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Create a conference event

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Learn how to create a Bevy Virtual Conference event, build its agenda (including Webinar sessions), and prepare speakers with the correct live-room access.

Create the event in the Legacy Chapter Dashboard, then build an agenda with at least one Stage or Session. Without a Stage or Session, hosts, moderators, and attendees see an empty agenda and cannot access conference content.

Note: Use Bevy Virtual Meetup for one room with 1,000 attendees or fewer. Use Bevy Virtual Conference when you expect more than 1,000 attendees or need multiple sessions, stages, or a full agenda.

Create the event

To create a virtual conference event:

  1. In the Legacy Chapter Dashboard, select Events.
  2. Select New Event, then select a Virtual Conference event type. Your administrator controls which event types are available.
  3. Complete the General Information tab.
  4. Add People roles, such as speakers, for the public event page and agenda. A People role does not give someone live presenter controls. For live access, add trusted speakers to the chapter team with permission to host events, or plan a Backstage dry run and enable Presenter mode in the room. See Manage event people and speakers and Roles and permissions in Bevy Virtual Conference.
  5. Add Sponsors & Partners. Depending on your community settings, this tab might be named Sponsors or Partners.
  6. Add Tickets. If your community uses RSVPs, this tab is named RSVPs.
  7. Select Save Draft, then preview the event before publishing it.

Complete the event details

Title and description

  • Enter a clear event title and description.
  • Drag images into the description when needed.
  • Select text to apply formatting such as bold or italic.
  • Optionally, add analytics tags if your administrator enabled them.
  • Optionally, hide the event from the chapter page and member emails.

Schedule

Enter the date and time when the conference begins and ends.

Location

For a hybrid or in-person event, enter the physical location. Select a Google Maps suggestion, add any location details, and choose whether to show the location on the event page.

Virtual event platform

Conference event types automatically use the Bevy Virtual platform. You do not need to select a platform.

Event Tracking

Enter the Facebook Pixel ID if your team uses one to track the event.

Build the agenda

After saving the event, open Agenda and save after each change. Use these building blocks:

  • Stage — Main broadcast area for keynotes and headline talks. Backstage is available only on Stages.
  • Sessions — Live or recorded rooms for breakout content. On the Sessions tab, use Select session format to choose Standard, Many-To-Many, Webinar, or Pre-recorded.
  • Booths — Dedicated spaces where sponsors and partners connect with attendees.
  • Networking — Small-group tables where attendees meet.

Add breaks between Stage segments when planning the schedule.

Choose between a Stage and a Session

  • Stage — Use a Stage when hosts and speakers need to enter early. Backstage is available only on Stages. See About backstage in Bevy Virtual Conference.
  • Sessions — Use a Session for an interactive or presenter-led room that does not need Backstage. Sessions do not have a Start session button.

A Session’s Join button remains Starting soon until 15 minutes before its scheduled start time, including for hosts. If speakers need an earlier technical check, use a Stage and prepare them in Backstage.

Tip: For a large listen-only audience, choose Webinar under Select session format on that Sessions-tab item (audience hidden; only presenters on camera). Webinar is available when your community has webinar features enabled. Format steps and day-of notes: Configure a session in Bevy Virtual Conference. Concept overview: About Bevy webinar mode. Planning capacity: Capacity and limits in Bevy Virtual Conference.

Each agenda item provides unique content and interactivity options within the entire conference experience. Full format labels and Join timing for Stages and Sessions are covered in Configure a session in Bevy Virtual Conference.

How the agenda appears on the event page

The public conference agenda on the event page reflects what you add in Agenda Builder for Stages and Sessions (and other agenda blocks you configure). After you save agenda changes, preview the event page to confirm titles, times, and speakers display as expected.