Scenario

You're done creating your event and everything seems to be set up - great work. However, you're not sure if you're missing something? Don't panic, check out our Event Checklist below for a quick run through of your event settings.

Quick Start

 Step 1: Check your video settings.

Have you connected all of the sessions to your video sources? Do you have any warnings at the top of the screen while in your event settings dashboard, telling you that you have a session without video?

Are all of your Hosts (for any webinar providers) appropriately connected? Do you see any error messages under Event Setup > Webinar Providers?

If you do have errors, it's worth checking:

  • Does your webinar plan have the right permissions. do you have the right number of hosts? Are you within your attendee quota? Do any of your host's sessions overlap and interfere with each other?
  • Our article on solving host connection errors - this has some handy hints on how to solve any sessions that won't connect.


✅ Step 2: Check if all of your Speaker Records are Active.

If you have Active Talks (but Inactive Speakers), your talk wouldn't be visible on the attendee-facing website. To make a Speaker Active, all you would have to do is click on Content > Speakers, then click on the three dots (...) next to any Speaker's record and select Edit RecordMake sure the Active box is ticked on for all your Speakers, and you're done. Don't forget to click Save if you make any changes. 


✅ Step 3: Preview all of your pre-recorded talks.

Previewing your sessions gives you the chance to see your summit from your attendees' point of view. You can view it in two modes: 'View pre' (shows you what a talk page looks like before your video being live) and 'View post' (shows you what a talk page looks like to your audience when they become 'live' - here you can check how the pre-recorded videos look like).

You can't preview live sessions, since the live video doesn't exist yet (it will happen in the future). Search our Knowledge Base for a help doc or let us know if you run into a problem with setting up a live video.


✅ Step 4: Check if you've chosen to have all attendees signed up for all sessions.

If you want to ensure your attendees don't receive email reminders and alerts for sessions they are less interested in, you might want to require attendees to choose the sessions they are interested in watching. To do this, go to Event Setup > Settings > Event Basics. Tick the box "Attendees required to choose talks?" so that they can add only the sessions they're interested in to their personal schedule during the registration process and get the relevant emails for those. 


✅ Step 5: Activate/de-activate email alerts and know when each email is sent.

Always decide which emails you want attendees to receive from HeySummit. To enable (or disable) them, head to Event Setup > Email Templates > Attendee Emails > Manage Templates > ... > Edit Record. From here, tick or un-tick the "Active?" box. When making these decisions, consider the number of emails an attendee will get throughout your summit, the information included in each and ensure that's what you want for your attendee experience.

To help with this, you should have a good understanding of when and how often the template emails are triggered. Plus, if you're all about increasing brand visibility, you can also customize the email reminders and alerts yourself. Please note that if you want to send any specific emails to your attendees that aren't included in our template list, you will have to do it manually.


If you haven't checked the setting to 'Email attendees only if they have tickets?' on, this means even people who haven't fully completed checkout will be emailed about sessions that they may have selected during registration. Make sure you understand what different attendee statuses mean just in case people who don't have a 'Complete Order' status get in touch with you and ask why they couldn't access the event content.

We recommend thinking about the number of reminders people get - especially if you have attendees who have signed up for many talks during one day. 


 Step 6: Check tickets

As an event organizer, you've got the option to set up a multitude of tickets, each with their own restrictions, price points and expiration dates. Ensure you've set prices and ticket categories correctly by heading to Revenue and selecting Tickets from the sub-menu to review these carefully. In particular, make sure:

  • If you don't want any expiration dates or content restriction, you don't have to fill in those fields - just leave them blank rather than inserting '0'.
  • You've synced any changes so that they are applied.
  • Your tickets provide access to the days and sessions that you want them to - if they expire too early, or don't include the right sessions, then people might not be able to access the content.

 

 Step 7: Check feedback questions

If you have feedback questions set up, remember they must be answered in a Yes/No format, as those are the only two options attendees will have when selecting the answer. Feedback questions pop up during attendees' visits to your summit website on the date you specify. To customize these, head to Engagement > Feedback Questions.

 

Step 8: Offers and Giveaways

Have you set up any Giveaways, Offers or Freebies? Make sure you've reviewed your configuration including number of winners, and that you know where each type appears and how winners will be determined and notified.