TABLE OF CONTENTS

  • Creation of an event
  • Basic Info
    • Edit events details
    • Copy event link
    • Mention organizing community name
    • Mention organizer email address
    • Enter event description
    • Enable universal stream key
  • Event entry
    • Entry rules
    • Customize registration form
    • Enable "Event replay"
    • Feature your event on the Airmeet website
  • Venue settings
  • Schedule
    • Add multiple activities (sessions)
  • Speakers & Hosts
    • Add speakers
    • Send an invite to speakers
    • Re-arrange speakers
  • Booths
  • Sponsors
  • Leaderboard
  • Stage backdrop
  • Videos
  • Live stream
  • Branding
  • Tickets
  • Recording
  • Analytics
  • Integration


We have updated to the new dashboard. Try Now

How to switch to Airmeet new events dashboard and roll back to the older version of the dashboard?

How to set up your event using Airmeet New Event's Dashboard? | Conference Format


1. Creation of an event


Step 1: Go to the dashboard. (www.airmeet.com >sign in> Dashboard)

Step 2: Click on "Create Event" from the top right side of the page.



Step 3: Select "Conference"  and fill up the event details.

Create your Airmeet event by entering the following details.


a) Airmeet Name: Enter the name for your event

b) Start Date & Time: Enter the event start date & time.


c) End Date & Time: Enter the event end date & time.

d) Time zone: Select your time zone and region.

Note: Participants from another time zone will see the timing according to their system time zone.

After all event details are filled in, click on "Create Event."




Step 4: Once your Airmeet event has been created, it will land you up into the event dashboard, where the setting up of the event is being done. 

The event dashboard includes multiple tabs which help in building up your event.


2. Basic info
 

This section of the dashboard includes the information which is shown on the event landing page, such as the landing page banner (promo image), details of the event, event description, and the link of the event, which is being sent to the audience after setting up the event.


Change Community Name (Event Level):  
Change your community name that appears for a particular event from the basic info by clicking on the pencil icon beside "Event organized by".



Contact Email Address:
Provide a way for attendees to reach out to you in case they need any help or assistance by entering the organizer email address for attendees to reach out to them.


3. Event Entry

This section of the dashboard allows the event organizer to manage the attendee entry.

Entry Rules

Here the event organizer has four choices:

1. Anyone can enter via their unique link 
2. Only people who are invited can enter 
3. Anyone can enter after signing in 

4. Anyone can enter without signing in

 

1. Anyone can enter in just 2-steps with a unique link: 

This event entry will allow the event participants to enter the event hassle-free without requiring OTP or sign-in. The unique event access link will be sent to the email address provided by the registrants.


Refer to the following article for detailed information: How to set up a 2-steps email authentication entry rule for participants?


2. Only people who are invited can enter

People on the participant list can enter the event using their unique links.

An event organizer can use this option to restrict event access to specific people. The event organizer needs to upload a list of authorized attendees.


Only the attendees (imported emails ) specified on this list are allowed to enter the event, and other people who have your event link but are not included in the CSV will not be able to join the event. They will get a message saying that the event is private.


Send an invite via email.

After uploading the list, the event organizer will have two ways to invite their participants:

  1. Send participants the event link, and only those included in the CSV file uploaded will be able to attend your event.
  2. Send every participant a unique link via email.



Refer to the following article for detailed information: How to set up event entry rules for attendees?


3. Anyone can enter after sign in: Login is mandatory. Use this to verify the email address of attendees and manage abuse effectively.

An event organizer can use this option to capture email and other information about the attendees. The attendees are required to log in with their email and then fill the event registration form.

Share the event link with your target audience only, as anyone who has this event link would be able to enter the event. Email addresses will be shared with the event organizer and provided in the event analytics report.


This option also helps in managing abuse. You can also block abusive attendees during the event, and they won’t re-enter the event with the same email address.


4. Anyone can enter without sign inShare the event link with your target audience only, as anyone who has this event link would be able to enter the event. 

The attendees would be required to enter their basic details on the event registration form while entering the event, displayed on the attendee badges during the event.



Refer to the following article for detailed information: How to set up event entry rules for attendees?


Participants

As an event organizer, you can track the source from where the participants were added to the list and if the email was sent to invited participants or not.

The list contains a few fields which show the source of participants added to the list.


  • Participants name - Name of participants
  • Email address - The email address entered via registration or added by the organizer on the invitation sheet.
  • Type - Shows the type of participants (Attendee, Exhibitors)
  • Added via - Tracks how the participants were added to the list:
    • Registration - Registered from the event page by using the event link
    • Invitation - Added by organizer through CSV list uploaded
    • Ticket - List of ticket holders is being shown here and keeps updating from time to time.




Customize Registration form

Add checkboxes, text boxes, dropdowns, and more to your forms, giving you the power to curate attendee cards and personalize reach-outs throughout the journey. 

Read about: Customize Registration Form & Attendee Card


Participants

As an event organizer, you can track the source from where the participants were added to the list and if the email was sent to invited participants or not.

The list contains a few fields which show the source of participants added to the list.


  • Participants name - Name of participants
  • Email address - The email address entered via registration or added by the organizer on the invitation sheet.
  • Type - Shows the type of participants (Attendee, Exhibitors)
  • Added via - Tracks how the participants were added to the list:
    • Registration - Registered from the event page by using the event link
    • Invitation - Added by organizer through CSV list uploaded
    • Ticket - List of ticket holders is being shown here and keeps updating from time to time.




Email Notification


Customize the emails going out to the event registrants and attendees from Airmeet. 
The following emails are available by default; organizers can edit their content.
 

Read about: Customize & send email notifications to event participants?



4. Venue Settings


Brand your event by adding your event logo and an opening banner on the reception page for attendees to see. Reception is the first thing attendees see once they enter the Airmeet event.
Currently, Airmeet has two different layouts which the organizer can use to enhance the participant's experience. 


1. Default Reception layoutDisplays the venue banner along with session details and event partners on a single page.


2. Customize Reception layout: A fully customized single image having the option to embed a video and transparent clickable links to redirect your participants to other parts of the event.


Help Articles:

How to set up the Reception (Venue) in Airmeet in conference format?

How to set up “Customized Reception” in an Airmeet event?



5. Schedule 


This tab would showcase the session details if it were a multi-session of an event or a single session event and the type of session (Host on Airmeet or Stream through software). 

Map Speaker & Host/Co-host along with session description that needs to be displayed to attendees. You can add as much as the session you want to, according to your set agenda.


Airmeet supports multiple types of session formats:

  • Session (Go live directly on Airmeet)
    Using this option, the host/co-host, along with the speaker, goes live on stage.
  • Speed networking (Attendees get matched one-on-one for time-limit conversations)
    Participants can match with each other randomly and connect with other participants, and have a quick chat.
    Reference: Add Speed Networking as a networking session
  • Break (Tea, Coffee and Lunch breaks for attendees to take some time off)
    - Add a session to fill in your agenda for a short break. 
    - It will be available just as a blocker and will not be a session to attend.

  • Fluid Space:
    Participants can move around to start conversations with others in their proximity and connect with them. You can have up to 300 participants in a group of 25 connected with each other.
    Read about: How to set up a Fluid Space' session and start a fluid space session during the event?

  • Explore Booth:
    Drive more attendees to particular booths and increase value for exhibitors. Participants would be able to click on a particular booth and enter directly.
    Read about: How to set up 'Booth Session' to drive more attendees to booths?

  • Stream into Airmeet ( Stream into Airmeet from another platform)
    An event organizer can stream into a session via RTMP feed through any third-party encoder or platform.
    Reference:: 
    How to "stream in" your Events into Airmeet via RTMP input?



References:


Note: The last session end time of the event is considered the end time of the event.


6. Speaker & Hosts 


Speaker:  
This section lets the organizer add a speaker for their event and map them with their relevant sessions. The event organizer can map a speaker for as much as the session they want to except for a parallel session going live at the same time.

References:

Host: 
The host for an event can only be a team member of your community or the Airmeet creator, which can be mapped according to the respective session.

Reference: How to add a community team member (Event Manager) in Airmeet?




 

Note: A speaker and host can’t be mapped to parallel sessions.

7. Booth

The event organizer can add booths with booth tags to your events to exhibit your product and services. 

The event organizer can add or delete booths from the booth tab & add up to six exhibitors to set up their booths. The event manager & community manager has admin rights to set up the booth from their end as well in preview mode or while the event is live. 

Read about: 
How to set up booths in Airmeet?
How to add Booth Exhibitor in Airmeet?


 
 



8. Sponsors/Event Partners



The event organizer can add sponsors/event partners for their event and arrange them in different tiers. Sponsors are visible on the event landing page and on reception (only in the default reception layout) for the organizer to promote them.

The event organizer can add or delete the sponsors and also manage the tiers from here. You can create your own customized tiers by default. Airmeet provides Gold, Silver, Bronze tier for convenience purposes, which can again be edited/renamed by the organizer according to their convenience.


The maximum number of tiers that can be created is 10.
The maximum number of sponsors each tier can have is up to 50.


 

9. Leaderboard

Track, Reward, and Gamify your event participation with the attendee leaderboard. The leaderboard automatically curates a list of your top attendees based on a points system which you can decide before the event.


Read about: How to Setup "Leaderboard" on Airmeet to Maximize Your Attendee Engagement?


 
10. Stage Backdrop

 

Add a zing to your event experience with a static backdrop on stage to emphasize the look and feel. 
Add as much as the stage backdrop for your event and give all your sessions a unique look and feel for your audience to view. You can also add an event theme or sponsor logo at the top of the banner to give more visibility. 
 

Read about: How to add stage backdrops to the Airmeet session?



 


11. Videos


The event organizer can upload & play a video to the video library or upload a video that the host can play during the session. The event organizer can upload as many as videos they want to 

File size:  2GB/video
Supported format supported: MP4


Read about: 
Guide to go live with Pre-recorded videos on Airmeet session



12. Live Stream


Live stream to any audience, no matter the scale. We make it easy to stream your Airmeet sessions to a vast no of people to increase your social media reach.

Airmeet supports streaming on Youtube & Facebook and streams into other platforms using custom RTMP


Read about:
How to stream Airmeet events on Youtube? 
How to stream Airmeet events on Facebook?
Streaming with RTMP


13. Tickets


The event organizer can monetize their event in Airmeet and sell tickets to their audience for attending the event. The event organizer needs to connect or create a "stripe account" or connect with an existing one where all the financial transactions are being taken care of.

Read about: Ticketing Guide For Organizer 




14. Manage Recordings


This option allows you to manage or download event recordings. You can download the recordings or share the links of your recordings after the session is completed.

 

Read about: How do I get my event recordings?


15.  Analytics



Analytics of virtual events is vital to understanding the stance of your business and organization in the virtual world. The report can also be used for promoting your services & products and generating sales. Airmeet does provide high-quality, detailed analytics of the events hosted on our platform.


16.  Integration



Integrate your cloud applications. Automate registrations, Marketing, and Sales processes.



Read about: Integrations, API's & Webhooks

Step 5: Preview & Start your Airmeet events

Preview Airmeet: 
To make your event more appealing, you would want to set up your virtual tables and booths with different names and logos, or even dedicate certain tables for certain people or groups. With Airmeet’s new feature, you can custom them and make them ready before your big day without starting your event.




Reference: Setup your Airmeet in preview mode without starting the event


Start Airmeet: 
Once everything is set to go live, the event organizer can start the event by clicking on "Start Airmeet" either from the dashboard or within the Airmeet when in the preview state. Attendees wouldn't be able to enter the event until you start the Airmeet. 



Pause Airmeet:  

The event organizer can pause the Airmeet to restrict entry for attendees from the dashboard temporarily.



Restart Airmeet:  

The event organizer can restart the Airmeet from a pause state so that attendees can join back in the event. Restart Airmeet can be done from the dashboard and as well as from inside the event by the event organizer.





End Airmeet:  

The event organizer can end the Airmeet to restrict entry for attendees from the dashboard permanently.

Note: Once the event is marked completed by clicking on the "End Airmeet" button, the event can't be restarted again. Kindly use this once your event is completely over.



 




Need more help? Contact support@airmeet.com or visit our 24*7 Support Lounge.



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