Hosting events using the Virtual Event Page Touchpoint

With our new Virtual Event Page Touchpoint, your online events stay secure while offering the same seamless, branded experience you’ve come to expect from Splash. 

This guide will walk you through the simple steps it takes to customize the guest journey from event registration to one-click check-in and finally to the embedded livestream content. You’ll learn how to use features like our personalization email tag and custom embed input to make implementing this end-to-end flow as easy as ever.

Note: The Virtual Event Page Touchpoint is currently in beta.

Table of Contents

1. Introduction to the Virtual Event Page Touchpoint
2. Host Set Up
    2.1 Understanding Virtual States
    2.2 Designing Virtual States
    2.3 Communicating with Guests
    2.4 Managing the Guest List
3. How-To Videos

1. Introduction to the Virtual Event Page Touchpoint

Virtual events allow your guests to register online, either by RSVPing or purchasing a ticket, and view a video stream. Our Virtual Event Page Touchpoint best supports livestreams hosted by providers like Vimeo Livestream, YouTube Live, Facebook Live, and Twitch.

Check out this video or read below to understand the guest experience.

Guests will start by registering on your event page:

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In the email confirmation (or any other email template of your choice), guests will receive a unique check-in link that only they can use:

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Beginning thirty minutes prior to the event start time, this link will allow guests to check-in with one click:

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Once checked-in, live stream content becomes available for guests to view:

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Unregistered guests will be prohibited from accessing this content and prompted to register for the event, space and privacy permitting:

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2. Host Set Up

The Virtual Event Touchpoint is accessible in the Event Overview for both RSVP and ticketed events. To access the Touchpoint, click on the Add a Touchpoint button. 

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After clicking inside the touchpoint, you’ll see a dropdown in the upper lefthand corner. This dropdown contains the four different virtual event states of the guest experience: Check-In (Countdown), Check-In (Open), Check-In (Link Used), and Live Stream.

2.1 Understanding Virtual States

Guests will see a different state depending on when they click their check-in link. Let’s walk through each state and when it will display below.

Check-In (Countdown)

A guest who clicks their check in link early will be notified that the event hasn’t started yet. The Pre Event state will display up until 30 minutes before the event start time. This state is locked at 30 minutes prior to the event start time to allow enough time for check in and cannot be adjusted.

Check-In (Open)

Guests can check themselves into the event with one click starting 30 minutes before the event. 

Default disclaimer text is included to let the guest know that their URL can only be used on one browser on one device. This is to prevent the guest from sharing their unique link, which will prompt the Check-In (Link Used) state described below.

All guest check in data will sync back to your event’s Guest List and subsequent CRMs based on any integrations set up within your organization.

Check-In (Link Used)

Visitors who attempt to access a link that has already been used to check into the virtual event will be prompted to register for the event.

Your event page’s registration status, capacity, or privacy settings will dictate whether or not the visitor can register to access the livestream.

Live Stream

Guests who successfully check into the event will be able to see your livestream content.

To embed or link out to your video, chat, or other virtual content, use the Virtual Content element in the Layout Tree.

Check out our recommended and compatible video and audience engagement providers here.

2.2 Designing Virtual States

On the right-hand side of each state is Splash's Layout Tree complete with all the design tools to keep you on brand. Your event's fonts and colors are dynamically pulled in, making this easier than ever.

At this time, adding and removing elements from any event state is not available.

2.3 Communicating with Guests

To ensure your virtual content remains secure, guests will only be able to access the Virtual Event Page via their unique check-in link, otherwise known as the Virtual Event URL. This URL is generated per guest after the guest is added to the Guest List. Guests are added to the guest list after registering for the event - or can be manually added prior to RSVP. The format of each URL is eventname.splashthat.com/virtual?gz=uniquenumber.

There are a few different ways you can ensure guests receive their Virtual Event URL. Let's check them out:

1. On-page confirmation

You can enter the below HTML in your on-page confirmation message to allow guests to directly access their unique URL after registering:

Click <a href="%5Bvirtual_event_url%5D">here</a> to access the virtual event now!

This is most beneficial to guests registering the day-of an event, but also a safety precaution for any guests experiencing email deliverability issues.

2. Email confirmation

A personalization tag, [virtual_event_url] can be added to any email campaign and is used to auto-generate the guest's unique URL. 

What is a personalization tag?

A personalization tag is a shortcut used to dynamically pull in information. If you frequent the Email Sender, chances are you’ve used one of our popular personalization tags like [first_name] to dynamically pull information from your Guest List into your email sends.

We offer a Virtual Check-In element in our Email Sender that comes with the [virtual_event_url] tag included.

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When a guest clicks a button with the [virtual_event_url] tag, they will be brought to their unique link. 

If the URL of the event is changed at any point after guest have registered for the event, a new email will need to be sent out with the personalization tag included in order to generate an updated unique check-in link. 

3. Calendar attachment

Note: This is only available for RSVP events. 

If you have Attach Calendar Invite enabled for your RSVP Yes confirmation emails, guests who add the event to their calendar will see their unique check-in link in the body of the invite.

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4. Reminder email

Once you add the Virtual Event Page Touchpoint to your event, you now have access to a special pre-made email template called Virtual Event Starting Soon complete with the Virtual Check-In element.

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Pro tip: These emails can be scheduled in advance to your Attending quick list, which will automatically update based on registrants. Learn more here.

5. Guest List

Note: This is only available for RSVP events. 

In your RSVP Event's Guest List, add the "Virtual Event URL" column in order to copy and paste or export each guest's unique check-in link.

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2.4 Managing the Guest List

The Check-In (Open) virtual state makes managing your guest list as simple as possible. Upon clicking the Check In button via the Virtual Event Page, a guest's status will automatically update in real time within your event guest list. Once a guest closes the Live Content tab, the guest will be noted as Checked Out. Checked In and Checked Out times are available columns in your guest list.

Note: The Virtual Event Page can support up to 10,000 concurrent check-ins. 

3. How-To Videos

Host Set Up

Now, go forth and get virtual!

 

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