Virtual Event Guide for Presenters

This quick guide will take you through all the steps you need to host a virtual event on BigHeart.

IMPORTANT: Please test your system and review our System Requirements Check List before hosting any virtual event, training, or other web events on BigHeart. 

Scheduling a Virtual Event

Once you're logged into BigHeart, select "Events" from the left-side menu.

At the top right corner of the events overview screen, click "+ Create" to create an event. Select if it's a video conference or webinar/webcast. 

Fill out your event details including the community or communities you want to invite, the start date/time, duration, and event name.

Notes:

• Public Events: everybody in a community can enter as attendees to a public event ( if you select the "All community members" option)
• Private Events: Select the "Select community members" option to make a private event. Private Events are invite-only.
• Reminders: BigHeart will automatically send out conference reminders when the Virtual Event is created and 24 hours, 1 hour, and 15 minutes before the Virtual Event starts.
• Entrance: Admins and presenters will be able to enter the conference room 60 minutes before the event starts. Attendees can join the waiting room 15 minutes before the event starts.

Invite admins/hosts, presenters, and attendees.

Optionally, add a description and upload an event photo.

Click "Create Event". Now your Virtual Event is scheduled. You will receive a confirmation email with important information. Save this email. 

Managing your Virtual Event

After scheduling your Event, you can go to the event page and edit it by clicking the three dots in the top right corner. You will be able to invite people and change the privacy, description, type of event and event image. You can also click "registered" to see how many people registered for the event. You will also get a notification when people register. 

Joining your Live Virtual Event

As a host, you will be able to enter your event 60 minutes before it starts. Use the steps listed below to enter your event. 

1. Access your event: Use the personalized link sent to you via email or log into your BigHeart account and go to the community where you scheduled the event.
2. System Requirements: Enter the page on Google Chrome (you must use Chrome if you are screen sharing) or Firefox and make sure to quit any other video application (like Skype) running your computer. Please test your system and review our System Requirements Check List here.
3. Click the green Join button. Refresh the page (F5 on Windows, CMD+R on Mac) if you do not see the button. If you do not see this button, make sure you are in the right community and on the right event. 
4. Next, click the camera button. Your camera and mic will be activated. By default, it selects the "built-in" microphone and webcam.
5. If you wish to select a different web camera and/or microphone (you can plug in studio-grade cameras and microphones if recording an event), click the settings icon and it will take you to the test page. To change audio and video, use the drop-down menus to select these. Finally, if you wish to test your speakers or headphones, click the "Play Sound" button. Your webcam and mic will not "go live" until you click "Apply New Settings".  Finally, you can change the quality to HD, add filters and add backgrounds.  

Hosting your Virtual Event

Once you enter your event, the event is "live". This means that anything that you share (i.e. webcam, mic, presentation slides, videos, etc.) will be visible/audible to your audience (if anyone is in the room). We highly recommend testing your mic/camera/presentation etc. before your audience enters the room. 

Presenter's view inside the virtual event

• Recording your event. You must click the "Start Recording" button towards the top right corner of the conference room to record the event. Note: You can only hit record once - there is no pausing. 
• Enabling attendee mics/cams: The default settings for attendee mics and webcams is off. To allow them to share their mics/webcams you must to enable them. You can also request access to turn on their cameras if they are having issues. 

After the Event

Your recording link will be sent to you in an email or notification. You will be alerted by email or notification when the recording is available. Anybody who attended the event would be able to view the recording too. You can also download the recording to distribute to other communities and communications channels outside of BigHeart.

Additional Tips and Suggestions

Before the event, it is important to review all of our system requirements and video guides to ensure the best possible experience in the BigHeart event room.

• TEST, TEST then TEST again!!! Make sure you and your other presenters test the system at least a day BEFORE your event. Create an event only for yourself and enter to test your setup to make it just the way you want it.
• If you are planning on attending from a school, large corporation, or religious institution, make sure you are not behind a Firewall, or open the necessary ports if you are. 

• Update your Web Browser: Chrome or Firefox. (You must be on Chrome to screen share).

• Test your speed: High-Speed Internet Connection: A consistent high-speed connection with speeds of 2 mbps+ is required(15 mbps is optimum if you will be sharing your screen, video or presentation). Test your speed. If possible, a wired connection is much more stable and will help prevent dropped connections and interference.

• If possible, a wired connection is much more stable and will help prevent dropped connections and interference. 

• To increase your bandwidth, close all programs and applications not being used in your event. 

If you have any questions, please email [e-mail].