Learn how Sessions work in Bevy Virtual Conference, which session formats let people appear on camera, and why a Session's Join button stays Starting soon until 15 minutes before its scheduled start time.
This article outlines how Sessions work in Bevy Virtual Conference. For stage sessions, see Backstage in Bevy Virtual Conference.
About Sessions
Sessions on the stage the format options are:
Important: A Session's Join button remains Starting soon until 15 minutes before its scheduled start time, including for hosts. Off-stage Sessions have no backstage, so there is no earlier way in. If speakers need an earlier technical check, use a Stage and prepare them in Backstage.
Applies to: Standard sessions, where only presenters can turn on a camera or microphone. Listing someone as a Speaker on the event's People settings does not make them a presenter. To let someone present, grant Presenter mode or Moderator mode from the person's Actions menu in the live room, or add them to the chapter team with permission to host events.
Tip: Many-to-many sessions let attendees display audio and video by default, within the capacity limits below. That is a different format from a Stage, and it is not a substitute for a rehearsal space.
Sessions on the stage the format options are:
-
Stage Session:
- Have an unlimited number of attendees.
-
Break:
- Breaks during a conference are essential for maintaining attendee engagement and productivity.
- Add a description in the Break session, so the attendees know what to do during the break. You can outline the conference schedule, including short breaks (10-15 minutes) and meals for longer events
Sessions outside the stage, can have the format:
-
Live session | Standard (only presenters on camera, 5000 max limit)
- Only the presenters can be on camera and speak.
- Provide live conferencing for up to 5,000 attendees.
-
Live session | Many-To-Many (first 50 on camera, 350 max limit)
- Are designed for a more intimate gathering.
- Anyone can be a presenter and be on camera (up to 50).
- The first 50 attendees joining will be on camera. This doesn't mean that the camera will be on if they said to turn it off.
-
Pre-recorded session:
- Unlike booths, pre-recorded sessions start at a specific time.
- Pre-recorded sessions are auto-played at the start time you set in the agenda.
- Users won't be able to rewind, or fast-forward. Once they are done, attendees can chat until the session end time.
- You can use a YouTube link or upload an MP4. YouTube links can be livestreamed.
Who can be on camera
| Format or role | Who can turn on camera and microphone | Has a backstage | Join opens early for hosts |
|---|---|---|---|
| Stage session | Hosts, moderators, and people granted Presenter mode | Yes | No |
| Standard session | Hosts, moderators, and people granted Presenter mode | No | No |
| Many-to-many session | Everyone in the room, up to the capacity limits above | No | No |
| Speaker (event People settings) | No. This listing is display only and grants nothing in the live room | No | No |
| Presenter mode | Yes, in the room where it was granted | No | No |
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 before sending to the main stage or session. The Green Room opens on the same 15-minute schedule as any other 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.
Create an on-stage session
- From the Agenda tab of your event, click the Stage tab where you want to add the session.
- Select the Day
- Click "Add session"
- Fill in the relevant details.
Create an off-stage session
- From the Agenda tab of your event, click the Sessions tab.
- Fill in the relevant details.
After a session ends, its button changes to Session completed and the room can no longer be joined from the agenda.