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.

Feel free to skip ahead to the end of this guide to watch a short video lesson!

Table of Contents

1. Understanding Virtual Events
2. Set Up
    2.1 Virtual Event States
    2.2 Designing Virtual Event States
3. Guest Communication
    3.1 Personalization Tag
    3.2 Recommended Email Communications
    3.3 Guest List Management
4. Access to the Virtual Event Page Touchpoint
5. How-To Videos

1. Understanding Virtual Events

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.

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. Set Up

The Virtual Event Page touchpoint is available 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 Virtual Event 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.

The Virtual Content element in the layout tree is unique to this state. Choose Embed to copy and paste the embed code from one of our support providers or choose Link Out to copy and paste in a link to video content hosted outside of Splash. 

2.2 Designing Virtual Event States

On the right-hand side in each state is a Layout Tree with elements containing simplified design tools. The event title, colors, and fonts are dynamically pulled in from your event page, making it easier than ever to stay on brand. 

Adding and removing elements from any event state isn't available at this time.

3. Guest Communication

To ensure your virtual content remains secure, guests will only be able to access the Virtual Event Page via their unique check-in link. The unique check-in link is generated after a guest registers for your event. The unique check-in link can be provided to guests via email.

3.1 Personalization Tag

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.

You must use the [virtual_event_url] personalization tag in order for guests to receive their unique links to check-in and view the virtual event. This tag can be included in the buttons in your on-page confirmation, email confirmation, and any other email templates of your choice.

When a guest clicks a button with the [virtual_event_url] tag, they will be brought to their unique link. The format of each link is eventname.splashthat.com/virtual?gz=uniquenumber.

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. 

3.2 Recommended Email Communications

We recommend including the [virtual_event_url] tag in all guest communications, but especially reminder emails leading up to and on the big day of the event. 

Click on a button in any email to open access Button Settings, then change the URL to [virtual_event_url], and the Text input to a simple call to action such as “Check In Now."

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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.

3.3 Guest List Management

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 guests.

4. Access to the Virtual Event Page Touchpoint

The Virtual Event Page touchpoint is currently in beta. If you don't see this in your account, your organization may not yet have access.

5. How-To Videos

Host Experience

Guest Experience

Now, go forth and get virtual!

 

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