Speakers: Using Backstage powered by StreamYard

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The Stage is what attendees see during an event, while the Backstage is a private video chat that allows Speakers and Organizers to rehearse before going live in front of attendees. In RingCentral Events, StreamYard is integrated as the Backstage studio. This guide explains how Speakers can enter the Backstage and provides instructions on how to use the studio and share content.

Backstage link

As a Speaker, you will receive the Backstage link from the Event Organizer. Ensure you are signed in to your RingCentral Events user account and registered for the event to access the Backstage. If not registered or signed in, you'll be redirected to the event's landing page.

Note: Alternatively, the Organizer may share a direct StreamYard studio link, allowing you to access the Backstage as a guest without the need to register for the event. 

Entering the studio

When entering the Backstage via the link:

  1. Grant permissions for your camera and microphone. Your browser may present you with a prompt, to which you must click Allow mic/cam access.

  2. Change your display name and edit your avatar.
  3. Check your camera and microphone. Click Mute/Unmute and Stop/Start Cam to turn on and off your camera and microphone.
  4. Click Settings to select another camera and microphone source, add a virtual background, and explore other configurations. 
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  5. Once you're ready, click Enter Studio.

Inside the studio

Once you enter the StreamYard Broadcast Studio, you will see different areas. You will need to wait until the Organizer adds you to the stream, so be ready!

  1. StreamYard logo: Click on the logo to get redirected to the Reception page of the event (works when you're signed in and registered). 
  2. Screen: The screen in the center is where the stream is shown on the Backstage and how it will look on the main Stage. 
  3. Video card: Your video card and screen shares will be shown below the screen. Only Organizer can see you. Click on the Menu icon to edit the name or audio avatar.
  4. Controls menu
    • Mute/Unmute
    • Stop/Start cam
    • Settings: Here you can select another camera and microphone source, add a virtual background, and explore other configurations.
    • Present: Share your screen, slides or video file. 
    • Return: Click here to get redirected to the Reception page of the event (works when you're signed in and registered). 
  5. Private chat: Chat available for studio participants only.
  6. Comments: Public chat area integrated with the Stage. Messages sent from the studio are automatically added to the Chat area in the Stage, while messages from the Stage chat are displayed within the studio. 
    Note: If you have joined the studio as a guest via the StreamYard link, you will not be able to participate in the public chat in the Comments area. 

Note: Only the chat area is integrated with the Backstage. For accessing Polls and Q&A, open an additional browser tab with the front-end of the Stage.
Tip: When working with two tabs open (Backstage and front-end Stage), mute the Stage tab to prevent audio feedback. Double-click on the tab and select Mute Tab. For more information, refer to our guide Echo in a Session or Stage.
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Sharing content

To share content in the Backstage studio:

  1. In the Controls bar, Click Present
  2. Click Share screen to share a browser tab or a window. 
    ✔ The video card with the screen share appears under the screen so Organizer can add it to stage.
  3. Click Video file to upload a video file from your computer (MP4 and MOV files).
    ✔ The video card with the video appears under the screen so Organizer can add it to stage. You can pause, play, scrub through it in the video card and on screen.
    Note: There is no limit to length or size of file that you can share this way.
  4. Click Slides to upload a Google Slide presentation or a file from your computer.
    ✔  The video card with the slides will appear under the screen so Organizer can add it to stage. You can advance through the slides on the video card or on the screen. Refer to this guide to learn more about sharing slides. 

What happens if the studio is full?

The RingCentral Backstage powered by StreamYard supports 10 participants at a time. Screen sharing does not count against the total number of participants. When the StreamYard Studio is full and you try to join the Backstage, you will see the following message:

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