Session Setup guide - How to create session from dashboard on Airmeet

Modified on Mon, 19 Feb 2024 at 02:02 PM



TABLE OF CONTENTS


1. Overview

2. Add a new session for an Airmeet event. 

    2.1. Add Session

    2.2. Add an Activity (Types of session)

        2.2.1. Session:

        2.2.2. Break:

        2.2.3. Fluid Space:

        2.2.4. Explore Booth:

        2.2.5. Session as a Video Call

        2.2.6. 1-1 Speed networking:

        2.2.7. Pre-recorded video session:

        2.2.8. Stream into Airmeet ( Stream into Airmeet from another platform)

    2.3. Session Activity Components

3. Create parallel Sessions on Airmeet

4. Set up tracks for your event & map sessions to a track

5. How many speakers can an Airmeet session accommodate on Stage?

    5.1. On Stage 

    5.2. On Backstage

6. Live Stage Controls For A Session Host/Co-host

7. Invite Attendees to the Stage during an Airmeet Session

8. Hide session from the event after completion

    8.1. Unhide Session




1. Overview


Airmeet supports two formats: Webinar Events and Virtual Events. In Webinar Event format you can have a single track session (one session at a time), whereas, in Virtual Event format, you can have as many sessions as you want to, parallel or non-parallel.


2. Add a new session for an Airmeet event. 



2.1. Add Session


To add a new session, go to your event dashboard and click on the Sessions tab > Session List on the left.

Fill in the desired information, and once done, save it.



How to Add/Edit session (Virtual Event format)




Note: Videos will be updated soon.

How to Add/Edit session (Webinar Event format)



Steps to follow:


Event dashboard > Session tab > Session List > +Add an activity > Select activity (session) type





2.2. Add an Activity (Types of session)

Airmeet supports multiple types of activity i.e. as mentioned below



Note: 'Booth' session type is applicable in Virtual Event Formats only.


2.2.1. Session:

Using this Activity, the host/co-host and the speaker go directly live on Stage.


2.2.2. Break:

Add a session to fill in your schedule for a short break. Tea, Coffee, and Lunch breaks for attendees to take some time off.


2.2.3. 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 60 associated with each other.
Read about: How to set up a Fluid Space session and start a fluid space session during the event?


2.2.4. Explore Booth:

Drive more attendees to particular booths and increase value for exhibitors. Participants would be able to click on a specific booth and enter directly.

Read about: How to set up a 'Booth Session' to drive more attendees to booths?


2.2.5. Session as a Video Call

Unmoderated roundtable conversations, large group discussions, and the ability to hear and view all participants in a gallery view. You can have up to 1000 participants connected. 

Read about: How to set up a 'Session as a video call' session and start the session during the event?


2.2.6. 1-1 Speed networking:

Participants can match each other randomly, connect with other participants, and have a quick chat.

Read about: 
Add Speed Networking as a networking session

How to set up matching rules for speed networking sessions?


2.2.7. Pre-recorded Video session:

Create a quick automated pre-recorded video session and play your video at a specific time.

Read about: How to set up and start a "Pre-recorded Video session"?


2.2.8. 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.
Read about: 
How to "stream in" your Events into Airmeet via RTMP input?



2.3. Session Activity Components

While creating a session, multiple things need to be added. Following is brief information about each section:

 

Basic Info


a) Session Name: Enter the session name, which should be clear and descriptive. Session details are visible to participants on the landing page agenda and the platform.


b) Session Date: Enter the session date when the speakers and host will be going live.


c) Session Time: Enter the session time for participants to know what time they need to attend. You can also add a custom time by double-clicking on the time section.


d) Duration: Enter the duration of the session in minutes.


Host: The session host is one point of contact for a live session and manages the stage controls. A host can only be a team member of the community.

You can also hide the details of the Host from all the attendees.


Related article: How to hide a host from an Airmeet event?

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


e) Co-hostThe co-host feature allows you to have another user share event hosting responsibilities with the host. Having a co-host helps the host focus on moderating the event while the co-host handles the administrative aspect of the session.
Related article: What is a Co-host feature, and how to add a co-host to the Airmeet event?


f) Session summary: Add a brief description of the session, which participants can read about and get a glimpse of the session.


g) Speakers: Add & map up to 50 speakers for a particular session. Speakers will get an option to interact with each other backstage with other speakers and hosts and can go live whenever the session is live. 
Related articles: How to add a speaker and map them to a session?

How many speakers can an Airmeet session accommodate on stage? 

Note: For an RTMP-based session, the speaker can't join backstage or on Stage while the session is live. In contrast, as an organizer, you can add them as speakers and map them for an RTMP session to display their information on the event landing page and session agenda during the event.


h) Session tags: Tags are labels attached to a session or booth to identify or filter out the topic of interest.
Note: You can add up to 100 tags cumulatively for an event.


Access


i) Control who can join: The organizers/host can control who can enter individual sessions in Airmeet events. Controlling access can be done based on either Ticketing tiers or the list of registrants or attendees uploaded by the organizer using a CSV file upload, or both options can be used.
Related article: Control who can access your event session (restrict session-based entry)


j) Resources: Upload resources that can be used during the event and live session.

Related article: How to Setup & Manage "Resource Hub"?


3. Create parallel Sessions on Airmeet

Parallel sessions can only be created in Virtual Event format events. Therefore, the parallel sessions have to have a different host and speakers for each session, and event managers in the community can be the hosts of these sessions.

Related articleHow to create parallel sessions in Airmeet?




4. Set up tracks for your event & map sessions to a track

The tracks feature offers event organizers an easy and effective way to group sessions in the same category or target the same set of audiences under tracks. Tracks are also helpful when events have parallel tracks happening for different groups of audience segments.

Read more in detail: How to set up tracks for your event & map sessions to a track?


5. How many speakers can an Airmeet session accommodate on Stage?


5.1. On Stage
 

Airmeet can host up to 28 speakers per Session, including 1 host & 2 co-hosts and screen-share on stage.

An attendee can join the Stage by raising their hand one by one if 28 speakers are already there on Stage.



5.2. On Backstage


On session backstage, apart from the limit mentioned above, the community manager & event manager (team members) can also join backstage for a quick catch-up until the session is not live and would be pushed out as soon as the session begins.


Note: The above condition only applies if the community manager & event manager (team members) are not mapped as a host/co-host for a particular session.
It is recommended not to have more than 10 participants at backstage/stage for a smooth experience.




6. Live Stage Controls For A Session Host/Co-host


A session host is a session pilot with all the controls to run the session successfully.

Read more about stage controls for a session host/co-host.


Live Stage Controls For A Session Host/Co-host


7. Invite Attendees to the Stage during an Airmeet Session


Apart from mapped speakers, the attendees can also join you on stage during the live session in 2 ways.

  • Invite to the Stage by the session host
  • Raise hand request sent by attendee


Read in detail on How to Invite Attendees to the Stage during an Airmeet Session?




8. Hide the session from the event after completion


As an event organizer, you can hide a completed session from the event platform, which won't be visible to all the participants under the session tab & on the event's landing page.


To hide a session, kindly follow the steps below:


Step 1: Go back to the events dashboard > Sessions tab, Click on "Sessions List"


Step 2: You will see a "hide" button beside the session details for the completed session.



Step 3: Click on the hide button and re-confirm your action.





Once the session is hidden, all the participants won't be able to view the session under the session tab or on the event landing page.


8.1. Unhide Session

To show the hidden session, kindly click on the "Show" button, and after confirmation, the session will be shown on the event and the event's landing page.






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













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