How to Setup a Virtual Event in StarChapter
Updated: Apr. 16, 2020 | Pivoting to Virtual Engagement, Pivoting to Virtual Engagement On Demand | Subscribe 39
How to Setup a Virtual Event in StarChapter
Presented by Rebecca Chadwick
Rebecca Chadwick, StarChapter’s Director of Sales & Marketing, will walk you through the steps within StarChapter to show you how we were able to create today’s virtual event, Pivoting to Virtual Engagement in the COVID-19 Era. If you are hoping to offer a virtual meeting/event in the near future this session can’t be missed.
Additional Resources:
Knowledgebase article: https://kb.starchapter.com/content.php?page=Host_a_Virtual_Meeting
Today's Slide Presentation: https://www.starchapter.com/downloads/how_to_setup_a_virtual_event_in_starchapter.pdf
39 Comments
Dora
Apr. 8, 2020
How do you manage registrants that are neither listed as a member or non-member? We sometimes have people that are new to our meetings.
Replyliz
Apr. 7, 2020
I can't tell you how excited I am that this can work for us. We were floundering after having to postpone our conference. Thank you so much for your presentation and quick answers! I have one more question for you - are we limited as to how many links we can add to the event? We will have 9 or 10. And thanks again!!
ReplyRebecca Chadwick
Apr. 7, 2020
There is a configuration setting that controls how many threads are listed on a page it defaults to 10, but you an always change it. This is a great resource for Forum settings https://kb.starchapter.com/Forum_Configuration
liz
Apr. 7, 2020
Sorry to complicate this BUT... I asked you: I have a meeting already set up, that we've had to cancel, with 216 registrants. Can these registrants be transferred to a Virtual Event? And I'm really happy about your answer: Instead of transferring, you can change the original event into a virtual one. In Meeting Manager, change the date/time (if applicable) and the venue details. My new question: Can it possibly be a mixture of both?! If we host our conference at a later date, some members may attend in person while some would like to have the virtual event option.
ReplyRebecca Chadwick
Apr. 7, 2020
No worries. That's a great question. If the registrations in StarChapter aren't canceled yet (that is, you haven't hit "cancel" for those 216 individuals yet), then I would proceed with rescheduling the conference and changing the venue name to format it as "ABC Venue (Virtual Attendance Also Available)." I would also email the registrants to let them know about the changes. Alternatively, if you need to know in advance who will be attending in person, I would create a new event with different tickets for in-person versus virtual attendance, and send a meeting invitation to the prior registrants. You can also send them a coupon code if they paid previously.
Liz
Apr. 7, 2020
Can the presentations for the virtual event be a video uploaded to the site - or a link to a video that registered members can access? Does it have to be a "live" virtual event?
ReplyRebecca Chadwick
Apr. 7, 2020
Yeah the group restriction can be used for members only or for those that specifically registered for the event, If you are doing the prerecording like we did today you would just embed the video. This is our article on how to do that https://kb.starchapter.com/Embed_Youtube_and_Facebook_Video
Kris
Apr. 7, 2020
Hello! Once all the back end work is complete, how do you actually start presenting at the time of the virtual event?
ReplyRebecca Chadwick
Apr. 7, 2020
For this option the presentation would be prerecorded and you would just embed the video. This is a great resource on how to do that https://kb.starchapter.com/Embed_Youtube_and_Facebook_Video
Liz Kearney
Apr. 7, 2020
I have a meeting already set up that we've had to cancel with 216 registrants. Can these registrants be transferred to a Virtual Event?
ReplyRebecca Chadwick
Apr. 7, 2020
Instead of transferring, you can change the original event into a virtual one. In Meeting Manager, change the date/time (if applicable) and the venue details.
Nicole Blanton
Apr. 7, 2020
Thank you! This is great! Do you have to assigned each registered person to the Subgroup individually or are they automatically assigned to that event Subroup when they register?
ReplyRebecca Chadwick
Apr. 7, 2020
Typically that's the most efficient approach. You can also assign people to groups using imports. Our support team can guide you through it if you want to go with that approach just submit a ticket for guidance.
Denise
Apr. 7, 2020
Is there a way to include polling questions or other confirmations that registrants are listening? This is required for a virtual event to qualify for continuing education credit.
ReplyRebecca
Apr. 7, 2020
It would be the forum thread that would facilitate conversation. We had a few questions within the Keynote presentation that people answered in the thread. The forum doesn't support polling at this time, but you can request that as an enhancement through our ticketing system.
Lisa Chenevert
Apr. 7, 2020
Thank you for the presentation, it was very helpful information. How do you register for the board meetings, is that through the StarChapter site as well?
ReplyRebecca Chadwick
Apr. 7, 2020
The schedule is always on our Knowledgebase. You don't have to register just join in at the scheduled times.
Gina Grantham
Apr. 7, 2020
Rebecca, are you recommending anything other than the free Zoom account use with recent privacy policy warnings?
ReplyRebecca Chadwick
Apr. 7, 2020
That is the only platform I have had extensive experience with Capterra https://www.capterra.com/web-conferencing-software/ and G2Crowd https://www.g2.com/categories/video-conferencing have great comparison tools to evaluate other web conferencing options.
Barbara
Apr. 7, 2020
Thank you, Rebecca. Great presentation!
ReplyForrest Davis
Apr. 7, 2020
Great info, Rebecca. Are the steps you outlined available in a text/PDF document or in the knowledgebase?
ReplyRebecca Chadwick
Apr. 7, 2020
This is the link to the article https://kb.starchapter.com/Host_a_Virtual_Meeting
Allison P.
Apr. 7, 2020
Thank you Rebecca! Will the steps for creating a virtual event be accessible through the Knowledgebase for future reference?
ReplyRebecca Chadwick
Apr. 7, 2020
This is the link to the article that outlines the steps https://kb.starchapter.com/Host_a_Virtual_Meeting
Russell Watson
Apr. 7, 2020
Thanks Rebecca. Nice option - nice presentation!
ReplyLiz
Apr. 7, 2020
Great job! So with the multiple speakers in this virtual conference, how does that translate to the set-up directions that you just provided? Each speaker has a different forum.php?name=id### with its own thread for replies. The example seemed to be for one speaker. Please clarify.
ReplyRebecca Chadwick
Apr. 7, 2020
Yes each speaker would have their own thread just like we did today.
Kim
Apr. 7, 2020
When you are adding participants to the group so they can get the link do you have to add each person separately?
ReplyRebecca Chadwick
Apr. 7, 2020
Typically that's the most efficient approach. You can also assign people to groups using imports. Our support team can guide you through it if you want to go with that approach just submit a ticket for guidance.
Tina M G Stark, EA
Apr. 7, 2020
Hi, will you be offering the slides of what you just did?
ReplyRebecca Chadwick
Apr. 7, 2020
You can access the slides here https://www.starchapter.com/downloads/how_to_setup_a_virtual_event_in_starchapter.pdf
Lisa Chenevert
Apr. 7, 2020
Are there tutorials on the site that can assist you with the six steps you outlined?
ReplyRebecca Chadwick
Apr. 7, 2020
We have put together this article We have created a comprehensive article on our knowledgebase as well https://kb.starchapter.com/Host_a_Virtual_Meeting and you can always submit a support ticket if you have any questions.
Mary Tylus
Apr. 7, 2020
You clicked very fast on this -- are there step by step instructions written down that we can follow? And what do some of these boxes mean? That wasn't covered in the presentation.
ReplyRebecca Chadwick
Apr. 7, 2020
We have created a comprehensive article on our knowledgebase as well https://kb.starchapter.com/Host_a_Virtual_Meeting
Jay Thomas
Apr. 7, 2020
Rebecca, this is one of the sessions I most wanted to attend, but have a meeting I can't miss. Will the session be available on a time-shifting basis, even if through this afternoon?
ReplyRebecca Chadwick
Apr. 7, 2020
Yes Sue we are running out conference engagement competition for one of Stan's books until 4/10 Friday at 5pm ET so they will be open until then.
Sue
Apr. 7, 2020
Will the Comment threads be available through the rest of the week as well? Thanks!
Rebecca Chadwick
Apr. 7, 2020
Yes all of the recordings will be up throughout the rest of the week.