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Virtual Event Best Practices

Thinking of hosting a virtual event? Using Sched to manage your virtual event is a breeze! Here’s why it’s beneficial to organize a virtual event with Sched:

How to Run a Virtual Event

With Sched, you can easily manage and display your event schedule while providing access to your live or on-demand video content. You can integrate Sched with your favorite digital platforms such as Zoom, YouTube, WebEx, Google Meet, and others.

After your event has finished, you can even continue to use your Sched site to provide on-demand access to recordings for all or a selection of your sessions. Your Sched site will stay live indefinitely

Digital Content 

You can give your attendees access to various digital content, such as pre-recorded videos, live meetings, webinars, or livestreams directly on Sched.

To add video content, include a link in the video stream field. This will appear either as an embed or a button within your sessions.

Embedded video:

Button:

Alternatively, you can add the links to your content within the session descriptions or upload files directly for attendees to access or download.

Description:


Uploaded files:


All of these ways to add files, video links, and hyperlinks can be done when you click Edit Session. 

Time Zones

For virtual events, it can be helpful to allow attendees to choose their preferred time zone. To enable this feature:

  1. Go to Settings > General.

  2. In the Content section, toggle on the option "Allow attendees to choose their time zone."

  3. Save your settings.

Once enabled, attendees can select their time zone from the menu on the schedule page. Note: automated email reminders will still be based on the event’s specified time zone.

Video Stream Integration

You can integrate video streams from platforms like Zoom, YouTube, Twitch, or Vimeo directly into your session details. This lets attendees view sessions without leaving the Sched platform. Just add the direct stream link in the video stream field.

For other platforms (e.g., Hangouts Meet), the stream may show as a button linked to the session.

To add a video stream:

  1. Edit or create the session you want to include a video stream for.

  2. Paste the stream link in the video stream field.

  3. Publish or save the session.

 

Restrict files & videos to logged-in user

Sched provides unlimited file hosting for your event. You can restrict file and video stream access to logged-in attendees only. To set this up, go to Settings > Session Visibility.

Keep in mind that if someone copies the direct link (e.g., https://your-event.sched.com/file.zip), it could be shared outside your event.

Control Video Stream Access by Time

You can limit access to video streams by time. To enable this, go to Settings > Content, where you can reveal streams only 10 minutes before the session starts.

Restrict Stream Access to Session Attendees Only

If you're a Boost or Ultra customer, you have the ability to restrict video stream access to only registered session attendees. This feature works well with  Eventbrite Ticket Rules  if you want to control who registers for each session.

Creating Community
During these times of isolation, it’s great to be able to still come together and work on our professional selves.

You can use Sched to link to other platforms to help event goers connect and communicate. NCTIES 2020 did an excellent job providing information and a link to attendees via their event header and custom page.

Here are some great platforms for communication:

We have a full write up and deep dive of recommended platforms for streaming, social media, and more.

The Best Virtual Conference Platforms