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Event guide: Online or webinar event
Event guide: Online or webinar event
Updated over a week ago

Use Humanitix to take paid and free registrations for your online event, collect data from registrants and easily deliver your online webinar link.

Online events benefit from lots of clear communication and wording, so read on to learn how to make the process as easy as possible for your attendees.


Create your online event page

Creating an event page in Humanitix for an online event is the same for any in-person event! Checkout out quick start guide on creating event to get you going.

Set your event location to "online"

Set your event's location to online via the location field on the event information > basics page of your event.

Use the instructions field to clearly outline to attendees how they will access the online event and when they should expect any further communication or access link.

For example: This is an online webinar that will be delivered via Zoom. You will receive an email with link to access to the Zoom webinar 24 hours prior to the event.

These instructions are public.

Don't include your webinar link if you wish guests to register first in order to receive the link.

Create your ticket type(s)

Clearly communicate to buyers they are registering for an online event by changing your ticket type title e.g. "Register for webinar"

Click settings ⚙️ and use the description field to re-highlight any important delivery or event information.


How to deliver your webinar access link

You can deliver your access link to guests both upon registration or at a later date.

Include the webinar access link in the order confirmation email

If you want a registrant to receive the webinar access link immediately, you can include the webinar access link in a custom message on the order confirmation email they automatically receive after purchase.

This is the best option if you have the webinar link ready to go, or are expecting registrants close the start time of the event, when you will not have time to send them the link separately.

Every registrant automatically receives an order confirmation email. You do not need to set this up.

To include the webinar access link in the order confirmation email

  1. Mange your event

  2. Navigate to design & comms > messages

  3. Select the email message tab

  4. Enter your text including webinar access link in the field provided

Send webinar links to only specific ticket type holders
If you're offering multiple ticket type options for your event where some do not provide access to the webinar you can create a custom message per ticket using the + add message

This message will only appear in the confirmation email for those who purchased that ticket type

Send your webinar link via an email campaign at a later date

If you wish to send the webinar link to your registrants closer to the event you can do so by including your details in an email campaign sent from Humanitix. Email campaigns are a free and easy way to email all your registered attendees.

To send an email campaign from Humanitix

  1. Click email campaigns on the top menu bar

  2. Select new campaign > new blank campaign

  3. Follow the prompts to create your message and schedule your email

You can send multiple email campaigns to the same event.

For online events, consider sending an email campaign "1 day" prior to your event and another "1 hour" before, for example.

Craft and schedule your first email campaign before duplicating it and scheduling the next one.

Host your webinar link on a virtual event hub

A virtual event hub is a customisable landing page that can only be accessed with a valid digital ticket.

It is perfect for online events that want to secure access to webinar links, host additional information and materials, and/or tailor the delivery of multiple webinar sessions or pre-recording content (such as online courses) to different groups of attendees.

To create a virtual event for your online event:

  1. Mange your event

  2. Navigate to promote > virtual event hub on the left-hand menu bar

  3. Click enable

  4. Add elements to your hub such as webinar link, text, presenters and files


Other considerations for online events

Turn off digital tickets being sent to registrants

Digital tickets may be irrelevant for your online event. You can help prevent confusion from buyers by removing digital tickets from their order confirmation email.

To turn off digital tickets for your event:

  1. Manage your event

  2. Navigate to advanced > settings on the left-hand menu bar

  3. Toggle OFF send tickets

Registrants will still receive a confirmation email but there will be no mention of tickets

Include your webinar link in the add to calendar description

You can also add your webinar link using a custom message calendar description a registrant receives after using the add to calendar option on their confirmation page or email.

To add a custom message in the add to calendar description:

  1. Navigate to design & comms > messages

  2. Select calendar description

  3. Enter your message into the field provided

We recommend using the attendee "add to calendar" custom description. This custom message will only appear for those who have registered a ticket.


Tips for running your digital event

  • Start streaming early with some "pre-show" content, such as commentary from the MC. Just like some guests turn up to live events early and expect to feel welcome, some online guests will turn up early and expect interaction or streaming straight away.

  • Add additional interactions with speakers. At live events, speakers usually mingle with attendees after their talk to answer questions and meet new people. You can achieve the same by having secondary live streams or webinar channels where speakers can continue interacting with guests while the main programs continue.

  • Make your audio perfect. Clear audio is essential for online events. Use lapel microphones where possible and eliminate background noise. That might mean sending the rest of your office out of the office for lunch, or setting up a camera in your wardrobe!

  • Check your internet connection (and don't share WIFI). Use a wired internet connection where possible. One common mistake that destroys the quality of a broadcast is streaming on WIFI, and then sharing those WIFI details with live attendees. The result is that a connection that works well in testing slows down during broadcast – so don't share it!

  • Test, test, and test again!


Free webinar tools to host your online event

Facebook Live

Best for social audience and instantly connected with your followers

Here are 7 tips to get you up to speed with Facebook Live and a training course to teach you how to connect and engage with your audience using Facebook Live if you have 30 minutes to spare (you'll need to log into your Facebook account to launch the Facebook Blueprint course).

Youtube Live Streaming

Best for free events with many attendees

Create a simple link that your guests can return to anytime. Log in (or create a Google account) here. You will be guided through the setup. See additional tips for using YouTube Live Streaming.

Note that this link can be accessed by anyone in the future, so this is best for free events.

Google Hangouts

Best for free events with under 50 attendees

This free tool lets you interact with your attendees – making it a great alternative to a live event. You can choose to unmute attendees so that they can ask questions, or run an open Q&A.

Get started here.


Paid webinar tools to host your online event

These paid tools allow a link that you can share with your attendees via our email campaign feature. Advanced users can also integrate these tools with our Zapier connection.

Broadcast Webinar Tools

Zoom and GoToWebinar are two commonly used tools for broadcasting live webinars where you can interact with your guests live.

Vimeo offers a robust live webinar service including the use of a chatbox as an additional embedded widget - perfect when hosted on the Virtual event hub.

Pre-Recorded Webinars

Everwebinar allows pre-recorded webinars that run at times that suit you.

Vimeo also offers a great video streaming service. Upload your pre-recorded content and give viewers a direct link or embed the video right on the virtual event hub.

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