Events

Create and schedule a Live event

Live events are broadcast live at the date and time you schedule. When setting up a Live event, choose how presenters will speak to the audience (on- or off-camera), the length of the event, and the maximum number of attendees allowed.

Note: The event can be from 30 minutes to 8 hours long and can be scheduled at any 5-minute interval on the hour (9:00, 9:05, 9:10, etc.).

To schedule a Live event:

  1. In the Webcast Admin portal, at the top of the page, click + Create New Event.

    + Create New Event option circled

  2. On the Event Settings tab, enter the event name.

    Event Name field

  3. Next to Event Type, select Live with Archive.

    Live event details

  4. Select the event date and time, duration, and time zone.
  5. For the Live Acquisition Source, select how presenters will broadcast on the day of the event. If you're broadcasting audio only, select Telephone. If presenters will broadcast live video, select Webcam, Video Bridge, or another source, and then select the location you'll be broadcasting from.
  6. For Max. Audience Size, select the number of people you expect to attend the event. Access will be limited to this number of simultaneous live viewers.
  7. Once the event details are complete, at the bottom of the Event Settings tab, click Create Event to proceed with the setup process.

Create an On-Demand event

On-Demand events are recordings that can be watched at any time. When setting up an On-Demand event, select whether the primary media clips (typically presenter narration) you plan to include are audio or video files. This Media setting affects what you can upload to the event and present in the video player (headshots with audio or videos) and the video player size (on the Player & Branding tab). You can include overlay videos regardless of the Media type you select.

After creating the event, go to the Event Content tab to upload your primary media clips, slide decks, videos, and other content you'll share in the event. Then, open the On-Demand Studio and assemble your event. To learn more about uploading clips and assembling the event, see:

Note: The event can be from 30 minutes to 8 hours long.

Jump to: Create an On-Demand event | Allow attendees to view the event

Create an On-Demand event

To create an On-Demand event:

  1. In the Webcast Admin portal, at the top of the page, click + Create New Event.

    + Create New Event option circled

  2. On the Event Settings tab, enter the event name.

    Event Name field

  3. Next to Event Type, select On-Demand.

    On-Demand event details

  4. Select the event duration.
  5. Select the type of media you'll be uploading as the primary event content. This affects the size of the video player (on the Player & Branding tab). If you will upload:
    • Audio files to play while displaying presenter headshots in the video player, select Audio.
    • Video files to use as presenter video in the video player, select Video.
  6. For the Max. Audience Size, select the number of people you expect to watch the recording at one time. Access to your event will be limited to this specified number of simultaneous viewers.
  7. Once the event details are complete, at the bottom of the Event Settings tab, click Create Event to proceed with the setup process.

Allow attendees to view the event

Once the event is ready for viewing, make sure to allow attendees to access the event. By default, the event window is closed to attendees to prevent them from viewing the event before it has been assembled.

To allow attendees to access the event:

  1. Go to the Event Summary tab.
  2. In the Event Details section, under Event Access, click Manage Access.

    Manage Access option circled

  3. On the Manage Event Access window, set the Player to Open.

    Player open

  4. Optional. Set the player to close at a scheduled date and time and update the message attendees see when they join the event when the player is closed.
  5. Click Save Changes.

Create and schedule a Simulated Live event

Simulated Live events are recordings that are broadcast at the date and time you schedule. You can create a Simulated Live event with pre-recorded media that you upload or schedule a recording session to capture the event content. Either way, you'll use the Simulated Live Studio to finalize and publish the event.

Once the recording is ready, schedule the broadcast. You can re-broadcast a Simulated Live event. After the first Simulated Live broadcast is over, go back to the Event Settings tab and schedule another broadcast.

Note: The event can be from 30 minutes to 8 hours long.

Jump to: Create a Simulated Live event with pre-recorded media | Create and record a Simulated Live event | Schedule a Simulated Live broadcast

Create a Simulated Live event with pre-recorded media

When setting up a Simulated Live event with pre-recorded media, select whether the primary media clips (typically presenter narration) you plan to include are audio or video files. This Media setting affects what you can upload to the event and present in the video player (headshots with audio or videos) and the video player size (on the Player & Branding tab). You can include overlay videos regardless of the Media type you select.

After creating the event, go to the Event Content tab to upload your primary media clips, slide decks, videos, and other content you'll share in the event. Then, open the Simulated Live Studio and assemble your event. To learn more about uploading clips and assembling the event, see:

To create a Simulated Live event and upload pre-recorded media:

  1. In the Webcast Admin portal, at the top of the page, click + Create New Event.

    + Create New Event option circled

  2. On the Event Settings tab, enter the event name.

    Event Name field

  3. Next to Event Type, select Simulated Live.

    Simulated Live event details with Upload Media selected

  4. Next to SimLive Source, select Upload Media Files.
  5. Select the event duration.
  6. Select the type of media you'll be uploading as the primary event content. This affects the size of the video player (in the Player & Branding tab). If you will upload:
    • Audio files to play while displaying presenter headshots in the video player, select Audio.
    • Video files to use as presenter video in the video player, select Video.
  7. For the Max. Audience Size, select the number of people you expect to attend the event when it is live. Access to your event will be limited to this specified number of simultaneous viewers.

    Note: You can update the number of attendees when scheduling the Simulated Live broadcast.

  8. Once the event details are complete, at the bottom of the Event Settings tab, click Create Event to proceed with the setup process.

Create and record a Simulated Live event

When setting up a Simulated Live event with a recording session, schedule the session, upload content, and on the day of the session, use the Live Studio to record the event. When the recording is complete, you'll be able to edit it in the Simulated Live Studio. To learn more about editing the recording, see Assemble or edit an event recording.

To create a Simulated Live event and schedule a recording session:

  1. In the Webcast Admin portal, at the top of the page, click + Create New Event.

    + Create New Event option circled

  2. On the Event Settings tab, enter the event name.

    Event Name field

  3. Next to Event Type, select Simulated Live.

    Simulated Live event details with Record Media selected

  4. Next to SimLive Source, select Record Media.
  5. Select the date and time, duration, and time zone for the recording session.
  6. For the Capture Acquisition Source, select how presenters will broadcast on the day of the recording session. If you're broadcasting audio only, select Telephone. If you plan to broadcast live video, select another broadcast type and select the location you'll be broadcasting from.
  7. For the Max. Audience Size, select the number of people you expect to attend the event when it is live. Access to your event will be limited to this specified number of simultaneous viewers.

    Note: You can update the number of attendees when scheduling the Simulated Live broadcast.

  8. At the bottom of the Event Settings tab, click Create Event to proceed with the setup process.

Schedule a Simulated Live broadcast

Once your recording has been finalized and published in the Simulated Live Studio, schedule when you want the event to be broadcast. Once you schedule a broadcast, attendees can access the event, but the recording won't be played until the scheduled date and time.

To schedule a Simulated Live broadcast:

  1. Go to the Event Settings tab for the event and under Event Type, click Schedule a New Broadcast.

    Schedule Broadcast button circled

  2. Select the event date and time and time zone.

    Broadcast details

  3. Optional. If the number of people attending the broadcast is different from the number you selected when creating the event, update the Max. Audience Size.
  4. Click Save and Continue.

After you broadcast a Simulated Live event, it is added to the list of previous broadcasts above the Schedule a New Broadcast button. The event in this example has been broadcast two times.

Previous Simulated Live broadcast dates

Change a Simulated Live event from live acquisition to pre-recorded content

If you schedule a Simulated Live event to be recorded and then decide you'd rather upload pre-recorded media, you cannot convert the event directly. Instead:

This article walks you through the process.

Jump to: Before you begin | Run and archive the event | Upload pre-recorded content and publish | Schedule the broadcast

Before you begin

The original + Add to Calendar button has the wrong date and time. Create a custom calendar reminder and replace the __REMINDERBUTTON__ auto-field with the auto-field for the custom reminder (for example, __REMINDERBUTTON1__). To learn more, see custom calendar reminders in Auto-fields for event landing pages.

Before you run the event, manually set the event date and time on the landing page so attendees can continue to register and make sure the event window stays closed while you're editing.

The event date and time on the landing page will change as you work with the event. To avoid confusion, manually set the event date and time and optionally, update the + Add to Calendar button.

To update the event date and time on the landing page:

  1. On the left panel, click the Registration tab.
  2. In the Customize Event Landing Page section, open the Landing Page Content section, and next to Date Bar Text, delete the __DATE__ and __REMINDERBUTTON__ auto-fields.
  3. In the Date Bar Text field, enter the date and time the event will be broadcast, followed by the __REMINDERBUTTON#__ auto-field for the custom calendar reminder you created.

    Landing page manually edit the date bar

  4. Click Save and Continue.

To close the event window to attendees:

Because the event is a Simulated Live recording, the player is set to Closed until it is archived. Change the setting so that it remains closed until you are finished editing and publishing.

  1. On the left panel, click the Event Summary tab.
  2. Under Event Access, click Manage Access.
  3. Next to At the end of the live event, archive will be, select Closed until it is manually opened.

    Player closed until manually opened

  4. Click Save Changes.

Run and archive the event

To create an archive that you can edit, run the event briefly. When you're ready, set the event date to the current day and time, and then start the broadcast.

To archive the event:

  1. On the left panel, click the Event Settings tab.
  2. Under Event Type, schedule the event to be captured immediately and click Save and Continue.

    Simulated Live event scheduled

  3. On the Event Summary tab, under Run My Event, click Launch Live Studio.
  4. In the Live Studio, start the event, let the event run for a few minutes, and then end it. Once you end the event, it will automatically be archived.

Upload pre-recorded content and publish

Wait until the event is archived, then launch the SimLive Studio, upload media files, organize them on the event timeline, and finally publish the event.

Note: You can also upload media on the Event Content tab. Again, wait until archiving finishes or you will only be able to upload overlay videos.

To upload pre-recorded content:

  1. On the Event Summary tab, under Run My Event, click Launch SimLive Studio.
  2. Delete the content from the broadcast that created the archive. Under Event Timeline, right-click Live Clip 1 and click Remove Clip.

    A warning message is displayed asking if you really want to delete the clip. Click Yes.

  3. Upload videos and audio files to the event.
  4. Drag the clips you uploaded to the event timeline and then click Publish All Changes.

    You'll receive an email when the event has been published.

Schedule the broadcast

Now that the event is ready for broadcast, schedule it and reopen the player.

To schedule the new broadcast:

  1. On the left panel, click the Event Settings tab, and then click Schedule A New Broadcast
  2. Select a date, time, and time zone for the broadcast, and click Save and Continue.

    Simulated Live archived from Live event scheduled

  3. To make sure attendees can access the event on the day of the broadcast, on the Event Summary tab, under Event Access, click Manage Access, set the Player option to Open, and click Save Changes.

Set up and run a Simulated Live event with live Q&A

By default, attendees type their questions in the Ask a Question box during the Simulated Live event and presenters answer them in the Q&A queue. To have a live Q&A session after a Simulated Live event, you can create a Live event for Q&A and automatically send attendees to the event when the Simulated Live event ends.

Jump to: Overview | Set up the events | Set up the exit URL | Run the Simulated Live event | Run the Live Q&A event | After the event

When attendees are redirected, they bypass the registration page for the Live event, so they only need to register for the Simulated Live event. Their registration data is passed from the Simulated Live event to the Live event and is included in the Live event reports.

On the day of the event, before the Simulated Live event ends, presenters join the Live Studio to answer questions attendees submitted in the Ask a Question box.

Notes:

Set up the events

To set up the Simulated Live event with a Live event for Q&A, create the two events and then set up the redirect from the Simulated Live event to the Live Q&A event.

First, create and schedule the Simulated Live event.

Then, create and schedule the Live event to begin a few minutes before the Simulated Live event ends.

By default, attendees can submit questions during the Simulated Live and the Live events. If you’d like to take questions only during the Live event, go to the Player & Branding tab, and under Audience Questions, clear the Allow during SimLive event checkbox.

Notes:

Set up the Exit URL for the Simulated Live event

Set the exit URL for the Simulated Live event to automatically send attendees to the Live event for the Q&A session.

Note: If you plan to convert the Simulated Live to an On-Demand event and make it available for replay, you can also set the exit URL for the Live event so that attendees are sent back to the Simulated Live event when the Q&A session ends.

To set the Exit URL for the Simulated Live event:

  1. Edit the Live event and on the Event Summary tab, under Event Details, copy the event link.