Create & Manage Events/Webinars

Create & Manage Events/Webinars

Creating an event

Open Events -> Events.
Create a new event by clicking on the "Create New Event" button at the top:



The new event must be given at least a name and event duration for you to be able to save your new event. These mandatory fields will appear in red on the event creation page. The field is also marked as mandatory.



Once you have filled in this information, you can save the event by clicking on the button at the top. You can fill in other fields at this stage, but it is not necessary. You can edit/add to the event info later.


Preparation


Once you have saved the event, the actual event management page will open. In the preparation tab, you can edit the settings of the event. You can see the tabs for the stages of the event in the top right corner of the page.

Below the event name and tabs, you will see the so-called "broadcast centre" of the event. It contains the rest of the information needed to organize the event:



  1. Event thumbnail: Thumbnail of the event in the event list (and if embedded elsewhere).
  2. Starts in: time counter, shows the time to the start of the event.
  3. Date: the date and time of the start of the event.
  4. Duration: full duration of the event (hh:mm).
  5. Event URL: The address of the event page.
  6. Ingest point URL: Copy this to the settings of the streaming medium of your choice (e.g. OBS) to enable RTMP streaming.
  7. Stream key: Copy this to the settings of the streaming medium of your choice (e.g. OBS) to enable RTMP streaming.



The preparation tab has its own tabs, which can be found below the broadcast centre. In the first tab, you can edit / fill in more information about the event if you did not fill it in when you created the event.

Settings

Define the basic details of the event here.

Event Info

Name
Description
Localization
The name, public name and description are saved on a localization-specific basis. By selecting a language from the drop-down menu and then filling in the information in those fields in that language, you can create different versions of your event site for different languages. This allows participants to choose the version they want.
Name
The name of the event in the event list. If nothing is entered in the "Public name" field, this name will be displayed to the end user.  Mandatory field
Public Name
If filled, this name will be visible to the end user.
Description
Description of the event in the event list.
Start Time
The date and time of the event. The end user can now access the event. The recording of the event starts at this point and continues for the duration of the event. Mandatory field
Public Start Time
The counter in the event lobby is counting down towards this time. If no public start time has been set, the counter in the lobby will count towards the correct start time.
Duration
How long the event will be in Live mode.
Public Duration
The duration value to display to the end user in the event information. If the field is empty, the correct duration will be displayed.
Preview Mode
When an event is in Preview mode, the event page can be accessed as if it were in Live mode (even when the event is not live), and all access restrictions are bypassed.

Categories

Name
Description
Categories
Here you can organize your events into folders/categories. An event can belong to more than one category.

Event Languages

Name
Description
Event Default Language
Here you can choose the language that will be the main language used in the event. If you wish, you can make this information visible to the end-user (please contact customer service for more information).
Event Languages
All languages used in the event. If you wish, you can make this information visible to the end-user (please contact customer service for more information).


Event Code

Name
Description
Event Code
In certain cases, this can be used to link the event to a third-party system.

For more information on the other preparation tabs, see their articles.

After the event preparation, you can go to the "Live" stage from the tabs in the top corner.

Live

This is the event management view:



  1. Rooms: it's possible to create separate rooms for an event with their own broadcasts and message boards (contact customer services if you are interested). The room selected in the drop-down menu determines the live view visible to you (2) and the stream key (4) shown in Event Info.
  2. Live view: shows the live broadcast from the selected room (1).
  3. Ingest Point URL: Copy this to the settings of the streaming medium of your choice (e.g. OBS) to enable RTMP streaming.
  4. Stream Key: Copy this into the settings of the streaming medium of your choice (e.g. OBS) to enable RTMP streaming to this transaction room.
  5. Message Board: Message Board admin view. Here you can see all messages posted on the message board if the event theme used for the event is connected to the Icareus Message Board application. (For more information on message board management and event themes, read their articles.)
  6. Polls: on this tab you can create polls for the message board.

After Action

After the event, the "After Action" tab will automatically open when you open the event. After Action also has its own tabs:

Analyze

Here you can find the audience analytics of the event.



Recordings

The recording of the event is created automatically - it will appear in your videos after the event, named after the event. This can take a while: the longer the event, the larger the recording file and the longer it takes to transcode.



Once the recording has been transcoded, it will appear in the recording list on the "Recordings" tab. The recordings of the event will be displayed on the event page, if so specified in the event theme. If for some reason the recording did not appear in the list, or if you've unlinked it but wish to link it again, you can manually link it to the event through the "Add New" button.




Asset-specific functions:
  1. Unpublish/publish recording: Will show/hide the recording on the event page (if the event recordings are set to appear on the event page)
  2. Unlink: this will remove the event from the record list, but will not delete the file.
  3. Edit: takes you to the video page of the recording.
  4. Preview: opens a window where you can preview the recording.

Participants

If you set your Access Control to "Email Registration" or "Form" during the preparation phase, you will see all the people registered for the event here. You can download the list of participants in .csv file format by clicking the "Export CSV" button.



Fast event creation (video)


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