Many virtual event organizers rely on video conferencing tools like Zoom, Microsoft Teams, or Google Hangouts. Using these tools, event organizers typically create one or more online meetings to help organize their sessions. For simple events, a single online session format may be all that's needed. For more complex events, multiple parallel online sessions may be needed to deliver your event content.

Whatever your event format, managing and sharing all of the links involved in your virtual event with your attendees can be daunting. Event success hinges on your attendee's ability to find the links needed to connect.

How you manage and share your links is critical. You should consider the following factors:

For almost all video conference platforms, we recommend carefully planning out how many unique online video sessions you will require and how many of them will overlap. This will help you to minimize licensing costs associated with your chosen video conferencing solution and overall complexity.

In most cases when your sessions do not overlap you can pre-schedule a single session (the fewer the better). Once the session has been scheduled, you'll be able to obtain the session link ahead of time.

If sessions do overlap, you'll want to pre-schedule multiple concurrent sessions and then gather the session links for each.

Once you have all of your video conferencing session links, you're ready to share them in ClearEvent with your attendees.

ClearEvent offers a number of different ways to share your session links. How you choose to share your links depends primarily on whether or not your sessions will be open to the public, or only be accessible to approved attendees.

Session links provided by video conferencing platforms are usually quite long and are not memorable. In some cases, you may wish to shorten these links or make them easier to remember.

If you need to do this, we recommend that you use a tool like Rebrandly, Bitly, or TinyUrl to shorten the link.

Sharing a link publicly in ClearEvent means that the link will be visible to anyone that visits your Event Portal, regardless of whether or not they are an event attendee.

To share a virtual link publicly, open the Event Manager app and follow one of the suggested approaches below:

Add a virtual session link to the Event Portal header so that any visitor can easily access the virtual event link.

To do this:

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To do this:

You can also share links using publicly shared Schedules. In this example, let's assume we want to publicly share a Livestream link.
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​To do this:

Use the Messages module to include important session links in messages you send to your attendees. Messages are a great way to communicate with your attendees and share event details as they become available.

To do this:

To share a virtual event link with only certain registrants approved to attend your event, you will want to share it privately.

In this case, it's important not to disclose any session links publicly ahead of your event. For example, you only want to share the session links with registrants that have paid to attend your event.

To share a link privately, open the Event Manager app and follow one or more of the suggested approaches below.

The registration approval email message is automatically sent when a registration is received. It's a great place to include a link, since it will only be sent to the registrant when their registration is manually approved.

To do this:

You can include the link in the registration reminder email that is sent to registrants just prior to the event start date.

To do this:

You can set the Virtual Address setting on any registration form or ticket to include a virtual session link.

The "Join Online" button will now be displayed to approved registrants and valid ticket buyers when they visit the Event Portal > My Orders page, like so:
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You can also share links using Schedules that you share privately with specific registrant types. In this example, let's assume we want to share a Zoom meeting link only to my event's approved registrants.

To do this:

Use the Messages module to include important session links in messages you send to specific groups of attendees.

To do this:

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