This guide covers essential pre-event preparation steps for virtual events, ensuring a seamless experience on the day of your event.
Checking your browser
Desktop
Currently, using the latest versions of Google Chrome, Mozilla Firefox, or Microsoft Edge for Windows 10 and up on your laptop or computer guarantees the best experience, especially if you are an Organizer or a Speaker. For more information, check our guide on Browser compatibility.
Mobile
On mobile devices, the experience is limited for Organizers and Speakers but sufficient for Attendees. If a mobile device is your only option, download our RingCentral Events Mobile App. Alternatively, use Safari on iOS and Google Chrome on Android. For more information on joining an event from your mobile, refer to this article.
Checking your internet connection
Video and audio streaming require a strong internet connection. We recommend running a speed test (e.g. https://www.speedtest.net/) to make sure you have 30Mbps+ for both download and upload speeds for the best experience and highest resolutions across the event.
Checking internet settings
Several internet configurations can impact your overall experience and hinder optimal performance. Ensure VPNs, proxies, or firewalls are disabled when organizing, attending, or presenting at your event on the RingCentral Events platform.
Checking your laptop or computer specs
Video streaming requires significant processing power. Ensure you are using a computer that is not more than three years old, has a multi-core processor, at least 8GB of RAM and a video graphics card that can handle 1080p 30FPS video resolution.
Registering for your event as an Attendee
Although you can preview your event at any time, we recommend registering as an attendee with a different email address so that you can view your event from an attendee's perspective.
Registering your Speakers, Moderators and Exhibitors
Speakers, Moderators and Exhibitors need to register for your event. You can create a private ticket for them if needed.
Once you have created speaker profiles and added them to their segments on the schedule, we recommend sharing these handy Speaker instructions with your speakers.
Here's additional information on how to assign Moderators to Sessions and invite exhibitors to Expo Booths.
Completing our pre-event test
The Pre-Event Check is a tool for testing local device setup before participating in events hosted on RingCentral Events. We recommend that all Organizers and Speakers complete this test.
It is available at the following URL as a dedicated page: Pre-Event Check. It is also available in a Session room inside the event venue. For detailed steps, refer to our guide on Testing your local setup with the RingCentral Events Pre-Event Check.
Conducting a test run
We recommend conducting a test run with all of your Speakers. Organizers and registered Speakers can access the online event venue before the start time. In this case, they will see a pop-up message informing them about the event test run and a head banner stating that they're in test run mode.
If you're using the Backstage powered by StreamYard to stream to your Stage, it can be accessed via a dedicated link. You can find the Backstage link on the Overview page or in the Stage settings. We also have a dedicated guide for Speakers: Using Backstage powered by StreamYard.
If you're streaming via RTMP, run a test stream before the event starts. For more information, refer to our guide on Required RTMP Streaming Encoder Settings.
Session rooms can be accessed by registered Speakers before the event is live via a direct link too. You can copy the link from your Event Dashboard > Venue > Sessions page. Refer to our guide on Accessing a scheduled Session before the start time for complete details.
Manage RingCentral Events automated emails
RingCentral Events sends automatic emails at key points in the user journey of attending your event:
- Order confirmation. Delivered when the user registers.
- One-hour reminder. Delivered one hour before the event starts.
- One-day reminder. Delivered one day before the event starts.
- Start time changed. Delivered when the event gets rescheduled.
- Magic Link Invitations. Invitations sent by magic links.
- Refund Processing. Delivered when the refund has been successful.
- Ticket Cancellation. Delivered when a ticket is cancelled.
- Early Access. Delivered when your Early Access period begins, if enabled.
- Post-Event Invitation. Delivered 2 hours after the event if recordings are published if enabled.
You can turn them off or customize them. You can also create and schedule custom emails.