Building Events: Schedule

Last updated: January 5, 2021

The Schedule section is where Organizers lay the foundation of their Event's details, including the Registration Page layout, Event type, and more. 

Note: Once Organizers have completed the Event Details in the Schedule section, the foundation of the Event has been created. The Event build can be further customized, or Organizers can proceed with the default settings EventBuilder has created.

Screenshot: Event Detail with the Schedule option highlighted.

In this step, Organizers set the following options for their Event build:

  • Event Type/Modes
  • Layout
  • Meeting URL
  • Teams Live Events
  • Stream/Record
  • Title/Subtitle
  • Event Details
  • Adding Presenters, Moderators, Organizers

Event Type/Modes

Select your Event type: 

Screenshot: Event Mode options on the Schedule Step.Note: Specific Instructions for building In-Person Events can be found here.

Layout

To preview a layout, select the 'Click to preview' link below each option. Click the radio button to choose your preferred Layout.

Organizers can choose from three Registration page layouts: Classic, Marquee, and Clean. Classic is set as the default. Organizers can change the layout even after publication if they wish.

Screenshot: Registration Layout options: Classic, Marquee, and Clean, with the preview and radio buttons highlighted.

Meeting URL

Create and save a Teams or Skype for Business meeting in your Outlook calendar. The Teams or Skype for Business link will appear on the lower left of the meeting page in Outlook:

Screenshot: Join Microsoft Teams Meeting link from your Outlook calendar.

Right click and copy the Teams Event link, then paste the Meeting URL  in the required field:

Screenshot: Meeting URL field.

Teams Live Events

Teams Live Events are created from within your Teams client with a unique Attendee join link. EventBuilder's Registration, Security, Data and Reporting are available for use with Teams Live Events. Because a Teams Live Event is broadcast/streaming technology, EventBuilder Streaming and recording is disabled.

To create a Teams Live Event, go to your Teams Calendar, and in the upper right corner click on the drop down menu labeled 'New Meeting.'

Screenshot: New Meeting dialog in the Teams client, with Live Event highlighted.Enter the details of your Teams Live Event, then select 'Get Attendee Link' on the 'Invite' screen. The link will be copied to your clipboard.

Screenshot: Get Attendee Link in Teams Live Events
Enter the Teams Live Event URL in the Meeting URL field shown above. After entering your Teams Live Event URL, select 'Let Teams Live Event host my recording:'

Screenshot: Teams Live Event host recording option.

Stream/Record 

The options below will appear after the Teams/Skype for Business link has been pasted into Meeting URL field. Next, decide on streaming and/or Event recording.
Screenshot: "Do you need to stream or record your event?" selection checkboxes.

Essential, Pro, and Suite-level subscribers have the option to record their Events. Also, Suite-level subscribers can elect to use EventBuilder Streaming in a no-download browser, allowing for scale and additional security. 

Note: EventBuilder Streaming and Recording are not available for Teams Live Events.


Organizers who select streaming and/or recording should note that this functionality is dependent on the EventBuilder Bot. Be sure to admit the bot from any lobby into the presentation environment.

For non-streamed Teams Events, the following notification will appear regarding Attendee privacy interests:

Screenshot: Non-streamed Events privacy consideration alert. Transcript: "Non-streamed events deliver Attendees into Teams directory. Please consider Attendee privacy interests."

Event Title/Subtitle

Give your Event a Title, and, if desired, a Subtitle.

Screenshot: Event Title and Subtitle fields, with maximum character count (200) highlighted for each.

Event Title is a required field, with a maximum of 200 characters. Event Subtitle is optional, with the same 200 character limit. The Subtitle will appear on the Registration Page. In Streaming Mode or On-Demand Mode, the Subtitle appears in the Attendee Console as well.

Event Details

Next, provide Event details: Date, Time, Time Zone, Event Duration, Duration Display (minutes or hours), and choose if you would like to display the original Event date on the Registration page, after the Event is over. This setting can be changed at any time. 

Screenshot: Event details options, including date, time, time zone, duration, duration display, and original date display option/

Presenters/Moderators/Organizers

To assign Event Management roles, click on the green '+' highlighted below:

Screenshot: Section for adding Presenters, Moderators, and/or Organizers.

The following window will appear, providing descriptions for each type of role available. To select a User already added to your Portal, enter a portion of their username in the Search field and the system will automatically display matches. 

Screenshot: Add Event User window with the Search and Create New options highlighted.

Click 'Select' to choose an existing User, or click on the 'Create New' link. These actions open the Add Event User window where you can add User information.

Screenshot: Add Event User window - where Organizers can add Presenters/Moderators and their title, company photo, and bio, and hosted/presented by to their Event.
If the User already exists on your Portal, the E-mail Address field will be pre-filled. Changes made by an Organizer to the User information in this area will only apply at the Event-level.

Note: To make changes to the User information that will apply Portal-wide, Administrators can do so in the Accounts area, accessed from the left-hand navigation.

If the User is new, Organizers will need to add the e-mail address where their User will receive Event access information.
Organizers can then add User details, including a photo and bio. The Bio area includes a full-featured HTML editor. 

Changes made to User information at the Event-level will only apply to the specific Event the User is added to. To make a Portal-wide update to a User's information.

Navigate to bottom portion of the Add Event User window and select the following options:

Screenshot: lower portion of Add Event User dialog.

Role: Presenter, Moderator, or Organizer:Screenshot: Event Role drop-down menu.Display Order: For Events with multiple Presenters/Moderators, choose the order each Event User will appear. 
Display Presenter info on Reg Page: This option is helpful if your Event includes a Presenter who will draw Registrations.
When to send access granted email: Presenters/Moderators/Organizers receive an email with Event access information. Select when they receive their access email from the following: Send now, Send 1 hour before Event, Send now and 1 hour before Event, Do Not Send.

Screenshot: Access Granted email schedule options.

Presented/Hosted By: If you have opted for your Presenter/Moderator/Organizer to be displayed on your Registration Page, select your preferred Label Text option from the dropdown menu:

Screenshot: Presenter/Moderator/Organizer Label Text dropdown menu.

Learn more about Presenter-Moderator Access

Click 'Save' to return to the main Schedule window.

You can add additional Event Users, as well as edit or delete Event Users as needed:

Screenshot: List of Presenters/Moderators/Organizers attached to the Event, with the edit, delete, and add options highlighted. 

Click 'Save & Continue'


Next - Building Events: Setup - Options & Instructions


Back to top