Early Access: Allowing attendees to access the event before the start time

  • Updated

To build excitement and prepare your attendees for the event, you can open the event doors up to 5 months before it goes live. This guide explains how to enable Early Access and provides an overview of the Early Access attendee experience.

During Early Access, attendees can organize and maximise their time within an event. They will receive the Early Access invitation email (which you can customize) and be able to access the following areas and features:

  • Preview the event schedule and Reception area.
  • Set their agenda and book seats in Onsite schedule segments.
  • Participate in chat, Q&A and polls.
  • Access the Networking Area and participate in Speed Networking.
  • Schedule 1:1 meetings with other attendees.

Tip: You can disable event areas and control attendee permissions in the event settings. 

Enabling Early Access

To enable Early Access:

  1. Go to the Event Dashboard > Venue > Venue Controls (or to Event Dashboard > Setup > Access and setting for Onsite events).
  2. Under Access to the event, select the Enable early access check box.
  3. Select the number of hours, days, weeks or months before the event is live, attendees will be able to access the event.
    Note: Early Access can only be enabled for up to 5 months before the event starts.
  4. Click Save.

Early Access invitation email

An Early Access invitation email will be sent to attendees once the doors open with a link to access the event. Go to Event Dashboard > Marketing > Customize Emails to customize the email if needed. 

Attendee experience during Early Access

Attendees won’t be able to access most event areas yet (e.g. Sessions, Stage, or Expo Booths). However, they will be able to interact with the event schedule and other attendees.

Reception area

The Reception area is a great place to get familiar with the event and get oriented. The Reception displays the welcome message, sponsors, speakers, schedule and integrated apps. 

Networking area

In the Networking area, attendees will be able to browse through Recommended connections to connect with others and participate in Speed Networking. For more information on how to make the most from the Networking area, refer to our guide on Navigating through Networking area.

Schedule

The event schedule is displayed in the Reception area and can be accessed via the Schedule modal linked to the event venue header. Attendees can add segments to their calendar or My agenda as well as book seats in Onsite schedule segments.

Tip: You can disable My Agenda in the attendee experience settings. 

Pre-event 1:1 meetings

Attendees can exchange direct messages as well as schedule and hold 1:1 meetings before the event starts. 

Tip: You can disable attendee action for all attendees or selected ticket types in the attendee experience settings. 

Audience engagement

Attendees can participate in event wide Chat, Q&A and Polls. This will help create more engagement for your attendees before the event starts and also provide meaningful insights.

Tip: You can disable the Chat, Q&A and Polls tabs in the event settings or directly in the event venue. 

Early Access analytics

To gather more information on the attendee behavior during the Early Access period, refer to the following reports:

  • Scheduled meetings report: Here you can check who created meetings before the event start time.
  • My Agenda report: Generate this report before the event start time to check who accessed the event and have added segments to their agenda. 
  • Speed Networking report: Here you can check if someone participated in Speed Networking before the event start time.
  • Attendee log report: Here you can review the movement of attendees across the event before the event start time. 

Note: Accessing an event during Early Access doesn't count as attendance. Registrants and Attendees Reports will not reflect attendance data until the event has officially started.

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