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      Live event management guide

      In this article we share best practices, tips and recommendations to facilitate event management

      We know that on the day of the event you will need to have everything under control for the project to be a success 😍. To accompany you, we have compiled a series of tips to help you manage the most frequent doubts of your attendees 💪.

      How can an attendee contact you?

      Messages icon in the Networking tab:

      Especially useful if you have created a Help Desk profile in this section within the event to facilitate the communication with your attendees. When a user clicks on the Message button of your Help Desk profile to write you a message, you will be able to reply directly through the Chat.

      REMEMBER 📣: you will have to log in with the Help Desk user you have registered in the event, to be able to reply from the same user 👉 How to offer assistance to the event attendees?

      By writing a message in the Contact section of the event:

      In that case, all administrators of the project dashboard or panel will receive an email notification with the reference of the new attendee's message. This message should be replied through the administrators' email or the one assigned for these communications as a new email. In the message sent by the attendee you will find its contact information in order to manage the response properly 👉 What is the Contact module and what is it for?

      In the main tab:


      From "Contact the organization" by clicking on the user himself:

      FREQUENT SITUATIONS:

      Difficulties in accessing the event:

      If an attendee contacts you saying that he/she cannot access the event, both in the app and on the web (REMEMBER 💡it is the same access code on the web and on the app):

      1. First, make sure they are entering the email that is registered in the Attendees List section. For example: if I am registered with the user soporte@meetmaps.com and I try to access with julio@meetmaps.com, I will not be able to access the event, since Julio's user is not authorized to participate in the event.

      2. You should also verify that the registered e-mail address has been entered correctly in the Attendees List. If not, we recommend registering them manually 👉 How can I manually register a user?, as the user will not be able to access the incorrect email address where their credentials have been sent, so it is a disabled registration for the event and therefore you must generate a new registration by entering the correct data.           

      3. Recommend attendees to change their access codes. They can do it in the same page they are trying to access:

      Web


      App (in the first screen they should enter their user and in the next screen they should enter their personal code, or reset it).
                                         
                        
      4. You can also share with them the link to reset the event access code. You get this link by clicking on the "Change code" button yourself.

      5. Finally, you can change their access code manually from the control panel: Attendees list > Find the attendee > Check their checkbox > Change password > OK.

      IMPORTANT❗: you will need to inform the attendee what their new access code is.


      Browser 💻:

      We always recommend using Google Chrome. It is the only platform that is 100% up to date and optimized, as of today, in the market.

      App 📲 Eventsbox by Meetmaps:

      These are the links to the app, in case any attendee wants to download the app version of the event on their mobile device.

      Once the app is downloaded, the attendee must enter the username (registered email address) and the event access code assigned and communicated via email, this means, their login credentials. They will then find the event, and by clicking on the image of the event, they will access its content.

      Audio/video problems 📽️:

      Check first the browser they are using. The recommended one is Google Chrome.

      On the other hand, confirm they have given the audio and video permissions on their computer, as many times they are blocked, and if there is another audio device 🗣️ linked different from the one being used.

      Meetings 1to1 👥:

      Attendees can request meetings to the other users, according to the configuration you have proposed in the event (all/all, with roles, with booth members). That request must be accepted or rejected by the one who receives the invitation 👉 Meetings 1to1 Guide (from the user's point of view).
      Once accepted, at the time of the meeting, the link will be generated so that both can access the video call 📞 (not before). Just before accessing the video call, they will have to:

      1. Disconnect other video call systems (Zoom, Teams, Skype, etc)

      2. Give permission to use audio and video

      3. Use Chrome

      4. Disable Adblock

      You have everything under control to succeed now 😎, go-go-go!