An overview of the RingCentral Events platform

  • Updated

The best way to become a RingCentral expert is to deeply understand the variety of available features and the attendee experience. This guide gives an overview of the event formats, event areas, registration options, explains how attendees can interact with each other and get around the event. 

Note: The availability of certain features may vary depending on your chosen plan. 

Introduction to Event Formats

With the evolution of RingCentral, event formats have expanded beyond virtual events. Now, Organizers can choose from various formats with unique features and capabilities, catering to diverse event requirements. The available formats include:

Session

A single-track event format that can last up to 8 hours, ideal for single-day marketing demos, internal events and interactive workshops. Includes limited features and settings, ensuring quick and easy setup.

Virtual Event

A multi-track multi-day event format, suited for online conferences, big internal and external events. Offers multiple virtual spaces and advanced features and settings.

Hybrid Event

A multi-track multi-day event format, designed for events and conferences occurring onsite and broadcasted online, hybrid events with scheduled onsite and virtual components. Offers multiple virtual spaces and advanced features and settings, including onsite features.

Onsite Event

A multi-track multi-day event format, tailored for events and conferences with a physical location and no virtual broadcast. Includes onsite features.

Tip: Learn more about all four event formats here: Event Format Comparison Guide: Session, Virtual, Hybrid and Onsite

Introduction to Event Areas

In RingCentral Events, various virtual areas offer different engagement opportunities for your attendees. You have the flexibility to enable and disable them as well as to set the landing area based on your event's specific needs. 

Note: For Session event formats, only one virtual space is available: either a Stage or a Session. Expo, Networking and App areas are not supported. Learn more about it here: Session Event Format: Choosing and Setting up Session Style

Reception

The Reception area is the welcome page or “lobby” of your event. Here you can quickly find out what’s happening at the event currently: the organizer's welcome message, sponsors, the schedule, and speakers. The Reception area is best used for announcements, important links, sponsor messages, and event updates.

Check our How to customize your Reception page for details on how to set it up. 

Stage

It’s a one-to-many interaction area that supports up to 100,000 concurrent viewers. The Stage is great for your keynotes, presentations, panels, performances, and fireside chats.

The video content types supported on the Stage:

  • Built-in live video on the RingCentral Backstage powered by StreamYard. The most versatile interaction on the Stage that fits right in and requires the least of preparation. Up to 10 people can share video on stage and/or backstage at the same time. Check our How to use the RingCentral Backstage powered by StreamYard guide for an in-depth walkthrough.
  • Pre-recorded content from YouTube, Vimeo, or Wistia. The good old webinar-style pre-recordings that are great for promo or intro videos widely used by Organizers.
  • Live-streaming via RTMP. The most customizable experience that requires preparation, practice and knowledge of streaming capabilities. An awesome option for live concerts, live videos from multiple locations and any video layout you can imagine. OBS, WireCast, ManyCam, Ecamm, Switcher Studio, and more can be used with RingCentral to “hybridize” a physical event — you can pipe in live video from your in-person event onto the RingCentral Stage for your virtual attendees to view.

Check our Stage tutorial for more details on the Stage segment of the event. For Session event formats, refer to this guide: Session Event Format: Choosing and Setting up Session Style

Sessions

The Sessions segment of RingCentral delivers the best experience for group discussions, multi-track conferences, training workshops, hackathons, breakout rooms, webinars, and teams. In Sessions, you will see virtual roundtables for speakers and attendees to interact. This is often where attendees ask questions to the speakers on camera.

Imagine you have tens of Sessions during your multi-day event. RingCentral made sure to declutter the Sessions segment and in case the Sessions are tied to the Schedule, they will automatically appear five minutes before the time on Schedule and automatically hide once their time is up. Attendees can view the list of previous sessions by clicking Show past segments at the Reception area of the event.

Note: In multi-track events, there is no limit to the number of concurrent sessions you can have during your event. Optionally, attendees can create any number of their own sessions during the live event.

Check our Sessions tutorial for more details on the Sessions segment of the event. For Session event formats, refer to this guide: Session Event Format: Choosing and Setting up Session Style

Networking

The Networking area is a dedicated area to promote 1:1 connections between attendees. Here, you can find the Speed Networking feature, recommended connections as well as a search function to find other people at the event.

Speed Networking is similar to one-on-one meetings on a FaceTime call. This segment is designed to recreate the “coffee-in-the-lobby” conversations or watercooler chats that are important at an in-person event. When an attendee participates in Speed Networking, they are matched either with a random attendee and meet for a set time preset by the Organizer.

Attendees can click the Connect button during a call to exchange contact information and after the event the newly made contacts will appear at the Connections page of their attendee dashboard.

Speed Networking stays randomized, but can be set to a specific ticket type to segment the matchmaking between groups of ticket holders: whether it’s everyone meets everyone in a general networking experience, or targeted, such as at recruiting and job fairs, interviews, teachers and students, coaching, dating, pitching, and so on.

Check our Networking tutorial for more details on the Networking segment of the event.

Expo

The Expo area is the virtual exhibitor hall with exhibitor booths in your event. It’s great for featuring a wide array of brands, products or services, just like a trade fair, job fair, or sponsor showcase.

Every booth can have either a pre-recorded video in it such as a YouTube, Vimeo, or Wistia clip, live stream via YouTube or a live video session with an exhibitor “manning” and moderating the booth. All embedded videos added to the Expo are played on demand, i.e. the attendee accessing the booth will have the ability to play/pause/skip the video.

Plus, every booth also has a customizable CTA button that can collect emails when set to Register interest or be a custom text linked to any valid external hyperlink.

Note: In multi-track events, there is no limit to the number of concurrent booths you can have during your event.

Check our Expo tutorial for more details on the Expo segment of the event.

Replay

The Replay area serves as a dedicated space for attendees to access and catch up on presentations and discussions they might have missed during the live event.

Event Organizers have the capability to manually publish existing Session and Stage recordings into the Replay area. Additionally, the Replay area can be configured to remain accessible for attendees up to 12 months following the conclusion of the event.

For detailed information on setting up event recordings in the Replay area for attendee access during the event, refer to our comprehensive guide Replay: Making event recordings available to attendees during the event. 

App area

The App Area enables integrating various entertaining and interactive apps directly into your event environment. By adding this feature, you can offer your attendees a diverse range of engaging activities without diverting them away from the RingCentral platform or your event. Some of the integratable apps include Captello, Testimonial, Kumospace, Buzz Radar, Capsule, WeBooth, Mootup, and Picture Mosaics.

For detailed instructions on setting up the App Area, refer to our guide: How to set up the App Area.

Custom area

Additionally, you have the option to include one custom area, allowing you to personalize the attendee experience further. With a custom name and uploaded icon, this area can serve as a direct link to an external webpage, such as your company website or a specific landing page related to your event.

For step-by-step instructions on configuring the Custom Event Area, refer to our guide: How to set up the Custom Event Area.

Introduction to Registration

RingCentral Events offers a comprehensive built-in registration system equipped with various features to tailor the registration process to your audience's needs. With options to create both free and paid tickets, add custom registration questions, control ticket availability, facilitate bulk registrations, and manage existing registrations, organizers have ample flexibility to streamline attendee registration.

Registration page

Attendees can access the event registration page to purchase tickets and secure their spot at your event. There are two primary options to set up your registration page:

  • Classic: This default option allows for some custom color branding and automatically displays event details along with Schedule, Speakers, Sponsors and Expo booths you've configured in the event settings.
  • Canvas: Utilizing a drag-and-drop page builder, Canvas offers extensive customization options including layout, branding, and custom fonts. With four main themes to choose from, organizers have the flexibility to create a visually appealing registration page tailored to their event's aesthetic.

It's also possible to embed the registration widget into your website: How to embed the event registration page on a third-party website

Magic Link Invites

For targeted invitations, Organizers can upload a pre-selected list of invitees and send them Magic Link Invites. When clicked and accepted, these magic links automatically sign up the attendee for the specified event and create an account for them, streamlining the registration process. Learn more about this option here: How to create and use Magic Links 

Uploading Registrants in Bulk

If you already have a list of attendees or have collected registrations on a third-party platform, you can seamlessly import your list in bulk with a simple click. Find out more about the bulk upload functionality here: How to bulk upload registrants

Integrations

RingCentral Events integrates with several CRM and Marketing systems, like Hubspot or Marleto, enabling organizers to automate registration imports and exports to and from their events. This integration streamlines data management and enhances efficiency for event organizers. Learn more about available integrations here: Which Apps are available on RingCentral Events?

Entering the Event

Attendees can access the event in two primary ways: either through the magic link provided in event emails or by signing in to their user account via the Profile Dashboard. Upon entering the event, registered users will be directed to the designated landing area, typically the Reception page.

If the event has not yet started, attendees will see the waiting room with the basic event information, the countdown to the start time, and access to the Event-wise chat as well as seeing any existing polls, registered people, and Q&As in the right side activity panel. All other event areas will be greyed out and unaccessible. 

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The Organizer can also enabled the Early Access to give attendees access to the Reception and Networking areas before the event starts. 

Getting Around

Similar to a physical event, the online event experience is self-directed but with way-finding tools and signs to help people easily get around. Attendees ultimately choose where they want to go.

By default, all enabled event areas on RingCentral are open during the entire event. However, Organizers can direct Attendees to the most relevant segment via signposting options:

  • Event Schedule. A Schedule shows the attendees what’s happening, where they should be, when, and who’s speaking.
  • My Agenda. Attendees can add scheduled items to their own personal agenda which will be shown in a dedicated tab in the activity panel.
  • Live and Now tags. When the Stage is live or Sessions, Networking and Expo are happening now according to the Schedule, the red LIVE and NOW tags will appear on the left side navigation panel, conquering the attention span of the event attendees.
  • What’s happening now banners. When attendees first land in the Reception area, there’s a large clickable button that hints at What’s happening now for all attendees and will get to the specific event segment in one click.
  • Announcements. Organizers can send announcements to all attendees during an event by using the announcement feature within the event. This will be shown on the attendees' screens as a notification.
  • Highlighted chat messages sent by Organizers. Chat messages sent by the Organizer are always highlighted to get easily identified by the Attendees.
  • Pinned chat messages. Any extra information or useful links to related content can be pinned by Organizers to always be visible to Attendees on top of any Stage, Session or Expo chat.
  • Shortened URLs. This is a powerful tool for giving attendees one-click entrance into any part of an event on RingCentral. If you copy the URL of any area in RingCentral (i.e., a particular Session, an Expo Booth, the Stage, etc.) and paste it in any chat, RingCentral automatically shortens the URL to a clickable hashtag.

Interacting with Others

RingCentral Events provides a multitude of engagement features, enabling attendees to interact with each other while participating in broadcasts and sessions curated by the Event Organizer. 

Activity Panel

The activity panel, situated on the right side of the online event venue, functions as an interactive space for audience engagement, comprising four tabs:

  • Chat: Allows attendees to tag each other, reply in thread, react with emojis, send GIFs, and more. Organizers can manage chat by pinning and deleting messages. 
  • Polls: Enables creation and display multiple real-time polls for attendee feedback, with results available in event analytics. Organizers, Moderators and Speakers can create, schedule and manage polls. 
  • People: Displays the list of event registrants so that users attending can become more familiar with the audience.
  • Q&A: Allows attendees to ask questions, both anonymously and displaying their name. Organizers and Speaker can announce the Q&A, while all event stakeholders will be able to answer questions in a writing and mark them as answers

Tip: Organizers can enable and disable the activity panel tabs in the event setting. To learn more refer to these guides: 

Note: In multi-track events, there are multiple activity panels at various levels (Event, Stage, Session, Expo booth). In the Session event format, there's a single activity panel due to the singular virtual space, either Stage or Session.

Direct Messages

Anyone can send messages to an individual at an event via DMs. To send a DM, attendees can find a person they wish to chat with in the chat, People tab or Networking area, click their profile photo, and opt to send a direct message.

Instant and Scheduled Video Calls

While exploring the attendee profile or engaging in private chat, attendees can initiate an instant video call or scheduling a private meeting for a later time is another option. It's also possible to schedule a group call, inviting up to 19 participants.  

Tip: Organizer can manage attendee permissions in the event settings. Refer to this guide to learn more: Setting up Attendee controls and visibility for an event 

Note: Unlike in multi-track events, direct messages and 1:1 meetings are not supported in the Session event format.  

Streamlining Attendee Experience

To ensure a smooth and enjoyable experience for attendees at your event, consider implementing the following strategies:

  • Preparation: Prior to the event, provide attendees with personalized demos or instructional materials to familiarize them with the platform. This is particularly crucial for speakers who should conduct a rehearsal and perform a pre-event check to ensure optimal settings for their presentation.
  • Verbal Instruction on Stage: During the event's welcome message, offer guidance to attendees on navigating the RingCentral platform and maximizing their event experience.
  • Informative Reception Page: Create a comprehensive Reception page to greet attendees upon their arrival at the event. Include pertinent information and instructions to help attendees navigate the event seamlessly.
  • Enagage in the Event Chat: Utilize the Event chat to direct the flow of the event and provide real-time updates and announcements. Use Organizer messages to highlight key activities and engage attendees throughout the event.
  • Team Collaboration: Work collaboratively with a team of Organizers to efficiently moderate the event and provide assistance to attendees across different areas of the event venue. Having multiple Organizers allows for better coverage and support for attendees' needs.

You now have a solid understanding of the key features and attendee experience within RingCentral Events. Armed with this knowledge, you're well-equipped to enhance the quality and engagement of your future events. Put your newfound expertise into practice and watch your events thrive!

 

 

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