In the mobile application and virtual venue, attendees can add their own text notes. The notes section can be found on the left side menu toward the bottom. Attendees can send any notes to themselves via email to save for future reference.

Under "Features & Integrations" on your event Settings page we recommend disabling any menu items and features you do not intend to use for this event. This is to avoid the possibility of whole sections of your app appearing empty.

Select the checkbox to enable/disable, then save your changes at the bottom of the page.

With the My Program feature activated, attendees have the ability to favorite upcoming sessions by bookmarking individual program items. Once bookmarked, those items will appear under the "My Program" tab in the mobile app and virtual venue.

By bookmarking a program item, the attendee will be sent an automatic push notification as a reminder five minutes before the sessions starts.

The Information section is a versatile feature. Create any general information that you want available to attendees such as speaker bios, vendor/exhibitor information, presentations, handouts, static venue maps, social media links, fully embedded web experiences, or sponsor information. You may choose to share this information item with the entire audience, or with specific groups.

When creating a new information item, we provide you with some pre-defined information types:

• Speaker

• Sponsor

• PDF Document

• Webpage

• Social media

• Other information

Folders

Information items can be categorized into folders for better structure and readability. Folders can be pinned to the side menu for easier access to important information.

Create your folder before assigning it to any of your Information items.

Available For

Select to make the Information item available to one or multiple participant groups.

Create your group before assigning it to any of your Information items.

Video

You can upload a pre-recorded video (without captions) to your Information item. This could be a welcome video, sponsor video, or a 30-second speaker introduction.

Save your Information item first before uploading your video.

The Program section is where you will input your event agenda. Select the button in the top right corner to create a new program item. There are many options to keep in mind when creating a new program item:

Tracks

If you have multiple sessions taking place simultaneously or if you want to logically group sessions (ie. afternoon workshops), you may choose to assign them to certain tracks or breakouts.

Tags

Categorize your program items into tags. If a tag is applied, your participants can choose to filter the program in their app by one or more tags. Tags can be created in advance or ad hoc.

Assign to Group

Set your program items to be available to all or specific participant groups. Only attendees belonging to that group will see that program item.

Live Stream & Video

Add individual YouTube/Vimeo/HLS/RTMP/Ventla Live/Zoom or other conferencing tool streams to a program item. You can also upload a pre-recorded video (up to 10 minutes for free.)

Evaluations

Have your participants evaluate one or more program items. Add either a star-rating or text-response. Apply a set of evaluation questions to the entire program or to specific sessions. Export the results to MS Excel or email.

Session Questions

Attach text responses or polls to your program item(s). Use this feature to ask questions specific to an individual session, workshop, or breakout for feedback from the audience; such as "submit your questions to the speaker."

Once your question has been created, you can choose to share the results link with a session facilitator without giving them direct administrative access. This will bring the results up on the presentation screen. Display these results to your audience as either a list or bar chart.

The focus of the Dialogue section is to boost your event interactivity. Send push notifications, information message, conduct polls, have the audience submit questions to the stage, or send out a surveys.

Create New Item

Select the "create new item" button at the top right to create an item, and choose one of the dialogue types available.

For each item there may be a few additional settings available:

• Only allow participants to respond once

• Show answers in app

• Make participants anonymous when answering questions

Show the Results

Once your Dialogue item has been created, select your item from the list to the left. Navigate to the "Results" tab at the top and open the link to show the results in a browser window. The display options (bar chart, spider chart, list, word cloud, etc) will vary depending on the Dialogue item type.

To learn more about displaying the results to your audience, read here.

Please note, results cannot be shown in real time for surveys.

Folders

Categorize your Dialogue items and surveys into folders for better structure and readability.

You can create a new folder when creating a new dialogue item. To manage your created folders, select "Manage folders" at the top.

Create New Survey

Select the button to "create new survey." Name your survey and begin adding your questions by selecting the "add survey item" icon. Attendees will need to complete all questions before submitting their responses.

Export Results

Once done collecting all results, Admins can select the button to "export all responses." You have the option or exporting a standar or custom report. This will be created in a MS Excel file.

While the Information section is for general information about the event, "My Information" is reserved for any attendee-specific information that you are managing. This could be flight numbers, hotel room numbers, group numbers, employee ID number, etc.

"My Information" is clearly presented in a list format, with a bold heading and a body in the corresponding menu section.

Note that My Information is connected using the participant email.

To learn how to manage My Information for event attendees, please review here.

The "Watch Live" function, when enabled, will appear at the top of the event menu in the mobile application and Virtual Venue.

Whether you choose to stream with Ventla Live or with a third party provider, your attendees can tune in live or on-demand.

Get Started

In the Admin panel, navigate to your event Settings page. Select the Features & Integrations tab and enable the Watch Live feature.

Once enabled, Watch Live will appear in the left side menu in the Admin panel.

Set the start date and the end date for to make the stream available to your attendees.

Options Available

There are a few different streaming options available with varied levels of integration with Ventla.

Recommended Methods

Analytics

If you use RTMP or Ventla Live, we offer insights once your stream is over. Analytics are automatically available once the stream has ended.

VOD - Video on Demand

For RTMP or Ventla Live you can choose to have the stream available as a recording once the stream has ended.

The Participants section is where you can browse and manage all your event participants. Participants can be added to the event in a few ways:

• By the Administrator through import.

• By Administrator by adding one-by-one.

• By Ventla Invite, when an invitee registers for the event.

• By the participant themselves upon activating the event and completing their attendee profile.

• Sycning an Eventbrite registration list.

Adding and Importing Participants

Add and Manage My Information

The Participants section is also where you can import and manage your attendees "My Information" details.

Groups

Divide your participants into segments using the Groups feature. Manually or automatically create and assign your participants into groups.

Groups Selection

In the past, audience segmentation for events was limited to choices made before the event using Ventla Invite customer questions. Now, we’re enhancing this by allowing attendees to form groups during the event through selections made by them. Additionally, you can utilize the PUBLISH LATER feature to publish your updates at your convenience.

Through Ventla Invite

You can organize attendees into groups based on their responses prior to the event by using Ventla Invite. Simply go to Registration questions, select a single-choice question, and check the option to “Divide participants into groups based on their responses”.

Note: You can use “Group Prefix” to bifurcate the similar response from two different questions

Through Group Selection

Once the event begins, the admin can segment participants into groups based on their responses by navigating to Participants, then Groups, and selecting Manage Group Selection.

The Activity Feed is where your attendees can share and view eachothers thoughts throughout the event. Think of this as an internal social media feed, where attendees can post text or images, like, and comment on other attendees’ posts.

In the Admin panel you can browse, edit, or delete any posts or comments made by an attendee. You may also choose to promote an attendee image to the .

Ventla’s Gamification module allows you to gamify the attendee experience by assigning points to various actions or tasks within the Ventla environment; giving you the power to create fun and exciting challenges.

Get Started

In Ventla’s admin panel, the Gamification section can be activated by going to the event’s Settings section and selecting the Fetaures & Integrations tab.

To activate and deactivate Gamification in your event, simply select the checkbox in the Gamification feature and press Save

Once activated, the Gamification tab will appear on the left side menu of your event. Within that tab, Gamification is split into two parts:

• Rules - where you create and manage rules and points within the event

• Leaderboard - where you view and manage the audience leaderboard

To learn more about how to make use of the Gamification feature, read here.

The Image Gallery is an opportunity for the administrators of the event to share approved images with the audience. These can be images taken by a professional photographer at the event, attendee promoted images from the Activity Feed, or company approved material.

In the Social Media section, you can share links to your social networks with your audience. Linked items include:

• X (Twitter)

• Facebook

• A blog (RSS Feed)

Ventla's enhanced chat feature makes communication simple and engaging. It supports private chats, event-wide discussions, and session-specific conversations. Participants can easily share images, videos, files, and more for seamless interaction.

Setup Note: Ensure the Chat and Discussions feature is enabled under Settings > Features & Integrations to allow participants to connect and chat with others effectively.

1:1 Chat with Participants

How to start a one-on-one chat:

1. Navigate to the Participant section of the event.

2. Search for or locate the desired participant by name, click on their profile, and start the conversation.

Note: Participants can quickly access ongoing conversations by clicking on the chat icon at the top of the screen.

Upgraded Chat Features:

• Reactions: Express emotions quickly with emoji reactions to messages.

• Block and Unblock: Maintain privacy by blocking or unblocking other users as needed.

• Media Sharing: Effortlessly share images, videos, and files in private chats.

• Push Notifications: Stay updated with instant alerts for all one-on-one messages.

Event-Level Channels for group chat

Every event includes two default Event-Level Channels: Introduce-yourself, where participants can introduce themselves and connect, and Help-desk, where they can ask event-related questions. Both channels can be renamed by the admin through the settings.

How to enable event-level group chat:

1. Go to Settings > Chat & Discussions.

2. Click on the + Create Channel option, set up the channel, and save it.

Features of event-level group chat:

• Mentions: Directly tag participants in the chat to draw their attention to specific messages.

• Mute/Unmute Channels: Users can mute or unmute specific channels based on their preferences to manage notifications effectively.

• Media Sharing: Share images, videos, and files in group discussions to facilitate collaboration.

• Push Notifications for Mentions: Receive real-time alerts when mentioned in a channel.

• Thread Replies: Respond to specific messages threadedly to keep discussions organized.

Admins can view and participate in event-level group chats by navigating to Settings > Chat & Discussions > Open Event Chat.

Session Chat

It is a feature for event sessions where participants discuss session-specific topics in real-time.

How to enable session chat:

1. Go to the program feature

2. Select a particular session & go to the session detail and scroll down

3. Enable the session chat for that program.

Features of session chat:

• Upvote Messages: Promote important messages or ideas by upvoting them.

• Media Sharing: Share images, videos, and files to enrich the conversation.

• Thread Replies: Enable participants to reply to specific messages, keeping the chat structured and contextually relevant.

This enhanced the communication experience for all participants, fostering better collaboration and engagement across events and sessions.