Knowledge Base

Admin Configuration


Frequently Asked Questions

#1 How to Configure the General Settings of your Virtual Conference

  1. Click Dashboard
  2. For the conference, click Event App link located under the Event Name
  3. Under the Get Ready section, click Module Settings
    • Note: this will open the main section to configure the event virtual conference
  4. App Title
    • Enter the name of your conference
    • This will appear in the Browser tab and also at the top of the entire virtual conference site.
  5. Content Available Date
    • Click the calendar icon to select the first day of the conference
    • Note:
      • This is the date when content will become accessible by attendees.
      • Items in the program that do not have a specified date and time will also be available on this date.
      • Items that have an associated date and time in the program will be released at its specified date and time.
  6. Lobby Main Notification Area
    1. Rotator Text - Panel 1 Text = enter text
      • This is the header information in the first panel located in the middle of the lobby screen. This text will alternately scroll with the Rotator Text - Panel 2 Text field.
    2. Rotator Text - Panel 2 Text = enter text
      • This also appears as header information in the first panel located in the middle of the lobby screen. This text will alternately scroll with the Rotator Text - Panel 1 Text field.
    3. Main Notification Title = enter text
      • This content title appears under the header in the middle of the lobby screen.
    4. Main Notification Text = enter text
      • This content text appears under the content title in the middle of the lobby screen.
  7. Highlight Video (YouTube) = enter YouTube url
    • This video will appear in a video player under the content text located in the middle of the lobby screen.
  8. Upcoming Session Widget
    • Display = Show a dynamic list of upcoming sessions
  9. Twitter Feed
    • Display = Show Twitter Feed in the left-side of the lobby screen under the Attendee badge
    • NOTE: you must also set the Twitter Query field for this to work.
  10. Twitter Query
    • Enter HASHTAG values separated by spaces or Twitter Handle
      • e.g. #Conference2021
      • e.g. @Handle
  11. Attendee Email Messaging
    • Display = this will allow attendees to click on a participant badge to send that person an email message.
  12. Exhibitor Hall
    • Display = this will link the Exhibitor Directory to the X-CD Exhibitor module
    • NOTE: You must be using the X-CD exhibitor module.
  13. Conference Timezone
    • Select from dropdown list, the primary time zone your program timings are set in. When attendees view the program times, the timings will be converted and displayed according to the current time zone of the attendee
    • e.g if primary time zone of the program is set as Eastern time, an attendee in the pacific time zone will see a 9am session appear as 6am when they view the program on their computer.
  14. Site Privacy Policy
    • This text appears at the bottom of the Lobby the first time an attendee accesses the virtual conference site. Once the end user clicks the button, this text will not display again.
    • Text = You may edit the default text provided
    • Accept Button = You may edit the default text of this button
  15. Download Session Attachments
    • Enable = this will allow attendees to download file attachments that have been uploaded in the submission site
    • Disable = attendee will be able to view but not download file attachments that have been uploaded in the submission site
  16. Include Live Q&A on Discussion Board
    • Display = During Live Stream, questions posted in the Q&A panel will also appear in the Discussion board of the Session.
  17. Click Save Settings button to save changes.

#2 Creating and Editing Badge Ribbons

  1. Click Dashboard
  2. For the conference, click Event App link located under the Event Name
  3. Under the Get Ready section, click Module Settings
    • Note: this will open the main section to configure the event virtual conference
  4. Click Badge Ribbons menu option
  5. To create a new Ribbon, click the Add Ribbon button
    • Click Ribbon Type and select from the dropdown list
      • Speaker will link to the 'Presenter' in the X-CD submission module
      • Session Chair will link to the Chair Types defined in the X-CD Program module
        • Select from the Ribbon Logic dropdown the Chair Type
      • Exhibitor will link to the X-CD Exhibitor module
      • Contact Group will link to the existing groups defined in the X-CD Groups Module
        • Select from the Ribbon Logic dropdown the Group
    • Enter a Ribbon Label
    • Enter the hex code for a Ribbon Colour or click in the field for a colour selector
      • e.g. #6c50ba 
      • TIP: Use Google to determine the hex code of a specific colour 
  6. To edit an existing badge ribbon, click the Edit button
  7. To remove an existing badge ribbon, click Remove button

#3 Artwork and Advertising Specifications

The following is a list of Artwork and Advertising specifications for your Virtual Conference. Most items are optional with the exception of the Attendee Badge Artwork which is required.

All artwork and advertising must be:

  • non-transparent background (for artwork)
  • follow exact dimensions
  • for ads, respect the maximum file size limitations
  • provided in the proper file format

ARTWORK

  1. Module Icon
    • 1024 x 1024 pixels, non-transparent and in .png format
    • This image will appear in the browser tab on a browser.
  2. Attendee Badge Artwork
    • 750 x 300 pixels, non-transparent and in .png format *REQUIRED
    • This image will appear at the top of the attendees virtual badge.

ADVERTISING

  1. Horizontal Ads - may be provided in 2 different sizes:
    • 1200 x 720 pixels, non-transparent, in .png format and maximum file size 1 MB
    • 500 x 300 pixels, non-transparent, in .png format and maximum file size 1 MB
  2. Skyscraper Ads
    • 160 x 600 pixels, non-transparent, in .png format and maximum file size 1 MB
  3. Minimercial Ads
    • Ideal length is 15 seconds
    • in .MP4 format and maximum file size 20 MB


#4 How to upload Artwork and Ads

  1. Click Dashboard
  2. For the conference, click Event App link located under the Event Name
  3. Under the Get Ready section, click Module Settings
    • Note: this will open the main section to configure the event virtual conference
  4. Click Artwork menu option
    • Click Upload Image button to upload the Module Icon and/or the Attendee Badge Artwork
    • Browse your computer for the image file to be uploaded
  5. Click Advertising menu option
    • Click the Add button for the type of ad being uploaded
    • For Horizontal and Skyscraper ads:
      • Browse your computer for the image file to be uploaded
      • In the Link field, enter a url if you wish to hyperlink the ad to a specific website (optional), leave this empty of you do not want to hyperlink the ad
      • In the Ad Label field, enter a name reference for the ad (required)
    • For Minimercial ads:
      • Browse your computer for the MP4 file to be uploaded
      • In the Link field, enter a url if you wish to hyperlink the ad to a specific website (optional), leave this empty of you do not want to hyperlink the ad
      • In the Ad Label field, enter a name reference for the ad (required)
      • In the Session dropdown list, if applicable, select which specific sessions this ad should be played.
        • If you leave the Session field empty, the ad will play before ALL sessions.
    • Under Advertising Settings
      • Review and update the attributes as per the descriptions provided on-screen below each setting.

#5 How to Set Up or Edit a Twitter Feed on the Lobby Screen

  1. Click Dashboard
  2. For the conference, click Event App link located under the Event Name
  3. Under the Get Ready section, click Module Settings
    • Note: this will open the main section to configure the event virtual conference
  4. Scroll down to the field 'Twitter Feed' and click the radio button for Display
  5. In the next field, Twitter Query, enter or edit Hashtags or Twitter Handle
  6. Scroll down, click Save Settings button to save changes.

#6 Streaming Channels

Important Note: Multiple channels are only necessary if you are live streaming multiple feeds into your virtual conference platform.

  • If you want to broadcast/stream live content into your virtual conference platform, you need an active streaming channel. As a client using X-CDs virtual platform, we will provide you with an adequate number of Zoom rooms, and streaming channels based on your live streaming needs as specified in your contract. 
  • Any on demand video content does not require a streaming channel as they are not being live streamed - they are available on demand after the session begins. 
  • Each Zoom room will be configured with a streaming channel. It is the client's obligation to plan and invite your speakers to join their Zoom rooms which will be broadcast into your program. 
  • Before your conference you will need to supply X-CD with a spreadsheet of all of your live streamed sessions, to which we will match up your Sessions, Zoom Rooms, and Streaming Channels. 

#7 How to add, edit or remove Office Hours?

Office Hours can be added so an abstract / poster presenter can schedule a time when they would be available for live interaction with attendees. Office hours are added at the submission level.

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Manage button
  4. In the Submission Overview screen, located on the far right you will see Office Hours
  5. Click Add button
  6. Click the Edit button to update an existing Office Hour entry
  7. Click the Remove button to delete an existing Office Hour entry

#8 How to create the Networking Rooms

  1. Click Dashboard
  2. For the conference, click Event App link located under the Event Name
  3. Under the Get Ready section, click Module Settings
    • Note: this will open the main section to configure the event virtual conference
  4. Click Networking Lounges menu option
  5. Click Add Lounge button
  6. Enter a Lounge Label
  7. If applicable and you have a room sponsor, complete:
    • Lounge Sponsor Label - insert name of Sponsor or Sponsor Level
    • Lounge Logo - upload a logo
    • Lounge Entry Video - upload a video file that will be played when a person enters the room
  8. Click Create button
  9. Repeat steps 5 to 8 for each room to be created

#9 How to add a Welcome Video to the Lobby?

  1. Click Dashboard
  2. For the conference, click Event App link located under the Event Name
  3. Under the Get Ready section, click Module Settings
    • Note: this will open the main section to configure the event virtual conference
  4. Scroll down and Locate the Highlight Video (YouTube) option
  5. Enter YouTube url
    • This video will appear in a video player under the content text located in the middle of the lobby screen.

#10 How to import attendees?


#11 How to import the program sessions and/or abstracts?


#12 How does an Admin View and Access the Virtual Conference Site Front-end?

As the Admin, you may view and review the Virtual Conference Site at any time once it has been configured by X-CD.

NOTE: These instructions do not apply to end users.

To view and access the Virtual Conference site:

  1. Click Dashboard
  2. For the conference, click Event App link located under the Event Name
  3. On the Virtual Event App Management screen, under the heading locate the 'Virtual Event App: Your Private Login URL (Do Not Share)', and click the Your Private Login URL link
    • This will open a new browser window with the Virtual Conference Site
      • NOTE: if there is an error or if the site does not appear, contact X-CD Support

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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