Know about what Events are and the best practices about creating, conducting, and managing Events and attendees.

Events overview

An Event is a meeting, seminar, presentation, course, curriculum, virtual classroom, or recording moved to Content Library wrapped with pre-event and post-event management features. Event management features include registration, reminders, and event-tracking surveys and reports.

Consider creating an event in the following situations:

  • You want participants to register. You also want the option to screen participants for the event based on their registration information.

  • You want to create branded event pages, such as listing and description pages that publicize the event as well as branded registration and login pages.

  • You want to customize the collected participant data for your reports. Because this data is based on registration information, it supplements the reports that relate to event content, such as the responses to quiz questions in a course or polling questions for a meeting.

  • You want people outside your organization to participate. Events are often listed on public websites, so many participants can find your event there and register at the site.

  • You want to send automatically generated email messages, such as invitations, reminders, registration confirmations, and thank you notes.

  • You want to track individual campaigns, such as email offers, search engine campaigns, or banner ad campaigns.

    An event has three phases:

  • Pre‑event tasks include determining the number of licenses available, creating content, establishing permissions, and inviting, registering, and reminding event participants.

  • In‑event activity requires the attendance of participants. It requires presenters’ attendance for on-demand events or when an event includes a meeting or seminar.

  • Post‑event tasks include redirecting the participant’s browser to a specific URL, answering outstanding questions from participants, and monitoring various event-tracking activities through surveys and reports.

Pre‑event tasks

Careful pre‑event planning and task maintenance can ensure that events run smoothly and that post‑event activities can be completed quickly.

Determine how many licenses you have

Before you set up an event, determine how many licenses you have. Based on your account license, you can set the registration limit for a particular event while creating the event. Check with your Adobe Connect Central administrator for licensing issues.

Specify content for the event

Before you create an event, the content for the event must exist in Adobe Connect Central. (When you are setting up the event with the Event wizard, you must specify the content, meeting, course, curriculum, virtual classroom, or seminar on which to base your event.) The following list shows several examples:

  • To create a training event using a course or curriculum, the course or curriculum must exist in the Training library.

  • To present content as an event, store the content in the Content library.

  • To use a meeting or a seminar as an event, the meeting or seminar must exist in the Meetings or Seminar library.

  • To use a virtual classroom as an event, the virtual classroom must exist in the Training library.

Establish event permissions

Permissions are important because they determine who can participate in, view, and manage events. Attendance permissions determine the roles and functions of attendees. An Event Manager assigns attendee roles when setting up the event in the Participant Management tab .

Attendees can have the following roles and permissions:

Invited

People who are sent an invitation to the event and are invited to register for the event.

Denied

A person who has registered, but is not given access to the event by the host.

Pending Approval

A person whose registration has not been approved by the Event Manager.

Participant

A person who can attend the event as a guest or a registered user from your organization. They have limited permissions.

Presenter

A person who shows content to attendees. Presenters are assigned Presenter permissions.

Host

The person who has full control of a meeting or seminar room used for an event. The host has full Presenter and Manage permissions and can assign permissions to others.

Note:

The Presenter and Host roles are used for live events (meetings and seminars) only. For all non-live events, only the Participant, Invited, and Denied roles are used.

Event library permissions define who can create events, modify events, and perform the tasks associated with the Event library files and folders, such as adding and deleting files. The file management permissions are Manage and Denied.

Register and approve attendees

Events require registration but don’t always require approval. By default, an event does not require approval, but you can change the setting when you create the event. If you do not require approval, anyone who registers is approved automatically. In this case, all registrants can attend the event, providing you have a sufficient license. (As the event host, you can always deny approval to anyone before the event occurs.) Requiring approval lets you control who attends the event. You can also let a person directly enter a live meeting immediately after registering for the meeting.

In‑event tasks

Much of the work involved in creating an event occurs during the content creation and pre‑event stages. If the correct content exists and you have completed the pre‑event tasks, the actual event goes smoothly. However, you may need to complete a few tasks during an event, especially if it is live.

Non-live on‑demand events

Events that do not happen in real time. Participants click a link to view a presentation or take self-paced course or curriculum. You can notify potential participants of the event through an email invitation or by publishing the event on the public events listing page of the organization website. Both the email invitation and the website listing contain a link that opens a registration form for the event. Often, no in‑event tasks take place during non-live events.

Live events

Scheduled, real-time events. During the event, it may be necessary to coordinate multiple presenters or approve attendees.

Post‑event tasks

After an event, there are several tasks and administrative activities to perform.

Thank attendees

Send a thank you email message to attendees. Also, consider sending an email message to people who were not able to attend.

Read reports

View event reports to obtain statistical data and participant information. Reports enable you to assess the success of the event and adjust the future events.

View the Event dashboard

Refer to the Event dashboard for a graphical representation of statistical data about the last ten of your most active events. The dashboard data reflects the last ten most active events over the past six months, in your My Events folder.

Check the library

Organize the event files in your library.

Best practices for events

Here are some tips and tricks for tasks that you perform for live events and during meetings and seminars associated with events:

  • Create a lobby. The lobby can be a Chat pod where participants meet and greet each other before the event begins.

  • Use PowerPoint animations. Appropriate use of PowerPoint animations can bring an event to life with motion and sound. Don’t add so many, however, that the animations become distracting.

  • Incorporate polls into your event. Polls give you instant feedback so you know if your message is getting through. They provide an easy way for your audience to actively participate in the event.

  • Leverage video assets. If you have appropriate video files, add them to your events.

  • Coordinate carefully between co‑presenters. Choose Meeting > Enable Presenter Only Area to include items such as an agenda with notes and moderated Q&A pod. Consider giving presenters Enhanced Participant Rights versus Presenter Rights.

  • With preloaded content, do a dry run before the event, at the same time of day you intend to conduct the event (network traffic differs by time of day). Use the exact hardware and network connections you plan to use for the real event.

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