Splash Studio is an all-in-one event solution that allows you to create, host, and market live-streamed virtual and hybrid events. Splash Studio comes equipped with all the features needed to engage your audience with a highly interactive virtual experience.

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On this page:

Before you begin Setting up the integration Creating a Splash Studio event Adding Networking Circles Customizing engagement tools Preparing the guest experience Navigating Splash Studio Onstage and Backstage controls Onstage tools Engagement tools Networking Circles Preparing your Presenters Rehearsing before the event Hosting the event Creating an on-demand experience Reporting on events

 

Before you begin

Before you get started, familiarize yourself with the full Splash Studio attendee journey by watching the video below.

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Setting up the integration

Once Splash Studio is added to your account, the Splash Studio integration is automatically set up and enabled for your team. The integration makes spinning up your Splash Studio events quick, painless, and error-proof.

To access the Splash Studio integration:

1. Click Integrations.
2. Click Splash Studio.

Use the Event Type and Group dropdown to specify whether Splash Studio should be added to events using certain event types or events created by specific groups. If Splash Studio should be added to every event, leave the checkboxes unmarked.

After making edits, click Save and confirm the integration is turned on. 

Note: The Splash Studio integration is enabled for your entire organization. Integrations are managed by Admins and Integration Specialists.

 

Note: In the video above, there is a mention at the 2:39 mark, of Host and Presenter codes. These codes are no longer used. See Creating a Splash Studio event for more information.

 

Creating a Splash Studio event

After configuring your Splash Studio integration, you can start creating your Splash Studio event.

To get started:

1. Log in to Splash.
2. Click New Event.
3. Enter your event details and select a theme.
4. Click the Virtual Event Page touchpoint. If the touchpoint isn’t listed, click Add Touchpoint and select Virtual Event Page.

Your Splash Studio event will appear in the Live Stream state of the Virtual Event Page.

In the top right of the touchpoint, you’ll find the Hosting Link. This is what you’ll use to test and host your event. Inside the Hosting Link modal, you'll find a private Hosting Link, where to add Host emails, and where to add Presenter emails. 

• Hosting Link: This is a link to the Host and Presenter-facing view of the Splash Studio event. This link should be used for testing and hosting the event. The link can be used by Hosts or Presenters without a Splash account.
• Host email: This is how Hosts will enter the backend of your Splash Studio event. Add the email for any individual who requires full Splash Studio access. This includes the ability to go live, start networking, move Presenters Onstage, and promote or demote Presenters.
• Presenter email: This is how any Presenters will enter the backend of your Splash Studio event. Add the email of any individuals who are involved in your live event in a limited capacity.

Link: Learn more about the differences between Hosts and Presenters.

Adding Networking Circles

Splash Studio’s Networking Circles allow your virtual attendees to jump between breakout circles or pair off into one-on-one discussions.

To add Networking Circles to your event:

1. Open the Virtual Event Page touchpoint.
2. Select Live Stream from the dropdown menu in the upper left.
3. Click Splash Studio Embed from the dropdown menu.
4. Click Embed Options.
5. Select the arrow next to Networking Circles.
6. Click to Enable Networking Circles.

Before creating your circles, check out a few advanced features in More options.

• Random User Mingle: This allows an attendee to send a request to another attendee — at random — to start a one-on-one conversation. If the attendee agrees, both attendees will be placed in a new circle.
• User Mingle Max Duration: Set a maximum number of minutes for user mingle networking. When disabled, the count will be set to an unlimited number of minutes.

To create your first circle:

1. Click Add Circle.
2. Upload an optional image.
3. Enter a required Circle Name.
4. Enter the email address of an optional Circle Owner. Think of this as a moderator for your circle, with advanced permissions like the ability to remove and mute attendees.
5. Enter a required seat count between 2-100 seats.
6. Continue adding circles or click Save.

Pro Tip: Rearrange circles by clicking the sort icon and dragging. Remove a circle using the trash icon.

Customizing engagement tools

Splash Studio’s DIY tools put you in control of all attendee engagement features.

To enable or disable engagement features:

1. Open the Virtual Event Page touchpoint.
2. Select Live Stream from the dropdown menu in the upper left.
3. Click Splash Studio Embed from the dropdown menu.
4. Click Embed Options.

Here you can disable the following engagement features:

• Chat: When disabled, all forms of Chat — including the private On-stage chat between Hosts and Presenters, the public Event chat, and the Private Message chat — will be disabled.
• Private Messages (Available when chat is enabled): When disabled, attendees, Hosts, and Presenters will not have the ability to send one-on-one, direct messages.
• Polls: When disabled, the polling feature won’t be visible.
• Q&A: When disabled, the Q&A feature won’t be visible.
• People tab: When disabled, the participant list is hidden.
• Closed Captioning: Enable closed captioning for attendees, presenters, and hosts. See the Closed Captioning section for more information.

Note: If you update these features during a live event, guests will need to refresh their browsers to view the changes.

 

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Preparing the guest experience

Splash Studio provides your guests with a branded and interactive virtual experience.

Here’s what you’ll need to do in advance:

• Design the Virtual Event Page
• Use the Virtual Event URL
• Schedule reminder emails

Design the Virtual Event Page

By default, the Virtual Event Page inherits the fonts, colors, logo, and title from your registration page. These can be updated at any time from the Event Page touchpoint.

In the upper left-hand corner of the Virtual Event Page, locate the dropdown that includes the four virtual event states, or moments of the guest experience:

1. Check-In (Countdown)
2. Check-In (Open)
3. Check-In (Link Used)
4. Live Stream

Your Splash Studio event is hosted in the Live Stream state. Review each state and make any desired design or copy edits.

Link: Check out Virtual Event Page Overview to learn more about each of the Virtual Event page states.

Use the Virtual Event URL

To ensure your event stays secure, guests will only be able to access the Virtual Event Page using their unique access link, known as their Virtual Event URL. The format of each URL is yourdomain/virtual?gz=uniquenumber

Here are the top things to know when it comes to the Virtual Event URL:

1. Once you add the Virtual Event Page touchpoint to your event, Splash automatically populates the [virtual_event_url] tag, along with some default text, in your event's calendar attachment description.
   
   • The "Add to Calendar" prompt is available in the on-page and email confirmation.
2. There are many ways to send guests their Virtual Event URL and Splash recommends using each of them. These include:
   • On-page confirmation message
   • Email confirmation and reminder email
   • Guest List
   • Email provider integrated through Splash
3. A Virtual Event URL should only be used for check-in on one browser and one device at a time.
4. For the best viewing experience, Splash recommends guests use a Chrome browser on their desktop.

Link: Learn more about the different ways to send guests their Virtual Event URL.

Schedule reminder emails

A sequence of timed reminder emails, each with a calendar attachment included, is the key to guaranteeing your guests to show up. Splash recommends sending a reminder email at each of the following time intervals:

• 1 week before the event
• 24 hours before the event
• 1 hour before the event
• At the event start time

Splash provides you with a Reminder Email template, called Virtual Event Starting Soon, that you can use to create and schedule these email campaigns. This template includes a button that will link guests to their Virtual Event URL, using the [virtual_event_url] dynamic tag.

Pro Tip: Quickly copy email templates using the duplicate button.

To create a reminder email:

1. Click the Email tab.
2. Click Start Creating.
3. Select the Virtual Event Starting Soon template.
4. Review the Design.
5. Click Recipients to import your guests.
6. Click Review before you Send or Schedule your email. 

Link: In Splash, status-based quick lists automatically update as guests register. Learn how to schedule reminder emails for an Attending quick list ahead of your event.

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Navigating Splash Studio

Before the big day, you’ll want to familiarize yourself with Splash Studio.

Inside Splash Studio, you’ll find:

• Onstage and Backstage controls
• Onstage tools
• Engagement tools
• Networking Circles

To get started:

1. Open the Hosting Link (accessible from the upper-right corner of the Virtual Event Page).
2. Enter your display name and email address.
3. Click Join Session as Host.
4. Click Edit Placeholder to customize the welcome screen for attendees.
5. Click Enter Greenroom.
6. Click Allow in the browser prompts requesting camera and microphone access.

Pro Tip: Use the Display Custom Text placeholder option to welcome your guests with a greeting like, “You’re in the right place! The event will start soon."

Onstage and Backstage controls

After joining the event as a Host, you’ll be placed Onstage. This allows all attendees to see your video and hear your audio once you go live. You can leave the stage at any time by clicking the Move Backstage icon in the upper-right of your video tile. To leave the event entirely, click Leave Event.

Once Backstage, attendees can no longer see or hear you. To move back Onstage, click the Move Onstage icon.

Presenters who join your event will be automatically placed Backstage with their audio disabled. Only Hosts can move Presenters Onstage. To move a Presenter Onstage, hover over their video and click the Move Onstage icon.

Pro Tip: Use the Move all Onstage and Move all Backstage controls to quickly move all speakers at once.

Onstage tools

Onstage tools ensure the technical aspects of your event are squared away.

Warning: Splash Studio requires Hosts and Presenters to join using Google Chrome. Please be sure to grant access to your microphone and camera when prompted.

Here’s where you’ll:

1. 1. Control microphone and video access
   2. Enable screen sharing
   3. Change the layout of the stage
   4. Take control of the stage
   5. Share a video
   6. Apply overlays
   7. Add a virtual background 

1. Control microphone and video access

The first time you join the Greenroom, Splash Studio will request access to your microphone and video. To grant access, click Allow.

If you deny access, your microphone and video won’t be accessible. Microphone and video access can be updated within your browser settings.

Click the microphone iconand video icon to enable or disable your microphone or video. To select a different microphone or audio option, click ^ on the corresponding icon.

Video and audio preferences can also be updated from the Preferences tab.

2. Enable screen sharing

Before you can share your screen on an Apple device, you’ll need to follow the steps below:

1. Open up System Preferences on your Apple device.
2. Select Privacy & Security.
3. Scroll down until you find Screen Recording and select it.
4. Your web browser should be checked. If it is not checked, select the lock on the bottom left-hand side of your window to make changes - this will require you to enter your password.
5. Check the box next to your web browser and select the lock again to save.
6. Close your browser.
7. Re-open your browser.

Note: Contact the Splash support team if you’re having trouble sharing your screen on a Windows or Chromebook device.

Click the screen icon to start sharing your screen.

Then, select one of the following share options:

• Entire screen
• Window
• Browser tab

Note: When you screen share, your camera may default off. Be sure to turn your camera back on so the audience can see your face when you are presenting.

3. Change the layout of the stage

Use the tile iconto change the layout of the stage.

To make a single speaker's video the dominant video on stage, select Speaker View. The rest of the speakers will appear in a vertical row to the right of the speaker's screen by default.

To move the speakers to the top, bottom, or left of the screen, click Layout Settings. Speakers can also be hidden from the stage entirely using the auto-hide feature.

To present speakers in gallery view, select Grid View.

Click Layout Settings to order gallery view based on the order the speakers joined the stage or based on who is speaking. Use the slider to set a limit for the number of speakers that can join the stage. Up to 25 speakers can join the stage at one time.

4. Take control of the stage

Use the screen icon to take control of the stage. This prevents other Hosts and Presenters from sharing their screen.

5. Share a video

Use the Media tab to play pre-recorded content like a YouTube or Vimeo link. This is a great option for simulating a live experience.

To share a video:

1. Open the Media tab.
2. Enter the video link.
3. Click Share.
4. To stop sharing, click Stop Sharing Video.

Note: Host and Presenter microphones are automatically muted when sharing a video. Be sure to unmute yourself before you start presenting again.

6. Apply overlays

Overlays are a lower third that applies to the entire stage. Hosts have the option to insert images or logos, add primary and secondary text and colors, or upload a custom overlay.

Once an overlay has been added, click Show Overlay. To remove an overlay, click Hide Overlay. 

7. Add a virtual background

Use a virtual background to dress up your presentation. Create a branded background that includes your name and role for external events or upload a colorful background image for internal meetings.

To add a virtual background, click the video icon or open the Preferences tab. Then, click Select Virtual Background.

Audience View

The Audience View tab offers a preview of what attendees see during a live event. This preview will only appear once you hit the "Go Live" button. By default, the audio on thee Audience View is disabled.

Note: To save bandwidth, Splash Studio will occasionally disable Host and Presenter videos from the Audience View.

Engagement tools

Splash Studio allows Hosts to facilitate chat, collect attendee questions, and post polls to get to know audience members better.

Engagement tools are managed in the embed settings of your Splash Studio event.

To the right of the screen, you’ll find the following:

1. Chat: This is where Hosts, Presenters, and attendees can connect with one another.
   • Onstage: Use this private chat to connect with fellow Hosts and Presenters without the rest of your audience seeing. Flag technical issues or use this space to cue in speakers to join you Onstage.
   • Event: Use this chat to interact with your entire audience. All Hosts, Presenters, and attendees can drop in comments or connect with each other in this public space.
   • Private: Use this to chat to send a private message to an individual Host, Presenter, or attendee.

Pro Tip: Keep an eye on the event chat to maintain a safe environment for your attendees. Hosts can click the three dots next to a chat to delete a message, block an attendee from using the chat for the remainder of the event, or pin an important message in the chat interface.

2. People: This is where you can view a complete list of live attendees. Hosts and Presenters will have an identifying badge next to their names.

3. Q&A: This is where attendees can submit questions of their own or upvote existing ones. Answers can be provided live or with a text comment.

• Hosts can click the Answer by text icon to type a written answer. From there, you can check Mark Question as answered to move the question from the Unanswered tab to the Answered tab.
• Click the Mark as answered icon to move the question from the Unanswered tab to the Answered tab.
• Click the Delete and hide question icon to remove the question.

Pro Tip: Customize Q&A options from the Settings tab.

4. Polls: This is where Hosts can pose questions to the audience and have them vote on an answer. Hosts can create polls with up to 8 answer options.

Poll options include:

• Queue poll to be published later: Check this box to publish a poll at a later time instead of immediately. These polls will appear in the Queued Polls dropdown. You can then select Publish Poll when you are ready.
• Delay showing poll results: Check this box to publish your poll results at a later time instead of immediately. 
• Hide total # of poll participants: Check this box to show the total % of responses opposed to total count of votes.

Once a Host launches a poll, they can:

• Vote in Poll: This gives Hosts the option to vote in the poll.
• Close Poll: This removes the option for the audience to vote on a poll. Existing votes are displayed.
• Archive Poll: This removes the poll from the audience's view. Hosts can access these polls from the Archived Polls dropdown and unarchive them. 

Note: Only the Host who created the poll can delete it using the trash icon.

5. Profile: This is where you can change your display name and avatar image.

6. Settings: Control your Q&A Settings from this tab. These include:

• Anonymous Q&A: Give attendees the option to ask questions anonymously. 
• Approve Q&A: Approve all questions before they become public to the audience.

Closed Captioning

This option is disabled by default.

Enable the closed captioning option to make the live stream video accessible for attendees, presenters, and hosts. 

Once the video starts during the live stream, viewers can turn closed captioning on or off in the video player. 

Note:  Closed captioning is only available for live stream videos and not yet for on-demand replays. Closed captioning is only provided for the English language. Turn on closed captioning before the live stream event. It cannot be turned on once the live stream starts. Transcripts are not provided.

 

Networking Circles

Networking Circles allow your attendees to network with each other in smaller groups or one-on-one conversations. Networking Circles are managed in the embed settings of your Splash Studio event.

Here’s what you’ll need to know to get started:

1. Activating networking
2. In-Circle capabilities
3. Ending networking

1. Activating networking

You can activate networking before, during, or after your live event.

Note: Only Hosts can start and stop networking.

Pre-Event Networking

Before your event begins, you have the option to activate pre-networking to provide a space for your attendees to mingle with one another.

To activate pre-event networking:

1. Enter the event as a Host.
2. Click Activate Pre-Networking in the upper-right corner of the stage.

Attendees will receive a notification that networking has started and can join any Circle with an open seat. If all seats are filled, an attendee will need to wait for a seat to open to join the Circle.

During Event Networking

You also have the option to activate the Networking Circles during a live event by following the instructions below.

1. Enter the event as a Host.
2. Click Go Live.
3. Click Activate Pre-Networking in the upper-right corner of the stage.

Post-Event Networking

You can choose to end the live session and activate post-event networking by following the steps below.

1. Click End Session.
2. Select End Session and Start Networking.

Note: Your event will no longer be live once you click End Session. If you decide you want to bring attendees back to the Virtual Stage you will need to click Go Live again.

2. In-Circle capabilities

All users have the ability to screen share — unless a Circle Owner is assigned – as well as apply a virtual background. This includes default and blurred backgrounds or the option to upload a custom image. To turn on a virtual background, click the three dots in the bottom right and choose Select background.

Additional Circle capabilities differ based on whether the participant is a Circle Owner or an attendee.

Circle Owners

You can assign designated facilitators for your Networking Circles called Circle Owners. Circle Owners have the ability to enter a Circle even when the seat count is full, as well as mute and remove attendees. Assigning a Circle Owner disables the ability for all other attendees to share their screen.

Attendees

Attendees can turn on their camera and microphone within a Circle. Each Circle includes its own private chat, which is another way for attendees to engage with one another.

3. Ending Networking

When the networking portion is over, you can choose to bring guests back to the Virtual Stage or end the entire event.

To bring guests back to the Virtual Stage:

1. Click Stop Networking from either Backstage or the Networking Circles interface.
2. Select Stop Networking and Move Attendees to Virtual Stage.

To end the event entirely:

1. Click Stop Networking from either Backstage or the Networking Circles interface.
2. Select Stop Networking.

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Preparing your Presenters

Splash Studio supports multiple Presenters per event. These are individuals who will join you on stage to contribute to the live event. See Joining the event for more information.

 

Warning: Splash Studio requires Hosts and Presenters to join using Google Chrome. Please be sure to grant access to your microphone and camera when prompted.

 

Presenters will be responsible for:

1. Joining the event
2. Understanding Backstage and Onstage
3. Engaging with the audience
4. Speaking to the Host and other Presenters

1. Joining the event

Hosts will need to add all Hosts and Presenters email addresses to the Hosting Details modal in order to have access to backstage controls and be able to go onstage. Event organizers must also add their own email address to this form.

Once the email addresses have been added, Hosts can send an email invite by clicking Send Host Invites or Send Presenter Invites, or simply share the hosting link directly to the other hosts and presenters. The same email addresses entered here must be used to gain access to the backstage. 

2. Understanding Backstage and Onstage

Once you join the event as a Presenter, you will be placed Backstage by default. You will be visible to other Hosts and Presenters but your audio will be disabled. You will not be able to move Onstage until a Host brings you up. 

Here’s what a Presenter should do before going Onstage:

1. Grant Splash Studio access to your microphone and camera from the pop-up window that appears. Be sure to select Allow for both.
2. Use the instructions above to grant your device screen-recording access so you’re able to share your screen.
3. Refer to the instructions above to learn how to navigate the stage controls. This includes changing your virtual background and sharing a video.

You can leave the stage at at any time by clicking Go Backstage. To leave the event entirely, click Leave Event.

Note: Splash Studio supports 25 Hosts and Presenters Onstage at a time and 100 Hosts and Presenters Backstage.

3. Engaging with the audience

Splash Studios offers the ability to engage with Hosts, attendees, and fellow Presenters through chat, Q&A, and polls.

Refer to the engagement tools listed above to see how you can get involved in the conversation.

3. Speaking to the Host and other Presenters

Use the On-Stage Chat to send messages to fellow Hosts and Presenters. These messages will not be visible to attendees.

Note: Presenters are not able to speak with Hosts or fellow Presenters while Backstage.

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Rehearsing before the event

As a best practice, you should rehearse your run of show with your Hosts and Presenters prior to your event. All Hosts and Presenters should join the event using the Hosting Link.

Link: Make sure to follow the Splash Studio Pre-Event Checklist during rehearsal.

Along with your run of show, you should check the following:

• All Hosts and Presenters are equipped with the Splash Studio guide 
• All Host and Presenter emails are added to the Hosting Details
• Microphone, video, and screen sharing are enabled
• Networking Circles are active

Warning: Splash Studio stores chat, poll, and question data in the event. Be sure to use the Onstage chat instead of the Event chat. Make sure to only create polls and questions that you want to appear on the actual event as these cannot be removed.

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Hosting the event

After learning your way around Splash Studio and going through the run of show with your fellow Hosts and Presenters, it’s time to go live.

Make sure all Hosts and Presenters are prepared for to join the live event using the Hosting Link.

Going live and starting networking

Make sure that only the Hosts and Presenters who should be visible to attendees are Onstage.

You can move yourself or individual Hosts and Presenters offstage before going live by clicking the Move Offstage button. To move all Hosts and Presenters offstage at one time, click the Move Offstage button and select Move all offstage.

Notify fellow Hosts and Presenters when you’re ready to launch the event and then click Go Live. All Hosts will see a five-second countdown screen before the event is live.

If Networking Circles have been configured for your event, launch them using the Activate Pre-Networking button.

Ending your event

Click End Session to end your event, then End Session again. If you’re using Networking Circles, click End Session and then select End Session and Start Networking.

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Creating an on-demand experience

Splash makes it easy to convert your live stream into an on-demand replay. 

Each time you go live, Splash Studio generates a recording, called a replay. You can select which replay to publish so that new and existing guests can relive the experience.

Follow these steps to publish your on-demand replay:

1. Click End Session to end your event.
2. In the Edit Session Ended Experience window that appears, select Display Custom Text.
3. Enter a message like "Watch the recording!"
4. Click Select On-Demand Replay and select the correct replay. 
5. Click Publish.

Note: If you don't see the Edit Session Ended Experience window appear, click the Edit Replay button from Backstage.

Link: Learn how to convert your registration page into an on-demand showcase by following the steps in this guide.

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Reporting on events

Splash provides you with valuable information about your Splash Studio events in the Guest List and Reporting tab.

In the Guest List of each event, you can find a breakdown of who attended. Splash statuses are defined below.

• Attending: Guests who registered for the event but didn’t check-in.
• Checked In: Guests who checked in and viewed the event. In some cases, these guests are not marked as Checked Out when they leave the Virtual Event Page due to browser limitations.
• Checked Out: Guests who checked in, viewed the event, and then exited the Virtual Event Page.

Pro Tip: You can view Checked In Time and Checked Out times using columns in the Guest List.

Splash's Reporting tab offers an account-level view of Splash Studio event activity.

To access these reports, follow the steps below.

1. From your Events Dashboard, click the Reporting tab.
2. Use the dropdown in the upper right to locate the Splash Studio Dashboard.

Here you'll find:

• Total Virtual Minutes Used: Virtual minutes equate to the number of minutes an attendee has viewed a live event. For example, if an attendee goes to an event with a 3-hour duration and only stays for one hour, then 60 virtual minutes were used.
• Networking Circle Unique Users: The number of unique audience members who have joined a Circle.
• Top Attendees: This table displays all the unique attendees who have joined a live event.
  • Engaged Minutes: The total number of minutes each unique attendee was present within your live event. 
  • Event Count: The number of live events each unique attendee was present within.
• Monthly Live Minutes: The total number of live events in relation to the number of live minutes.
• Monthly On-Demand Minutes: The total number of on-demand events in relation to the number of on-demand minutes.