Setting Up Virtual Sessions for the Attendee Hub Website

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To add video content to sessions in the Attendee Website, you'll need to configure your virtual sessions to support live stream, collaborative, or pre-recorded video content. Follow these instructions to learn how.
 
NOTE: These instructions are for customers using the Cvent Video Player or Cvent Video Conferencing only. If you're using Brightcove or Vimeo, reference these instructions. For any other third-party video tools, follow these instructions instead.

Setting Up Live Stream Sessions

1 Access the Video Settings tab. Begin by selecting your Flex event. From the left-hand navigation, click Agenda, then Session List.

 
NOTE: This content was created for the New Experience. If you haven't already, click Switch Now at the top of your account to follow these steps.

Select your session. The Details tab opens by default. Click the tab to the right, Video Settings, then Edit.
NOTE: Don't have the option to edit this page? Make sure "Will any part of your event be virtual or have a live stream?" is set to Yes under General > Event Information.

2 Configure the video settings for your session. In the Session Setup section, select Live from the dropdown.

Session Setup - Live Session

Under Session Type, make sure Live stream is selected.

Under Video Streaming Tool, make sure Cvent is selected. Based on this setting, Cvent Video Player will be listed as the Video Player by default.
Live Stream Settings
 
NOTE: Don't see the Video Streaming Tool or Video Player options? Make sure "Attendee Hub" is enabled for your event under General > Event Features.
Determine if you want your live stream session to be recorded.

If the session will be recorded, decide if attendees will be able to go back and re-watch the video from the Attendee Website after the session has ended.

In the Video Player Details section, locate 
the Video Source Region dropdown. Select the region that is closest to your speaker, presenter, or studio locations to help streaming performance. If there are speakers in multiple places, select the region closest to the majority of them.

When you're done, click Save.

3 Share the host and speaker URLs. The meeting links for your session will be automatically generated in a new Video Conferencing Details section. This includes the Host URL, which the session host must click to allow speakers to join the session.

Follow these instructions to share the relevant link with the session host and speaker separately. 

4 Wait for the streaming details to be generated. In the Video Settings tab, the Video ID, Stream URL, and Stream Key will be automatically generated 48 hours prior to the session. The Stream URL activates 90 minutes before the session start time and is required to live stream the session. The URL will be deactivated 30 minutes after the session start time if you do not start the live stream, meaning that you have up to 29 minutes after the session begins to start the live stream.

For the best attendee experience, keep your session times up-to-date in Cvent. However, if you need to push your session start time back after the Stream URL has been created, click Edit in the Details tab, adjust the session time, then click Save. Keep in mind that the URL will still deactivate 30 minutes after the new session start time.

5 Understand the attendee experience. On the Attendee Website, the "Join session" button will appear on the session page five minutes before the session start time, allowing attendees to access the embedded video experience.
Live Stream Session
 
If an attendee clicks the button before the live stream is started, they will see a message within the Cvent Video Player letting them know that the session will start soon.


Setting Up Collaborative Sessions
NOTE: To configure a collaborative session, you must have access to Cvent Video Conferencing within your event permissions.

1 Access the Video Settings tab. Begin by selecting your Flex event. From the left-hand navigation, click Agenda, then Session List.
 
NOTE: This content was created for the New Experience. If you haven't already, click Switch Now at the top of your account to follow these steps.

Select your session. The Details tab opens by default. Click the tab to the right, Video Settings, then Edit.
NOTE: Don't have the option to edit this page? Make sure "Will any part of your event be virtual or have a live stream?" is set to Yes under General > Event Information.
 
2 Configure the video settings for your session. In the Session Setup section, select Live from the dropdown.
 
Session Setup - Live Session
 
Under Session Type, select Collaborative.

Under Video Conferencing Tool, make sure Cvent Video Conferencing is selected.

 
Collaborative Session Settings

If the host records the session, decide if attendees will be able to go back and re-watch the video from the Attendee Website after the session has ended.

Once you're done, click Save.

3 Share the host URL. The meeting links for your session will be automatically generated in a new Video Conferencing Details section. This includes the Host URL, which the session host must click to allow attendees to join the session.

Follow these instructions to share the Host URL with the session host.

4 Understand the attendee experience. On the Attendee Website, the "Join session" button will appear on the session page five minutes before the session start time.

Once the meeting has started, attendees can click the button to join the meeting in a new browser tab.

Collaborative Session
 
If an attendee clicks the button before the meeting has started, a new browser tab will open with a message letting them know that the host has not started the meeting yet. Once it's started, the attendee will automatically enter the meeting within the new browser tab.


Setting Up Pre-Recorded Sessions

1 Decide on a format for your session. Determine if your session should be in video on demand or simulive format.

2 Verify your event time zone, if necessary. For simulive sessions, your pre-recorded video content will be scheduled to play at a specific time based on your event's time zone.

To double check your event's time zone is correct, begin by selecting your Flex event. From the left-hand navigation, click General, then Event Information.

 
NOTE: This content was created for the New Experience. If you haven't already, click Switch Now at the top of your account to follow these steps.

Scroll down to the When section and verify that you've selected the correct Time Zone for your event.

Event Time Zone

If it needs to be updated, click Edit, choose the correct time zone, then click Save.

3 Access the Video Settings tab. After selecting your Flex event, from the left-hand navigation, click Agenda, then Session List.

Select your session. The Details tab opens by default. Click the tab to the right, Video Settings, then Edit.
NOTE: Don't have the option to edit this page? Make sure "Will any part of your event be virtual or have a live stream?" is set to Yes under General > Event Information.

4 Configure the video settings for your session. In the Session Setup section, select Pre-recorded from the dropdown.

Session Setup - Pre-Recorded Session

Under Video Player, make sure Cvent Video Player is selected.
NOTE: Don't see the Video Player dropdown? Make sure "Attendee Hub" is enabled for your event under General > Event Features.

If you decided your session should be in simulive format in Step 1, set "Is this a simulated live session?" to Yes, then choose if you want your video content to start playing at the session start time, or up to five minutes before. If you set this setting to No instead, your video content will be made available to attendees five minutes before the session starts.

Decide if attendees will be able to go back and re-watch the video from the Attendee Website after the session has ended.

5 Upload the video file. In the Video Player Details section, click Upload. Videos must be less than 5GB and in .mp4 or .mov format.
NOTE: If your video is larger than 5GB, submit a case to request assistance uploading the file.

For the video settings, we recommend 1920x1080p resolution, 30fps frame rate, and H.264 codec.
 
Upload Pre-Recorded Video
 
NOTE: To use a video you've previously uploaded for another session within the same account, click Input Video ID instead. Enter the Video ID listed above the existing session video, then click Confirm. This option can only be used when "Is this a simulated live session?" is set to No for all sessions using the same video.

Search for the video file on your computer, then double-click to select it. You'll then see a "Your video is uploading" message. You must remain on this page while the video is uploading.

Once the file has been successfully uploaded, a new Video Status section will appear, indicating the current processing progress in real time.

Video Status Section

Click Save. The processing time will depend on the length of the video, though you can safely navigate away from this page in the meantime.

When the video is ready, a checkmark will appear next to the message "Your video is ready" in the Video Status section, and the middle frame from the video will be displayed as the thumbnail by default. Upload a custom thumbnail, if desired.

Video Ready

6 Understand the attendee experience. On the Attendee Website, the "Join session" button will appear on the session page five minutes before the session start time, allowing attendees to access the embedded video experience.

Pre-Recorded Session

For an on-demand session, the video content will start playing when an attendee clicks the button. Attendees will be able to pause and replay the video as desired.

For a simulive session, if an attendee clicks the button before the session start time, they will see a message within the Cvent Video Player letting them know that the session will start soon. Attendees who join the session late will not be able to rewind to start the video at the beginning. If an attendee pauses the video, it will jump ahead to the currently "live" content when they start it again.
 

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