items will not appear in the agenda (on the frontend) and the breakout sessions will appear under Breakout Sessions on the main menu.

When setting up a Stage/Breakout, you need to go to the Stages Tab and complete all the required fields for it:

  1. Update the Stage Label - this is used for the navigation buttons throughout the event. This is only applied to Stages and not Breakout Sessions, these are always named as such and cannot be changed.
  2. Next you need to create a stage, so go to the Edit Stages sub tab and click Add new Stage.
  3. Creating/Editing a Stage:
    • Stage Setup:
      • Enabled - Selects whether this stage is active or not, if not enabled, the delegates won’t be able to see it.
      • Name - Gives the stage a name.
      • Type - Select from Stage or Breakout Session depending on what it’s going to be used for, the differences are mentioned at the beginning of this section.
      • Welcome Description - Adds a description to the Stage or Breakout Session.
      • Thumbnail - Only used for breakout sessions as it'll be used on the breakout grid page, this isn't used for Stages.
    • Content - Here you set up session/agenda items. This is explained in detail below.
    • Leaderboard:
      • Banner Image - Here you upload the image you'd like to use as a leaderboard on this Stage or Breakout Session page.
      • URL - If you'd like the leaderboard to link somewhere, here is where you add the link.
    • Sidebar - Whatever is set on this sidebar will appear for this stage/breakout session only. For more descriptions of the widgets see the sidebar section earlier in this guide.
    • Security - These settings allow you to restrict access to a Stage or Breakout Session.
      • Registration Form - the form attached will be displayed to a delegate when they try to access the Stage or Breakout Session it's attached to.
      • Access password - Completing this field and adding the recommended
  4. Repeat the above steps for each Stage or Breakout Session that is required for the conference.
  5. Save the event.

Sessions and Agenda Items

Sessions and Agenda Items are what you use to create a video session and have items appear on the agenda (on the frontend). A Session is where you add video content. Each session must have at least one agenda item so it appears under the Agenda menu item in the admin and on frontend (if active). It's been built this way to cater for live streams with multiple agenda items and individual on-demand/simulated live videos. Here is an example of how this structure works:

  • Session One - On Demand Video + Date & Time + Description + Contributors
    • Agenda 1 - Date & Time (Takes missing data Session Information)
  • Session Two - Live Stream + Date & Time + Description + Contributors
    • Agenda 1 - Date & Time + Description + Contributors (Overrides Session Information)
    • Agenda 2 - Date & Time + Description + Contributors (Overrides Session Information)
    • Agenda 3 - Date & Time + Description + Contributors (Overrides Session Information)
  • Session Three - Simulated Live Video + Date & Time + Description + Contributors
    • Agenda 1 - Date & Time (Takes missing data Session Information)

In the above example you should be able to see, that for Sessions One and Three, the agenda is only required to add a Date & Time with the rest of the information coming from the Session Information. But for Session Two, which is a live stream containing multiple agenda items one after another, the agenda items override the information from the Session.

This applies to the Agenda the delegates see on the frontend of the conference as well. When a delegate clicks on any of the Agenda items for Session Two, they'll be taken to the Session Two page where the information for that session will be displayed. With this in mind the description for that session needs to essentially be an combination of all the agenda descriptions for the session. This isn't done automatically as it allows for customisation of the description based on client needs/requests.

Editing Sessions and Agenda Items

Now for a description of all the fields related to creating and editing sessions and agenda items. To change or edit these, navigate to Stages > Edit Stages and from here either Add new Session or Edit an existing one.

  1. Primary Details:
    • Title - The name of the Session.
    • Description - The description that is shown when you visit Session page, a summary is shown on the agenda and registration pages if it hasn't been overridden by the Agenda Items; this is cropped to the first paragraph unless you expand the summary section and copy the description in here as well.
  2. Content:
    • Thumbnail - Place a thumbnail to appear on the Main Stage grid.
    • Content Type - here is where you select the type of video you want to have for this item.
      • Embed - if you select this, you’ll get a field to place the embed code. It will also remove the countdown timer and show the embed instantly.
      • Pre-record - gives you a field to pick a video to use from the system you selected in the Powered by dropdown when you first created the conference.
      • None - This does not show anything, except the thumbnail with the countdown timer on top.
  3. Agenda:
    • Session Date - This is used to calculate the duration and should be the entire time if it's a live stream with multiple agenda items. It needs to be completed.
    • Agenda:
      • Session Time - Here you need to place the Start Date & Time and End Date and time of the Agenda; if it's only a single video session, then the details should match the Session Date. If multiple agenda items are required for this session, then it needs to be the time slot of the appropriate agenda item it's for.
      • Overrides - The fields in this section are only required if multiple agenda items are required for a session and will only appear on the agenda delegates see and not the session page the video will be one.
      • Title - Adds a title to the agenda item.
      • Description - Adds a description to the agenda item.
      • Skip - Allows you to skip to a certain place in the video only affects pre-recorded videos.
      • Contributors - Overrides the contributors tagged in the session; you may not need to show all of them for the different agenda items so it gives you the option to only select a few.
  4. Contributors - here you select the speakers taking part in this session; you need to have created (and saved) them before you can attach them. They will appear on the session page and also on the agenda if they haven't been overridden.
  5. Leaderboard:
    • Banner Image - Here you upload the image you'd like to use as a leaderboard on this session page.
    • URL - If you'd like the leaderboard to link somewhere, here is where you add the link.
  6. Sidebar - Whatever is set on this sidebar will appear for this session only. For more descriptions of the widgets see the sidebar section earlier in this guide.
  7. Features - when adding features, it is important to create Polls and Quizzes in the Conference first, then go and edit them:
    • Enable Questions - if you enable this, delegates will have the ability to ask a question.
    • Polls - first you need to enable it for the video, then:
      • Click add new Poll.
      • Add the Question.
      • Add the Answers.
      • Save the Poll.
    • Surveys - first you need to enable this for a video, then:
      • To create a survey:
      • Create a Webform - Structure > Webforms > Add Webform.
      • Enter a Title; name it something like this 'VCP Survey | Event Name | Video'
      • Enter an Administrative Description to allow you to remember what it's for and any other identifying information you'll need.
      • Add all the required Elements you need, might best (and easier) to use radio buttons.
      • Save the form.
      • Once it’s made, you can attach it to a video, there are a few different ways to attached it under Survey Type:
        • Tab Under Video - here the survey appears under the video in a tab like the description and ask a question does.
        • Overlay - Puts the survey over the video and stops the video autoplaying, this can be dismissed without completing the survey.
        • Overlay Required - Puts the survey over the video and stops it autoplaying, this cannot be dismissed until completed.
    • Quiz - Enabling this checkbox allows you to create a quiz for this session. You should complete the following fields, then move to edit the quiz directly.
      • Title - Gives the Quiz a Title, you should name it something like this: 'Event Name | Quiz Name'. This will only show in the admin interface.
      • Description - Give the quiz an appropriate description. This is shown when the user clicks the quiz tab below a video.
      • Click Create Quiz, then save the: Session > Stage > Conference; otherwise the quiz won't appear for the next step.
      • To complete the quiz creation process, on the top menu, click Quiz.
      • From the list that appears, you should select the one you just created and edit it.
      • Setting the options for the quiz. These are the most basic options required for a quiz to work, you can play with the settings if needed, but be sure to check it all works after you've saved it.
      • Taking options:
        • All checkboxes un-ticked.
        • Rest of these settings should remain as default.
      • Randomisation:
        • Leave all these settings as default.
      • Availability options:
        • Leave all these settings as blank so the quiz is always available.
      • Pass/fail options:
        • Passing rate for Quiz (%) - Set this to the percentage required to pass the quiz.
        • Result text for a passing grade - Add some sort of congratulations, you've passed message in here.
        • Result text for any grade - Add some sort of sorry you've not passed this quiz message in here.
  8. Question feedback:
    • All checkboxes should remain un-ticked except:
      • After the quiz > Quiz feedback - this should be ticked.
  9. Quiz feedback:
    • Leave this empty as well.

  10. Once these options are all set, please save the quiz before adding the questions.

    Note

    Please note all the quiz settings used above only create a very basic quiz. If you require any other settings, you should enable or disable them as needed and

  11. Now that the settings for the quiz are complete, we can move on to adding questions, to do this Edit the quiz again.

  12. Next select the Questions tab.
  13. From here add all the relevant question you need from the pool of question types available:
    • Quiz page - IMPORTANT - you should create a page then add your questions to it, so they appear in the order you want, you can have 1 or more question per page, the choice is up to you.
    • True/False - Gives a simple option to either choose true or false.
    • Multiple choice question - You can specify the choices and mark one or more answers as correct. Give each passing answer a score of 1 if correct.
    • Short answer question - Recommended not using this as it cannot be automatically scored.
    • Long answer question - Recommended not using this as it cannot be automatically scored.
    • Matching question - A question type where you provide question and answer pairs and the user has to match the answer to the correct question.
    • Directions question - you can use this to add some text between questions if you need to.

  14. Once you've added and configured your question click submit to save them.

    Note

    Something to keep in mind, is once a submission is made, you have to delete all submissions before you can edit the quiz.

  15. Repeat the above steps for each Session.

  16. Save the event.

It is best to have each agenda item separate even if items are one after another so viewer information can be logged against the appropriate video. This will allow clearer reporting for clients otherwise you’ll only get a big list of viewers.

Sponsors (optional)

The sponsors section allows an event organiser to give a sponsor a stand in the event to have a branded page with some content; both video and resources. Follow the instructions below to set up a page for a sponsor.

To set up Sponsors, first make sure you’re editing the Conference you want it on and have set up the initial parts:

Go to the Sponsors tab and in the Page Setup sub tab:

  1. Enable Sponsors - this adds the sponsor link to the menu on the front end.
  2. Label - this updates the navigation label in the menu if enabled.
  3. Description - this description appears on the top of the sponsors grid page above all the sponsor tiles.

Next you'll need to set up the actual sponsors themselves, to do this you need to go to the Sponsors tab and then to the Edit Contributors sub tab. From here you either need to edit a sponsor or create a new one then complete the related fields:

  1. Primary Details:
    • Sponsor - this is where you put the name of the sponsor.
    • Description - a description for the sponsor.
    • Tier - select from one of the tiers to group the sponsors by; this can be customised if really needed.
    • Promote - checking this box will make sponsor logo appear on the registration page.
  2. Visuals:
    • Sponsor Banner - replaces the page banner on the sponsor page.
    • Logo - replaces the logo at the top on the sponsor page.
    • Primary Colour - overrides the theme colour for the sponsor page.
  3. Leaderboard:
    • Banner Image - here you upload the image you'd like to use as a leaderboard on this sponsors page.
    • URL - if you'd like the leaderboard to link somewhere, here is where you add the link.
  4. Sidebar - whatever is set on this sidebar will appear for this sponsor only. For descriptions of the widgets see the sidebar section earlier in this guide.
  5. Content:
    • Other Resources and Downloads
      • Short Description - to give the item a name.
      • Thumbnail - this field isn't used on the Sponsor page.
      • Resource type - here you select where it’s a download or external link.
      • External Link - this shows a field which allows you to add a link to another website.
      • Downloadable Document - shows an upload a file field to add something delegates can download.
    • Videos:
      • Primary Details > Title - title for the video.
      • Primary Details > Description - add a description for what the video is about.
      • Primary Details > Thumbnail - this shows on the video grid under the video, or on the breakout page in the grid.
      • Content > Embed Type:
        • Embed - gives a field where you can place an embed code for a video on another platform.
        • Pre-recorded - selecting this gives you a field where you can select a video uploaded to our platform.
  6. Repeat the above points to add more sponsors.
  7. Save the event when you’ve added everything you need.

Resources (optional)

Resources allow an event organiser to be able to add downloadable files and links to external resources for delegates to grab or go to. Follow the instructions below to set up and add them to the Virtual Conference.

To set up Resources, first make sure you’re editing the Conference you want it on:

  1. Go to the Resources tab and check Enable Resources.
  2. Update the Label if you need to change the navigation label.
  3. Then go to the Edit Resources tab and click Add new Resource and complete the following fields:
    • Short Description - to give the item a name.
    • Thumbnail - adds a thumbnail to the item when displayed on the Resources page on the front end of the conference.
    • Resource type - here you select where it’s a download or external link.
      • External Link - this shows a field which allows you to add a link to another website.
      • Downloadable Document - shows an upload a file field to add something delegates can download.
  4. Repeat the above point to add more items.
  5. Save the event when you’ve added everything you need.

Meetings (optional)

We have the option to create meetings rooms baked into the VCP platform. This allows for multiple hosts and delegates depending on the needs of the situation. To create and assign meeting rooms, follow the guide Creating Meeting Rooms created specifically for this. The bonus of this compared to out legacy option is that reporting is also baked into the system meaning clients can access the most updated information at an instant.

CPD

There is the ability to activate a CPD Dashboard (the same one that is used on Titan, Hydra, and Insure TV) for users to immediately view their CPD from the conference.

If you are using one of, Titan, Hydra, or Insure TV, as the region for your event, the dashboard will also show CPD from those regions, you are essentially using the same CPD dashboard.

To use this, first make sure you're using the correct region. Then in the admin:

  • edit the conference you'd like to activate this for,
  • go down to the CPD tab,
  • check the checkbox to enable it,
  • update/add the label to used on the frontend tab.

If you'd like to setup a Custom region for this CPD to be stored for then:

  • you need to create a new ES region
  • then create a new powered by region
  • the key fields to complete are:
    • API Region - Select the region you'd like the videos to be called from, use a previous region to grab the correct information here
    • MediaManager Template ID - 524d335275a295281e8b46d9
    • MediaManager Client ID - match the region in API Region
    • CPD Queue - match the region in API Region
    • ES Region Code - use the new region you created in the earlier bullet point; this is the code the analytics will be stored under in Elastic Search (ES), making the CPD only viewable on VCP.

Translating a Conference

All elements for a Conference can be translated. You’ll be able to translate it in the admin by clicking the translate tab and adding the appropriate language. If the language you require isn’t available, please ask the tech team to add it for you.

The only difference to creating a regular english event, is that there is a tab near the top which allows you switch languages. If you do not translate all the content, it’ll fall back to english.

Once in the new language, add the translated content you require.

Client Admin

The client admin is a section where the client can login to grab all the relevant downloads for their conference; registrant, engagement information (quizzes, surveys, polls, etc), and stats.

Note

Some caveats with the insights page, most of the information on here is based on google analytics. This means if a browser is blocking GA or not allowing cross domain cookies it might affect the total accuracy of the analytics shown. This should only affect a small amount of people mainly those using: IE9, VPNs, Corporate Networks, Proxies, and Adblockers.

User Setup

  1. First an event admin needs to register for the event they want to administer like a regular delegate, they just need to have an account on www.vcplive.com.
  2. Then you need to edit their profile to give them the Event Admin role.
  3. Finally, you have you edit the Conference and under Primary Setup > Content, you need to add the user as an event admin for that event.

Event Admin Access

  1. Add the user as an event admin as per the steps above.
  2. Have then go to www.vcplive.com/user to log in to their account using a password (as they're accessing sensitive data).
  3. They should then be redirected to the event admin Insights page, if not, the url for this is www.vcplive.com/event-admin.
  4. They should now be able to access all the event data such as:
    • Insights
    • Registrants
    • Engagement Stats (Quizzes, Polls, Surveys, Questions, etc.)
  5. If an admin manages more than one conference, they'll need to make sure the appropriate one is selected on the dropdown in the top right.

Downloads

Each of the sections listed in point 4 in the above have their own page in the Event Admin area. Downloads for these can be initiated on the appropriate pages or on the insights page for each panel.

Admin Tools (Asset TV Admin)

Warning

Admin tools are only available for ATV admins and NOT clients!

The administration area for the VCP is available at www.vcplive.com/admin. If you are presented with access denied message, it can be one of two things, you're either not logged in or you are logged in with a user who isn't a site admin. To log in you need to visit www.vcplive.com/user.

If you are an admin, once you log in you'll be taken to www.vcplive.com/admin/vcp. This page contains a summary of all the events on the system.

Event Summary

The three buttons at the top of the page allow you to do the following:

  • Create a new Conference.
  • Create a new Registration form (for a Conference).
  • Administer the tiers for the sponsors.

The table beneath these buttons lists all the conferences on the platform. It gives the opening time of the conference along with the displayed start time of the conference (what is advertised to delegates).

Registrants

  1. Go to www.vcplive.com/admin/vcp
  2. Find the conference you want to view the registrants for and then click the registrants link.
  3. To download the registrants, scroll to bottom of the list above and click the csv button.

Teleprompter

There are two links to access the teleprompter, one for the host and another of the admin.

Note

Both of these links need to have the last number changed to the appropriate video entity ID for it to work correctly. The easiest way to grab this is to login to the website as an admin, then login to the conference and visit the video you want the teleprompter for. Here you hover over the edit button and you should see the ID you require.

In order to access the teleprompter you need the following roles applied:

  • Admin - Event Organiser role

Once the role has been applied, the user will need to generate a password for themselves, to do this:

After this is done, when the user logs in, they'll need to click the appropriate link you supply to access the teleprompter.

Viewers

  • Go to the specific video you want the viewer data for.
  • Under the Viewer column, select view.

Polls / Survey Results

To grab the results for a poll, follow the view results section in this guide: Creating a Poll.

To grab the results for a survey, follow the instructions at the end of this guide: Creating a Survey.