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

Familiarize yourself with our Virtual Event Page by reading our guide or watching our quick host set up video.

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:

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.

On-Page Confirmation

1. Navigate to the Confirmations touchpoint.
2. Under the On-Page confirmation section, click Design.
3. Hover over any element or use the + in the layout tree to add a new element.
4. Select a Button element.
5. Hover over the button and click Edit to change the link.
6. Edit the Link Name.
7. 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:

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

Email Confirmation

1. Navigate to the Confirmations touchpoint.
2. Under the Email confirmation section, click Design.
3. Use the + in the layout tree to add a new element to the email design.
4. Select the Virtual Check-In element. This element comes complete with the [virtual_event_url] tag.

Schedule your email sequence

The key to participation in a successful virtual event is a sequence of timed reminder emails.

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:

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.

1. Duplicate your event page and set the event start time to now.
2. Navigate to the Virtual Event Page touchpoint.
3. Replace the Zoom ID with a test Webinar/Meeting ID.
4. RSVP to the event as a guest.
5. Start the Zoom Webinar or Meeting.
6. Use the Virtual Event URL to check-in.
7. Make sure the embed is working as expected.

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.

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.