Create Your First Event

Who can use this feature?

Who can use it? Workspace Owner, Admin

Which Pricing Plan?On which plans? All Plans

Whether you’re hosting a quick brainstorm meeting or a large public webinar, creating your first event in Livestorm is easy. You can create your event however you want then customize it according to your needs. This article will walk you through the simple process, step-by-step — it only takes a few minutes!

IN THIS ARTICLE

Create Your Event Through Multiple Pathways

There are multiple pathways you can follow to create an event, depending on your preferences: dashboard, calendar, personal calendar system.

Create Your Event Through the Livestorm Dashboard

You can create your event through your Events dashboard in Livestorm.

1
Go to your Events dashboard. Click on Create New Event in the top right-hand corner.

Create Your Event Through the Livestorm Calendar

You can also create your event by clicking on the calendar in your Livestorm dashboard.

By default, the events created from the calendar are booked for 1 hour but you can of course change the duration in the settings.

1
Click on any white part of your calendar.

Team members with a "Member" role won't be able to create, edit, start, or end events. Also, they won't be able to access the event settings and won't be able to email invites. This is only possible with the Admin role.

Create Your Event with a Personal Calendar System

You can also create an event directly in a third-party calendar app, such as Google Calendar or Outlook Calendar, as long as it is integrated with your Livestorm account.

Creating an event in this way will NOT automatically synch to your registrants' personal calendar system. They must manually add your event to their own personal calendar.

1
Open up your third-party calendar app and create an event (Google Calendar used here as an example).
2
Fill out the required fields.
3
Choose to add a video service as your location. For example, with Google Calendar, click on Add video conferencing and choose Livestorm from the add-ons list below. Make sure to save your event.
4
Your event will then show up in your Events dashboard in Livestorm.

Configure Your Main Settings

When creating your event from the Livestorm dashboard or calendar, you are prompted to configure your main settings.

These settings can be changed anytime afterwards, when you configure your event’s advanced settings as well. 

You can:

1
Name your event
2
Adjust the URL
3
Adjust the event access settings
4
Determine speaking permissions
5
Choose your date, time, and time zone
6
Add any future sessions
7
Add any team members you wish

Add a New Session

You can always add, edit, rename or delete sessions to any event for a recurring event. All pre-configured settings will apply to any session you choose to add, unless you edit the settings.

You can add a custom title for each session of your event!

To add a new session:

1
From the dashboard, click on the event that you’d like to add a session to.
2
Click on Add a session in the top right-hand corner of the dashboard. You can add as many future sessions as you want.
3
Fill in the required fields for the name (1), date, time, time zone (2), and team members (3).
4
Click on Schedule sessions in the bottom right-hand corner.
5
Your new session is now created! 

Edit a Session

To edit a session you can:

1
Click on the Sessions tab from the navigation bar on top of your event’s dashboard.
2
Click on the Edit button of the session you want to edit.
3
You can change the name (1), session date, time, and timezone (2), add a team member (3), and add a guest speaker (4).
4
Once you are finished editing your session, click on Save updates in the lower right-hand corner.

You cannot change any settings for one session without changing them for all settings, except the title and date.

You can add new team members to a new session, but you will have to add them again to each session that you add unless you add them at the creation of your event.

Delete a Session

To delete a session:

If people have already registered for a session, you won't be able to delete that specific session. Instead, you can cancel it. This way, all remaining emails will be canceled as well. If someone tries to connect to the Event room for that session, they will be redirected to a page stating that the event is canceled.

1
Click on the Sessions tab from the navigation bar on top of your event’s dashboard.
2
Click on the Edit button on the session that you want to delete.
3
Click on Delete session.
4
Confirm that you want to delete your session.

Configure Your General Settings

Once your event is created, you can further customize it according to your needs under the settings tab of your event’s dashboard. You can make changes to your general settings as well as configure any optional settings you desire.

Choose Your Event Access Settings

You can adjust your event’s access settings to regulate who gets to see, register for, and join the event.

For those who are outside your workspace (anyone who is not a member of your team in Livestorm), you can allow them full access to see and join your event by marking Access in settings. This means that they will be able to access the registration page to register and join the event in addition to being able to access the event by the shared event link. 

  • If you do not want them to see or join your event, you can mark No access in settings. This means that they will not be able to access the registration page to register and join the meeting or access the event by the shared event link. You can always register someone manually as an exception.
  • As a separate access setting, you can mark Access or No access for everyone on your team (in your workspace).

You can always register anyone as an exception through manual registration.

Choose Your Event's Speaking Permissions

You can always invite someone to speak or remove a speaker from the stage regardless of your event settings.

Who gets to speak during your event is up to you, depending on what kind of event you are having.

You can select either:

  • Only team members and guest speakers can speak. This option allows you to limit the stage to only those who were planned to speak.

or

  • Everyone can speak. This option allows you to be more flexible and lets up to 25 participants in your event join the stage to speak if they desire to.

Someone under compatibility mode won't be able to speak in the room even though you gave the permission.

Once your event starts, you cannot change the speaking permissions.

Set Your Time Zone

Once you choose the desired date (1) and time of your event (2), you can set the duration and time zone (3). Time zones are set by city and country.

While creating or adding new sessions, select the location that you will be running the event. We will adapt and display the timezone according to the timezone of your visitors and registrants. So anyone who views your registration page will see the date/time of your event in their own timezone. Same for the date/time in the automatic emails. No messy conversions on your end or your registrants!

Options are available for time zones all around the world! Your recipients will receive your email invitation with the time zone that they are currently in, translated from the time zone that your event is in if need be.

Once published, you will be able to edit the date and time. Do not change those parameters if you already have registrations. People may already have saved the calendar event on their calendars, etc.

Each event can have a duration time of up to 4 hours and 45 minutes total. You can always start and end your event early.

This is just an estimation that will be displayed on the registration page to let your registrants know how long the event may last. It will NOT automatically stop your event after you have reached your estimated duration.

Choose the Language of Your Event

You can choose to host your event in one of the 24 different languages available with Livestorm. We will translate everything that is visible to your registrants and attendees: the landing page, the Event room, and the emails.

🌎 So far we handle 24 different languages: French, English, German, Croatian, Arabic, Spanish, Portuguese, Russian, Korean, Danish, Dutch, Polish, Swedish, Norwegian, Italian, Lithuanian, Czech, Turkish, Finnish, Slovenian, Chinese, Japanese, Vietnamese, and Greek 🌍 Feel free to ask if you need another! You can get in touch with us at help@livestorm.co.

Customize Your Registration Page

You can customize your event’s registration page to fit your needs by:

  • Adding a registration limit to control how many people can register for your event

  • Adding or deleting a registration field that registrants must fill out

  • Adding any additional consents that must be agreed to upon registration 

  • Adding the registration page to your company page

In the top right-hand corner of the dashboard, you can also view your registration page in detailed or light mode. Detailed mode will display all event, company, and host information on the page while light mode will only display a quick access page to register and join your event.

Customize Your Event Room

Under this setting, you can configure your event room to:

1
Enable the chat, questions, polls, and people tabs
2
Hide your attendees last names from the wider public
3
Allow attendees to download shared PDF presentations

Customize Your Event's Design

The Design setting allows you to personalize your event’s registration page and any associated emails. You can change the:

1
Background color
2
Text color
3
Access button background color
4
Access button text color
5
Company logo (in the place of Livestorm’s logo)
6
Cover image for the background

These customizations will appear on both your registration page and in the emails that are sent to your registrants about your event from your Livestorm account.

Set Your Event Emails

There are 5 emails that are automatically assigned to your event. You can preview, edit, and delete any of these to fit your needs and you can add a new automated email.

If necessary, you can also add a new email template to use instead of the one suggested by Livestorm. To do so:

1
Click on Add an email in the email settings tab.
2
Click on Manage templates.
3
You will be redirected to the email settings of your Livestorm account. Click on Create template in the top left-hand corner or in the middle of the window.
4
Fill in the required fields.
5
If necessary, send a test to yourself from the Send a test button in the top right-hand corner of the screen.
6
Once you’re done, click on Create this template.
7
Once the template is created you can access it from the drop-down menu of Add an email in the email settings tab.

Choose Your Recording & On-demand Settings

Recording is automatically enabled for each event.

Recording doesn't work when you have an iframe video source.

Recording is automatically enabled for each event. If you do not wish to record your event, you can simply uncheck the box Automatically record upon event start.

The setting will apply to all the event sessions.

You can also manage who has access to the replay to be:

1
No one: This option removes the replay video from emails after the event, but you will still be able to download it as the event host.
2
Registrants and attendees: This option is checked automatically and means that the replay video will be accessible to all registrants of the event afterwards, whether they were present or not.
3
Anyone on demand: This option allows you to have an on-demand event and means that anyone with the shared link will be able to register and watch the replay after the event is over.

Choose Your Video Settings

Your video will automatically be streamed using Livestorm’s platform, however you can also configure another streaming source for RTMP streaming or another desired iframe. You can learn more on how to set it up in our Help Center documentation.

Make sure to configure your desired streaming sources before you start your first session of the event. Once you have started a session, you cannot add another streaming source for future sessions

Configure Your Automations

You can also add an automation to Start Event, End Event, Play a Video, or Redirect to a page.

Make sure you enable automation on the right-hand side of the Automation title.

To add an automation:

1
Click on Add Automation.
2
Choose the desired automation from the drop-down menu.
3
Click Add automation.

You can delete or modify an automation:

1
Click on Edit on the right-hand side of an existing automation.
2
Click on Update automation to modify your automation or Delete automation to delete it.

Add Apps/Integrations

You can integrate external apps within your Livestorm account to help manage your events, such as HubSpot, Zapier, Google Calendar, etc. You must configure their integration ahead of time in the Apps section of your account settings in order to activate them in the Apps tab of your event’s optional settings.

You must activate any desired apps for your event in the event settings beforehand, even if they are already configured in your general account. You can visit our integrations section of the Help Center for more information on how to set up specific integrations.

Test Your Event

After you have adjusted the settings of your event as necessary, you can test out your registration page and even room beforehand to see what they will look like.

Test the Registration Page

You can preview your registration page in both detailed and light modes.

1
Click on Registration page in the top right-hand corner of your event's dashboard.
2
Choose Detailed or Light from the drop-down menu.
3
You can then preview your registration page in a new tab.

Test the Room

Thanks to our preview mode, you'll see that you'll be able to see the changes that you make to the event room directly.

Your event will only start when you press Start event. Until then, no one will know that you are in the event room.

Just access the room and don't click on the Start event button. Make sure you have the "Not started yet" label at all times. If you click on Start event the notification emails will fire to all your registrants. You may find more information about previewing your event room here.

1
Click on Event room in the upper right-hand corner of your event’s dashboard.
2
Configure your camera and microphone settings as desired. Choose to Join the stage or Watch event.
3
You will be able to preview your event room to see your chat, questions, polls, and people tabs.
4
To make any further changes to your event, click on Leave and confirm you want to leave the room to return to your dashboard.

Publish Your Event

When you are finished adjusting your settings, make sure to publish your event. Click on the green Publish event button in the top right-hand corner of your dashboard.

Once your event is published, all programmed email invitations will be sent out and your registration page will be made available.

Share Your Event

When you are ready, there are multiple ways to share your event for others to see and register for it.

You can always copy and share the event link.

1
Click on Share event in the top right-hand corner of the dashboard.
2
Click the blue button that says Copy event link. You can now share this link with anyone.
3
Your event link is now copied! 🎉

Share the Registration Page

You can also share your event's registration page as a link or embed code.

1
Click on Share event in the top right-hand corner of the dashboard.
2
Click on Share registration page. Choose Copy link or Get embed code from the drop-down menu.
3
If you choose Get embed code, you will be led to the integrate registration form that will show you your embed code and a preview of the embed.
4
To copy the code, click on the blue Copy button in the top right-hand corner of the box that contains the embed code.

Manually Register Someone

If you would like to register someone for your event as an exception or make sure that they are registered, you can manually register them at any time.

1
Click on Share event in the top right-hand corner of the dashboard.
2
Click on the Register someone manually tab.
3
Choose which session you want to register them for (1) and input their email (2).
4
Click on Confirm registration.
5
If you want to add another registrant manually, click on the + Add a new registrant button that appears below.

Send Email Invites

We send the email invites & reminders through no-reply@livestorminvites.com and no-reply@livestormevents.com, but there is a "reply-to" with the account owner's email. If you want to change the "reply-to" email address, you can go to your Settings > Team profile and add a "Contact email".

If you have a paying plan, you can also invite people to register for your event from the Email invites tab on the top navigation bar.

1
Go to the Email Invites tab for your event. Click on Invite contacts.
2
Preview your invitation email if desired and then input the emails of those you wish to invite in the provided window below.
3
Check the acknowledgement of GDPR and consent for reception.
4
Click on Invite contacts. Your invitations are now sent! 🎉

Duplicate Your Event

If you would like to duplicate your event, you can do so from the Events section of your dashboard.

Any sessions and registrants associated with your event will NOT be duplicated!

You can always further edit your events to fit your needs after duplication!

1
Click on the Events section from the side navigation bar of the dashboard.
2
Hover over the event that you want to duplicate and click on the … to the right-hand side of the title.
3
From the drop-down menu, choose Duplicate.
4
Choose a name for your duplicated event (1). Edit the URL if necessary (2).
5
Click on Duplicate event in the bottom right-hand corner.
6
Your event is now duplicated! 🎉

Delete Your Event

If you would like to delete your event, you can do so from your Events dashboard.

1
Hover over the event that you would like to delete and click on … to the right of the title.
2
Choose Delete from the bottom of the drop-down menu.
3
Confirm that you want to delete this event. It will permanently delete the registration page, sessions, registrants, and event room associated with this event.
4
Your event is now deleted.

As you can see, creating your first event is simple and takes only a couple of minutes. Happy creating! 😊

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