Bevy Virtual Conference cheatsheet

This article offers tips on crafting your conference agenda and outlines the roles you'll play within the conference experience.

Conference roles and permissions

Hosts

All chapter team members automatically join virtual events as hosts. Attendees can be promoted to be a host role, but they won't have access to the admin dashboard. 

Hosts can:

• Join any session

• Promote others to hosts

• Enable presenter mode for yourself

• Enable presenter mode for others

• End the event early

• View a list of check-ins

• Join the event before it starts

• Access attendee information

• Start / Stop recording

• Moderate chat

• Enable and manage Q&A

• Simulcast a live session

Presenters / Speakers

• Presenters can turn on the microphone, camera, and screen share.

• Presenters can direct message (DM) a host to enable presenter mode.

• If prompted, presenters should grant their browser to access their microphone and/or camera.

• For stage sessions, host may provide a backstage link. Anyone entering the backstage will be able to broadcast to the main stage when ready. 

• To broadcast or present in stage sessions, presenters need to be in the backstage area.

• For non-stage sessions, host may provide a "green room" to enter in order to test your microphone and camera prior to joining the live session.

• For non-stage sessions, the presenter's name and picture will appear for attendees for the duration of their presenter mode. Presenters' camera and microphone will be turned off by default, and can toggle them on/off as needed.

Attendees

• Attendees can join the session by first RSVPing and then clicking Join Event on the event page.

• Attendees can be promoted to hosts or presenters by hosts.

• Attendees can send general chat in the chat tab.
  Attendees can direct message (DM) each other or hosts.

• Attendees can ask questions under Q&A, as well as vote or sort the questions.

The tables below show what permissions the different roles have in events.

Audio and video

Chat

Q&A

Mode and event

Booths

Agenda Components

When building your conference agenda, consider these four key components:

Stage

The stage in Bevy uses broadcast technology to stream to an unlimited number of attendees.

You'll primarily use the stage to host your events, setting up "stage sessions" and scheduling "breaks" as required.

• Can use multiple stages simultaneously.

• Can live-stream content to a stage.

• Can stream pre-recorded content via RTMP keys.

• Can utilize  backstage functionality.

• Can have a maximum number of 9 presenters on the stage at once.

  • Visible maximum is only 5 if there is a screen share active.

  • The first 5 presenters to join on audio and video are the ones that show.

  • “Break” session types are not joinable.

Sessions

Sessions outside of the stage experience:

1. are designed for a more intimate gathering.
2. provide live conferencing for up to 5,000 attendees.

Within session:

• An unlimited number of concurrent sessions are permitted.
• Segment sessions by ticket types, e.g., create a 'Speaker Green Room' only visible to attendees who registered under a “speaker” ticket type.
  • Speakers can use the Green Room to get set up and check to make sure everything is working prior to sending to the main stage or session.
• Sessions can be live or pre-recorded.
• No backstage functionality is available for non-stage sessions.
• Utilize breakout rooms for structured networking for attendees.
• The number of presenters changes the maximum number of viewers.

Booths

Booths in Bevy simulate an in-person sponsor booth and are open for visitation throughout the conference.

Booths are a great place to showcase your supporters, sponsors, and partners.

• Booths are visible the entire duration of the event.
• Booths are accessible from the top conference navigation bar not within Agenda.
  • If you do not add a booth, the Booths option won't appear.
• Booth can display a static image or a video.
  • If video, attendees can click to play on demand.
• Hosts can optionally convert to a live booth during the event, via a button within the booth experience.

Networking Tables

Networking in Bevy simulates an in-person networking table and are open for visitation throughout the conference.

Networking tables are great ways to engage your attendees in your virtual conference! Attendees join networking tables to connect on topics they are interested about, birds of a feather discussions, and more. 

• Host can create an unlimited number of tables in advance to help attendees find their interested tables.
• Segment tables by restricting certain ticket types, or leave them open to all. 
• There can be 2-50 attendees in one table at any given time (chosen at time of setup).
  • The number of attendees allowed within each table is the same for all tables across the conference
  • However, hosts are able to exceed the set attendee capacity limit, unless the room is already at 50 attendees.
• All attendees join with presenter mode, with audio, video, and screen sharing access.
  • Attendees can toggle off and on their camera or microphone as they want.
• Each table has its own dedicated chat.
• Each table can also be recorded if a host wishes.
• You can make updates while your event is taking place, including adding and removing tables or making edits to existing ones.
  • Note that these changes will only be visible to attendees who refresh their networking settings (navigate away and back).
• Networking tables are accessible from the top conference navigation bar not within Agenda.
  • If you do not add a table, the Networking option won't appear.