1) Click on your group in the online community
2) Click on the "Events" tab
3) Click "Create New Event"
4) Type in the event name (required). You can also click "Add a Description" to provide more details.
5) Type your description in here.
6) Click "Add an Event Image" to upload on image from your computer.
7) Click "Upload Image." Size recommendation is 1600 px by 600px
8) Click the "Start*" field to enter the start date and time.
9) You can select the date and time from a pop-up calendar window.
10) You can also click into the Time Zone to set the time zone from a dropdown menu.
11) For the event location you can choose from 3 options: In-person, Online, or hybrid In-person and Online.
The most common choice is online, but if you have an in-person element, you can include the location address.
12) There are 3 online settings:
-
-
Hosting a live-stream event on your community's Tradewing platform
-
Uploading a .mp4, .mov or other video file as a pre-recorded video event. (Events can be backdated, if you want to include a recording from a past webinar)
-
Linking out to an external video platform like Zoom, Teams, Google Meet, etc.
-
13) For events hosted on Tradewing, you can edit the Live Stream settings.
14) Tradewing webinar settings include the option to record, automatically record, and dial-in. This is also where you can choose how many people can turn on their camera/microphone in the meeting space (the max. is 50 people with their cameras/mics on all at the same time).
With dial in, attendees will be able to call the phone number provided on the event page, listen to the event, and even speak at the event, depending if they dial in as a listener or participant.
Note: You can now force-mute any dial-in participants. It's encouraged to let any dial in attendees know that you may mute them during the event so there are no disruptions.
15) Click the toggle button to save these are your default live stream settings.
16) For pre-recorded videos, click this toggle to make the video visible after the event has ended.
17) Click here for externally-hosted webinar events.
18) Click the "Website URL*" field to add in the meeting URL location.
19) Add any additional details like a passcode or meeting room ID here.
20) Registration can either be Open, meaning the event will be free and people can RSVP without an official registration, or Ticketed, which requires attendees to register in order to attend the event.
21) Registration can be hosted on Tradewing or an external platform. Click "Link to External Platform, then add the registration URL in the corresponding box.
22) Your Audience will automatically be set to your group members. If you need this changed, please reach out to your association's staff for help.
23) Click "Add Speaker" if you would like to add speakers to the event page. Speakers will automatically be counted as "participants" in Tradewing events.
24) When ready, click "Create Event" to create a saved draft of your event. Your event is not yet published.
25) You can keep editing your event draft from here, and click "View on Member Site" to see how the event page will appear when published.
26) Click "Recording" to view recordings or upload videos to be visible in the past event tab.
27) Click "Email" to see what communication is sent to attendees or registerants, and toggle emails on or off.
28) Click "Publish" to publish your event!
Once published, events cannot be deleted, but they can be deactivated.
We recommend making a post about the new event within your group to make your members aware of it, encouraging them to RSVP or register for it so that they will receive event reminders.
Additional Tradewing terminology:
Participants: Participants are people attending the event who also have access to a microphone and screen-sharing capabilities. Unlike speakers, however, participants are not set individuals. While there are a set number of participant seats, people can choose to start and stop participating at any point during the event so that different people can have the opportunity to contribute. Group admins can also force someone to stop participating to open up a spot for someone else.
Listeners: Listeners are people who join your group event as neither a speaker nor a participant. They can see and hear, and use the chat box to communicate during the event. These could be people who joined after the open participant slots were filled, or choose not to participate and simply wish to listen in. If there is an open participant spot, listeners can choose to join as a participant at any time.
Live events are limited to 50 speakers and participants. The number of speakers will offset the allowed number of participants. For example, if you have 3 speakers, then you will be allowed to have 47 people participate. If you only have 1 speaker, you can have 49 people participate. If you choose to have 50 speakers, then you will not be able to have any additional participants.
You'll note that an event may have up to 3000 attendees. Technically, the limit is 3000 divided by the number of speakers/participants. (So if 3 people are participating, there can be 1000 attendees in listening mode, and so on). As you edit your event's number of participants and/or speakers, you will see that number update.