Virtual Events User Guide

What is a virtual event?

Virtual Events allow you to host a live, customized, and branded multi-session, multi-day, interactive event online — all without an event planner.

Events are live Webcasts, but all content can be made available on-demand during or after the scheduled event
Agendas can be customized to reflect your unique brand and corporate identity
Reporting is available at all times to improve audience engagement

Attendees will register once for the virtual event regardless of how many (or which sessions) they plan to attend. Once registered, they can customize their own event calendar and set up notifications for any desired sessions. They'll participate through a supported browser and be connected to audio via Computer audio (VoIP).

Schedule a Virtual Event

Sign in to your account at https://dashboard.gotowebinar.com.
Select Schedule > Virtual Event, and then enter the desired start/end date, time, and time-zone.
Select Schedule when finished.
Customize the event as desired:
- Create Event — Update event dates and times, add organizers and their bios, change auto-record setting, etc.
- Registration — Update event description, edit attendee registration questions, add event image, etc.
- Panelists — Add panelists/speakers and their details to your virtual event
- Agenda & Sessions – Add live and recorded sessions to your virtual event
- Emails — Customize the reply-to emails (Customization is not available for confirmation and follow-up emails at this time).
Optional: Select Preview to see what attendees will see when they register.

Results: Your virtual event is all set! Share the event using the registration URL.

Add Sessions to a Virtual Event

From your dashboard, select the desired upcoming virtual event.
Open the Agenda & Sessions field, and then select + New Live Session or + New Recorded Session as desired.
If you are adding a recorded session (also called "Simulated Live webinars"), select a recording from your Video Library, and then select Add.

Note: You can change the recording at any point until the scheduled session start time. Co-organizers however, cannot change the recording.
Enter the session and speaker details.

Troubleshooting: Panelists and speakers must be added at the virtual event level. If you do not see any speakers listed in the drop-down, go back to the Event Details page and add them in the Panelists section first.
Edit the ways you want to engage your attendees.
Select Done when finished.

Results: Your session will appear on the agenda. You can schedule as many sessions as you'd like, but will need multiple licenses on the same account to run overlapping or parallel sessions. Please reach out to your account manager to buy more licenses or contact sales.

Live Stream a Virtual Event

If desired, you can broadcast a live session of your virtual event to third-party platforms so viewers can watch from there. GoTo Webinar only supports RTMP (Real-Time Messaging Protocol) connections. RTMP is used for the transmission of audio, video, and other data between streaming servers. Simply put, that just means you'll need to manually enter the streaming information and initiate the live stream broadcast from the GoTo Webinar dashboard.

Before you begin: To use this option, make sure that you have added a Live session above, as opposed to only recorded sessions.
Broadcast Live Stream

Stream on Facebook or YouTube

From your preferred streaming platform, set up your Facebook Live video or YouTube Live Stream.
Find the Stream Key and Stream URL in the selected streaming platform:
- If you set up an event in Facebook, find the upcoming live video and select Set Up Live Video. In the Get Started section, select Use Stream Key. Take note of the Server URL and Stream Key.
- If you set up an event in YouTube, log in and find the upcoming live video. In the Stream Settings section, take note of the Stream URL and Stream Key.
From your desired virtual event in your webinar dashboard, find the live session you added to the agenda.
Under Live Streaming, select + Configure by the applicable streaming platform.
Enter the Stream Key and Stream/Server URL from above, and then select Save.

Note: Custom streaming platforms require the streaming service title and streaming page URL.
When it's time for the live session, start the broadcast and then select Configure Live Stream.
Result: The Configure Live Stream badge changes color to show that it's active.
By the streaming platforms you configured, select Start Broadcast.
To stop the live stream, select Stop Broadcast.
When the session is over, end the webinar.

Live stream on LinkedIn

In order to live stream to LinkedIn, your account must be enabled with LInkedIn Live. If it isn't, learn how to apply.

From your desired virtual event in your webinar dashboard, find and open the live session you added to the agenda.
Under Live Streaming > LinkedIn, select + Configure.
When prompted to authorize GoTo access to your LinkedIn profile, select Allow.
Choose whether you're on a member or organization account, and then enter the LinkedIn post title. Select Save.
When it's time for the live session, start the broadcast and then select Configure Live Stream.
Result: The Configure Live Stream badge changes color to show that it's active.
By LinkedIn, select Start Broadcast.

Note: You can only stream on LinkedIn for 4 hours at a time.
To stop the live stream, select Stop Broadcast.
When the session is over, end the webinar.

Generate Reports

After your event ends, you can generate the following reports as desired:

Virtual Event Executive Summary — This report shows high-level summary statistics for the sessions from the event, a detailed attendee report, and a report on recording views.
Virtual Event Registration Report — This report shows the total number of registrants and when each person registered for the event.

FAQs

Review the frequently asked questions about virtual events.

Can I record a virtual event?

While you cannot record the entire virtual event in one file, you can record individual sessions as you would a regular webinar.

Are there limitations?

Yes, there are a few limitations currently:

Customization is not available for confirmation and follow-up emails at this time.
Speakers and messages are not displayed in the Waiting Room.

How can attendees join?

Attendees can join virtual events from a browser using computer audio or from a mobile device using the GoTo mobile app.

Is there a registration limit for an event?

Although there is no registration limit on the virtual event itself, there is a limit on the individual sessions. For specific sessions, registration works the same way as regular webcast webinars. The registration limit is set to 10x the allowed attendees (3,000 attendees for Enterprise plans and 1,000 attendees for Pro plans).

What is a virtual event?

Schedule a Virtual Event

Add Sessions to a Virtual Event

Live Stream a Virtual Event

Stream on Facebook or YouTube

Live stream on LinkedIn

Generate Reports

FAQs

Can I record a virtual event?

Are there limitations?

How can attendees join?

Is there a registration limit for an event?

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