Hosting an event using our Virtual Event Page? Use this pre-event checklist to make sure your prepared for launch.
On this page:
Before you begin
Finalize each virtual state
We automatically style each virtual state on your behalf with your event's colors, fonts, and logo. Click through the states in the upper left hand corner, and then check these items off your list:
All designs are up to my brand standards - including page and font colors, logo size, and Contact the Organizer and Go to Event Page footers.
My embed code has been copied and pasted correctly into the Virtual Content element on the Livestream state.
If using Zoom: My Zoom Link Out includes the proper Zoom URL and I have entered a password if one is required.
Triple-check your confirmation messaging
Remember that guests are only able to access the Virtual Event Page through their unique check-in link. This link is generated for each guest through a personalization tag [virtual_event_url]. Your calendar attachment description and RSVP Yes on-page and email confirmations are your best bet for ensuring your guests can get through the virtual door. Let's check them off our list:
Calendar Attachment Description
The Calendar Attachment Description refers to the text that displays when a guest adds their event to their calendar. We automatically populate the [virtual_event_url] tag along with some placeholder text once you add the Virtual Event Page touchpoint to your event. However, it's always a good idea to check that it's there since most guests rely on their calendar invite for all the pertinent details on the big day.
I popped into the Settings tab > Site Metadata to make sure my Calendar Attachment Description includes the [virtual_event_url] tag.
I used the instructions below to add a button to my RSVP Yes On-Page confirmation directing guests to their Virtual Event URL.
- Navigate to the Confirmations touchpoint.
- Under the On-Page confirmation section, click Design.
- Hover over any element or use the + in the layout tree to add a new element.
- Select a Button element.
- Hover over the button and click Edit to change the link.
- Edit the Link Name.
- From the Link Options, select Go to Virtual Event Page.
Or, if your role does not have the advanced design permissions required to add a new button:
I included the following snippet of code in my RSVP Yes On-Page confirmation message to direct guests to their Virtual Event URL.
Click <a href="%5Bvirtual_event_url%5D">here</a> to access the virtual event now!
I used the instructions below to add the Virtual Check-In element to my RSVP Yes email confirmation template.
- Navigate to the Confirmations touchpoint.
- Under the Email confirmation section, click Design.
- Use the + in the layout tree to add a new element to the email design.
- Select the Virtual Check-In element. This element comes complete with the [virtual_event_url] tag.
I checked off Attach Calendar Invite for my RSVP Yes email confirmation which will pull the Calendar Attachment Description I set earlier.
Finally, I hopped into the Event Settings tab to make sure event start time and time zone were correct.
Note: Guest check-in opens 30 minutes prior to your event start time.
Schedule your email sequence
The key to participation in a successful virtual event is a sequence of timed reminder emails.
Warning: The Virtual Event Page can support up to 5,000 guests. Be sure that your invitee list does not exceed this amount or reach out to our team if you have needs that exceed this limit.
Not only will these emails keep your event top of mind for guests, but they also help reinforce that access to the event is granted through a unique check-in link. The most important email is the one on the day of the event, let's check it off:
I scheduled my reminder email for 1 hour before the event begins to my Attending Quick List that includes the Virtual Check-In element.
Pro Tip: 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.
I scheduled another email to guests at the event start time with the Virtual Check-In element to make sure my guests know exactly how to get into my event.
Test the guest flow
To test the flow, especially when using Zoom, we recommend duplicating your event page and running through the flow as an actual guest.
- Duplicate your event page and set the event start time to now.
- Navigate to the Virtual Event Page touchpoint.
- Replace the Zoom ID with a test Webinar/Meeting ID.
- RSVP to the event as a guest.
- Start the Zoom Webinar or Meeting.
- Use the Virtual Event URL to check-in.
- Make sure the embed is working as expected.
Note: If you experience issues with images or GIFs rendering properly, re-upload them and save.
I was able to register to the event, receive my Virtual Event URL, check in, and access the virtual content.
I understand that guests can check-in and view the Live Stream state beginning 30 minutes before my event start time. So I have a plan prepared to start my livestream early. We recommend sharing a "This event will begin soon" slide.
Prepare your team for "on-site" support
In the business of events, whether live or virtual, backup plans are a must.
1. What happens if guests are unable to check-in to the event?
A guest's unique check-in link should only be used on one device and in one browser at a time. In the event that a guest has trouble getting into the event, consult Splash’s troubleshooting instructions.
My team reviewed Splash's Virtual Event Page troubleshooting instructions.
2. What happens if I need to make an update to the Virtual Event Page on the day of the event? Things happen! Maybe you need to swap in a new Zoom link, or perhaps you forgot to enter a Zoom password. You can update your Virtual Event Page on the fly but be aware that guests will have to refresh their Virtual Event URL to see your changes.
Using quick lists in our Email Sender is the fastest way to reach the right guests and let them know of the changes.
3. What happens if my video or chat provider is down? The Virtual Event Page relies on the stability of the streaming or chat service you're using. In the event that an issue occurs, prepare yourself with an email.
I have a draft email template ready to be sent to my Attending and Checked In quick lists with sample copy for a situation where my provider is down.