✅ 8: Things to know before starting your event

  • Updated

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This lesson is about preparation. The following tips are good steps to ensure everything goes smoothly on the day of your big event.

Check the browser

Desktop

Currently, using the latest versions of Google Chrome or Mozilla Firefox on your laptop or computer guarantees the best experience, especially if you are an Organizer or Speaker.

However, check our browser compatibility article for more of our recommendations. 

Note: Sometimes, third-party extensions can affect the experience by blocking some of the Hopin interface elements. That’s why we also recommend opening the event in Incognito mode (command+Shift+N on macOS or Ctrl+Shift+N on Windows) on Chrome or Private tab (command+Shift+P for macOS or Ctrl+Shift+P for Windows) on Firefox.

Mobile 

On mobile devices the experience will be limited for Organizers or Speakers but sufficient for event attendees. In case the mobile device is the only you have, we recommend downloading the Hopin Mobile App. Alternatively, please make sure to use Safari on iOS and Google Chrome on Android, if you are unable to use the app.

Please check this article for more information on joining an event from your mobile.  

Check the internet

Video and audio streaming is heavy on the internet that's why we recommend running a speedtest (e.g. https://www.speedtest.net/) and make sure you have 30Mbps+ on both Download and Upload speed for the best experience and highest resolutions across the event.

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Note: The lowest bandwidth supported is 5Mbps. In case most of the attendees are known to have low-bandwidth internet connection, we recommend the event Organizers to adjust the Sessions Video Settings according to the lowest resolutions supported.

Tip: Mozilla Firefox works best for low-bandwidth internet connection for laptops or computers.

Check any settings on top of your internet

Some over-the-internet settings affect the experience and can prevent you from getting the best experience. Please make sure to turn off VPN, proxy or Firewall while organizing, attending or speaking at the event on Hopin platform.

Check your laptop or computer specs

Video streaming requires processing power. Please make sure you are using computers that are not more than three years old, have multiple core processor, 8GB+ RAM and a video graphics card that can handle 1080p 30FPS video resolution.

Do a test event

You can duplicate your main event by clicking the three-dot menu and select Duplicate. Change this copied event to “Hidden” or “Private” in the Event Dashboard > Setup > Basics page so that it is not searchable within Hopin. Your speakers will have to register separately for this event, but this will allow everyone to practice and become familiar with the venue.

Note: Please always use a new event for your official events. This ensures you have the most up to date features and functionalities. We recommend duplicating your official event for testing, checking configuration, speaker rehearsals, and more. However, any event that is going to be live to the public should be completely new for the best performance.

Register yourself for your event

Although you can preview your event at any time but clicking Preview Event at the top of your Event Dashboard, we recommend registering as an attendee with a different email address so that you can view your event from an attendee's perspective.

Register your speakers, moderators and vendors

Have your speakers and vendors register themselves on Hopin. You can use the Hidden tickets option to send them individual links to the Registration page.

Add your Speakers in the Event Dashboard > People > Speakers page and add them to their talks on the Schedule. We've also created these handy Speaker Instructions for you to share with your speakers.

Here's some additional information on how to assign Moderators to Sessions and vendors to Expo Booths, too!

Do a precall test

The Hopin Pre-Event Check is a tool we provide to test the stream quality of users' devices before participating in events hosted on Hopin. The test results will help determine if the local device set up is good to go for an event or if there are likely to be issues.

It is available at the following URL as a dedicated page: https://hopin.com/pre-event-check. It is also available within an event session. See how to run the test using both options in our dedicated article here.

Do a test run on the Backstage

Test your speakers’ AV devices (and yours) in the Backstage before the event. You can share the backstage link and test it at any time before your event is live. Remember to turn off the broadcast!

You can use Hopin backstage and Streamyard backstage to stream to your event. 

If you choose RTMP then make sure you test the links well before the event to avoid any issues on the day. 

Hopin’s automated emails and what you can do about them

Hopin sends automatic emails at key points in the user journey of attending your event. These email reminders are sent to attendees for events on all plans. You can use these, turn them off, or customize them on the Advanced plans only.

You can find more info on how to email attendees here.

The emails that Hopin sends are:

  • You are in. Delivered when the user registers. 
  • One-hour reminder. Delivered one hour before the event starts.
  • One-day reminder. Delivered one day before the event starts.
  • Start time changed. Delivered when the event gets rescheduled.
  • Magic Link Invitations. Invitations sent by magic links.
  • Refund Processing. Delivered when refund has been successful.
  • Ticket Cancellation. Delivered when a ticket is cancelled.

To turn off Hopin emails (Advanced plans only), click the Stop all emails button at the top of the Event Dashboard > Marketing > Customize emails page. 

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Also for Hopin advanced plan customers, you’ll have the option to customize all of Hopin’s emails under the Event Dashboard > Marketing > Customize emails page.

Check out more tips for successful virtual events.

 

Feel free to reach out to us at support@hopin.com in case you have questions or need assistance.

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