Creating a single-track event on RingCentral Events

  • Updated

Here's a comprehensive step-by-step guide covering everything you need to know about launching your RingCentral single-track event starting from initial setup. Single-track events can last up to 8 hours. They are perfect for single-day marketing demos, internal events and anything in between.

Note: Legacy plans (Starter, Growth, or Business) automatically create multi-track events. The option for a single-track session is exclusively available for our new Events plans.

On the Organization Dashboard, events that follow a single-track format are labeled as 'Sessions', while those with multiple tracks are categorized as 'Events'.

Step #1: Create your session

After logging in to your account, click the Create button in your Organization Dashboard.

First, select if you'd like to create a single track session or a multi-track event. This guide covers creating single-track events.

Note: Legacy plans (Starter, Growth, or Business) automatically create multi-track events. Refer to this guide for more information: Creating a multi-track event on RingCentral Events

Next, enter your basic event details. 

Session name: The name of your event can be changed at any time from the Event Dashboard.

Start/end date & time: The maximum duration of your Session is 8 hours.

Note: Your event limit is strict, but you can extend your event by 15 minutes before it closes in case your program is running late. You can also extend the time of your event from your Event Dashboard before the event ends as long as you remain within your duration limit mentioned above.

Next, you can choose your session style. It can be also adjusted later in the Event Dashboard. 

  • Stage: a professional stream powered by the StreamYard backstage studio.
  • Session: a live interactive experience where attendees can join the screen.

Finally, click Create session.

Once created, you'll be inside your Event Dashboard. The Overview page features a helpful checklist designed to guide you through the event setup.

Note: The Event Dashboard for a single-track event is different from that of a multi-track event. In a single-track event, certain event areas such as Expo and Networking are not available. 

Step #2: Check your Session details

Navigate to Setup > Basics in your Event Dashboard to access and adjust the fundamental Session settings. Some of them have already been configured during the event creation process.

Event format

If your event expands in scope and requires additional event areas or more detailed features of a multi-track event, you can transform your Session into an Event by modifying the event format. Under Event Format, in the drop-down, select Virtual Event, Hybrid Event or Onsite Event depending on your needs. After saving the changes, you will be instantly redirected to the Basics page of the new event type.

Note: It's not possible to convert a multi-track event back into a single-track one. 

Session Name and Time

The name of the event or the start and end times can be changed here. 

Your event times are automatically localized to your attendees' regions according to the timezone set in your event details. For example, attendees accessing your PST event in a BST timezone will see all PST timings in their BST timezone. For more information, see our guide What happens when attendees are from different time zones?

Recordings

You can also select if you'd like to record your session. This option is enabled by default. See our guide How to access recordings for additional information.

Session Style

You have the flexibility to change the selected Session style at any time. Changing the session style after setting it up will not remove any associated data.

1. Stage is powered by the StreamYard backstage. Therefore, once this option is selected, you will find the backstage link available.

Note: In contrast to multi-track events, the single-track event setup only allows the creation of a single Stage.

Additionally, you have the option to set up an RTMP stream. Simply navigate to the RTMP tab and click Generate RTMP setup. This action will provide both Preferred and Backup RTMP URLs and Stream Keys. For detailed instructions on using RTMP endpoints, refer to our guide: Using preferred and backup RTMP stream endpoints

2. Session is based on the Session event area. Within this setup, you can specify the maximum number of participants visible on screen simultaneously and whether the session is moderated. Enabling the Moderated Session option grants Organizers and assigned Moderators control over granting permission for attendees to participate with Video/Audio on screen.

Note: Unlike in multi-track events, the single-track event setup permits the creation of a single Session. 

Session Areas

Click Show session areas next to the selected session type to enable or disable additional areas and set where your attendees will land first when entering the session. Depending on the goals and nature of your event, you can choose any combination of these areas or all of them. Stage or Session will be enabled by default based on the selected Session style. 

  • Reception can be used as a lobby where people learn about the event and get oriented. It will show the event schedule and speakers added to your event. Additionally, you can add a welcome message and sponsors in the Event Dashboard > Setup > Reception page.  
  • Replay allows you to show event recordings to attendees during and after the event for up to 12 months. You will need to go to the Event Dashboard > Recordings to publish your existing recordings to the Replay area. 
  • Custom Area adds an additional icon to your event navigation and links to an external page of your choice.

Activity Panel

Within this section, you have the capability to toggle the engagement option located in the right-side activity panel on and off.

Step #3: Create tickets and registration

At RingCentral Events, we’ve built our own registration systems so you don’t have to worry about using another platform to collect, track, manage, and accept payments for your attendee list. However, it’s completely possible to use a separate registration system and then import the registrations in bulk or to send out Magic Link invites.

Note: In order to create paid tickets, you will first need to Connect your Stripe billing account.

Tickets

Navigate to the Event Dashboard > Registrations > Tickets page to create your tickets. You will see a free ticket created by default which you can delete or edit to fit your needs. Here is a guide where you can learn more about tickets settings: How to create tickets

Registration Form

The Registration Form allows Organizers to create required and optional registration questions outside the transactional process of selecting/purchasing a ticket. The custom questions can be added in the Event Dashboard > Registrations > Registration Form page. Learn more about question types here: How to create a registration form

Advanced Settings

In the Event Dashboard > Registrations > Advanced Settings tab, you can set up a custom registration close date for your event and to allow bulk ticket purchase by increasing the order limit. Refer to the following guide to learn more: Advanced event registration settings

Step #4: Create an event landing page

The registration page is where your attendees register for your event by claiming tickets. Our registration tools allow you to set up tickets for your event, promo codes, waitlists, registration forms, and more. The registration page also displays the various components of your event, if you have them, including sponsors, schedule, speakers, and booths.

Note: The registration page will only be accessible to preview or share to registrants once you've published your event.  

To set up your registration page, navigate to your Event Dashboard > Registrations > Event Landing page.

You have two options to set up your registration page: Classic and Canvas.  

Classic is our default option which allows some custom color branding and displays the event details and automatically event areas you've set up.

Canvas is a drag and drop page builder that provides a customizable layout, branding, speaker bios, and custom fonts. There are four main themes to choose from, but all are customizable. 

 

Step #5: Build event venue

Under the Setup tab in the Event Dashboard, you’ll find a couple of extra components that you can customize for your event, such as Reception (if enabled) and Schedule.

Reception area

The reception page is where attendees may land once they enter the event, so you want to help orient them. Here is where you can write your welcome message, add sponsors, and apps. Your event schedule, if created, will also appear in your reception page. Head to the Setup > Venue > Reception page to edit it.

If you’re hosting an event with no schedule, feel free to put a game plan here. For example, when an attendee first joins the event, where do you want them to go? Let them know here It’s also a good idea to add some tips such as, “how to get the most out of this event.”

The Reception page is also where you can add any links to resources that your attendees should know about.

See our guide How to customize your Reception page for complete details and instructions.

Sponsors

If you have sponsors for your event and you’d like to display them on your reception page, you can add them either from the Reception page settings.  Sponsor logos can be tiered into three levels of sponsorships: gold, silver and bronze. Learn more about how to add sponsors to your event in our guide Add sponsors to your event.

Schedule

Establishing a detailed and organized schedule is crucial when managing a multi-track event. It serves as a vital reference point for attendees, offering clear insights into the event's proceedings, locations, and timings.

Once you create a schedule, it automatically populates on your event's Registration and Reception pages. Here is a guide where you can learn more about it: How to create a Schedule for an event

Step #6: Add Speakers

Let attendees know who is presenting and featured at your event by adding speakers.

One way to add Speakers is by navigating to your Event Dashboard > People > Speakers page. Here, you can add, remove, and edit all of your speakers. You can also register them here or choose to just create their profile now and register them later.

Speaker can also be added directly from the schedule. Check out our guide How to add speakers for complete instructions and details.

Note: If you add a speaker and they have not yet registered for your event, they must join the event using the same email attached to the speaker profile that you created. 

Share Registration Page!

While there are numerous additional customization options available, you now have the fundamental components to kickstart your event. You can copy the Registration page URL to start promoting your event and use the test mode to rehearse with your speakers Backstage.

Tip: Before sharing your event link, it's advisable to preview your Registration page and Reception to ensure everything appears as expected.

Note: Unlike multi-track events, there's no need to publish a single-track event separately as it is automatically published upon creation.

All details of your event are editable at any time if you need to make a change, so there’s no pressure to make everything perfect before sharing the event link. You’re now able to keep track of registrants, ticket sales, and revenue on your Overview page.

 

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