Contents
Overview
In this document we will be reviewing the first four pages you should visit on the Goldcast platform to streamline creating a virtual conference event. Pages are covered in the order that they should be visited and processes in the order they should be completed.
Note: Webinar events are set up differently than Virtual events or Hybrid events. Click here to see how to set up a Webinar event.
1. Details
The Details page is the first page you will see when creating an event. This is where you will name your event, assign it a date and time, primary language, and write a brief synopsis for future registrants. While this information is required to create your event, you may update and make changes to it at a later date.
Title
The title of your event will appear on both the Registration and Event pages for your event as well as any email notifications sent out to event registrants.
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Start and End Time
Select a start and end date / time for your event.
Timezone
Select your timezone from the dropdown. All registrants will see the event date and time in their own local timezone.
Event Types
Test Event
The Test event type status is enabled by default. Click the This is a Test Event toggle to disable the status. This will inform the Goldcast CS team that your event requires technical support.
Hybrid Event
Hybrid Events are great for when you are planning an in-person event but want to provide an option to tune in virtually that goes beyond merely sharing a link to a livestream. They bridge the gap between remote and in-person by providing engaging ways for attendees to interact with an event whether they are ten feet from the stage or tuning in from the other side of the world.
Click here to learn more about Hybrid events.
Description
Write a brief but informative synopsis of your event for potential event registrants. This information will appear on the Registration page for your event.
2. Branding
Now that you've created your event, you will be ready to start branding it. The Branding page is where you can control the font, graphics, and color scheme of the Event and Registration pages for your event. Here are some tips to consider when branding your event.
Prioritize Contrast and Readability in Your Color Scheme
When selecting images and choosing a color scheme for your event, it is crucial that you take the contrast between foreground text and background images into account. Otherwise, you might end up with an event space that looks something like this:
Instead of this:
A good event color scheme should have the following characteristics:
- An Event Title color with decent contrast against Registration and Event Page backgrounds. Additional tips for selecting backgrounds for your event space can be found here.
- A Primary and Secondary Text color with decent contrast against Primary, Stage, and Secondary background colors.
Make Sure Your Images are the Right Size
Selecting the right size image will help ensure proper display on the event platform. Information about recommended dimensions and aspect ratios can be found under the Upload area of each image field.
| Item | File type | Size |
| Logo | PNG or SVG | 1:1 aspect ratio |
| Favicon | PNG | 32x32px |
| Hero Background Image – Desktop | JPEG or PNG |
4:3 aspect ratio 1024x768px min 2400x1800px max |
| Hero Background Image – Mobile | JPEG or PNG |
3:4 aspect ratio 600x800px min 1200x1600px max |
| Stage Background Image – Desktop | JPEG or PNG |
4:3 aspect ratio 1024x768px min 2400x1800px max |
| Stage Background Image – Mobile | JPEG or PNG |
3:4 aspect ratio 600x800px min 1200x1600px max |
| Video Stream Background Image – Desktop | JPEG or PNG | No larger than 1400x850px |
| Video Stream Background Image – Mobile | JPEG or PNG | No larger than 375x812px |
| Filler Slide | JPEG or PNG | No larger than 1920x1080px |
| Sponsor Logo | PNG or SVG | 1:1 aspect ratio |
Tips:
- Keep your desired color scheme in mind when selecting background images for your event.
- If you have an existing image you would like to use that does not meet these requirements, try cropping it with an image editing software such as Photoshop, GIMP, or Canva Photo Editor.
- Do not scale up the size of an image to meet sizing requirements, as it may make it appear blurry or pixelated.
Preview Your Event Space
The easiest way to make sure that your event branding looks the way you want it to is to look at the event pages themselves! There are two ways to view your event page:
From the Branding Page
After you have made any change on the Branding page, check your changes in the Preview Window and confirm the appearance of both the Desktop and Mobile views. You can do so by selecting the Preview icons at the bottom of the page.
From Your Event and Registration Pages
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Select the Event and Registration Page links from the Event Panel to view your branding on the pages themselves. This must be done after you have selected the Publish button and saved your changes |
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Click here for additional information about branding your event.
3. Emails
After you have finished branding your event, you can begin setting up email templates for it. This is done in the Emails section.
Email templates should be set up before you open registration for your event, as they will be used to send an initial RSVP confirmation email to new registrants as well as additional reminder emails in the days leading up to your event.
Default vs. Custom Templates
Goldcast event emails are set up with a default template that determines the contents and appearance of all emails sent to event registrants. However, if you would like to use a custom template for your event registration and reminder emails, you can do so by selecting the edit icon next to the email and selecting it from the Email Template In Use dropdown.
Custom email templates must be added to your Goldcast Org's Library for them to appear in the templates dropdown on this page. Additional information about creating and adding email templates can be found here.
Note: Email templates must be uploaded in an HTML file format. Additional information about creating email templates can be found here.
Scheduling Confirmation & Reminder Emails
Choose your email reminder schedule by selecting or deselecting the emails in the list.
Click here for more information about Goldcast event emails, including editing your email subject lines, sending yourself test emails, changing the email alias (who the email appears to come from), and sending a custom email outside of the set email schedule.
4. Registration
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Once you have created and finished branding your event, you will be ready to begin registering guests. This is done in the Registration section. To invite people to sign up for your event, you may send them the Registration Page link at the bottom of the left-side navigation menu. The Goldcast platform also provides several options for adding registrants to your event yourself: Single Registration, Bulk Registration, and registrations via an external form or webhook. |
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Click here for additional information about registration options.
5. Space
You've provided the details of your event, branded it, and set up your registration. Now for the most important part: the event itself!
The Space page is used to manage various elements of your event such as your event agenda, sessions and broadcasts, networking rooms, and speakers list. The content set up in this page will ultimately determine how your attendees experience your event.
Agenda
The Agenda tab is where you will set up and manage the schedule for your event.
Create Tracks
Tracks allow you to host multiple agenda items at the same time. Each of your attendees can follow separate tracks and will be automatically moved from one session to the next within a track. If your event at any point has multiple agenda items occurring at the same time, then you should create multiple tracks; however, if your event does not at any point have multiple agenda items happening at the same time, then you should only make one track and assign all agenda items in that event to that solo track.
Because agenda items are always assigned to a track, tracks must be setup before agenda items can be added to your event.
Click here for additional information on creating tracks.
Add Agenda Items
Once your tracks have been created, you will be ready to start adding items to your agenda.
- Stage Agenda items appear on the "main stage" of your event and can be used for live broadcasting, prerecorded videos, or a mixture of both. Add this item to your agenda for panels, keynote speakers, and other similar program events.
Click here for additional information on creating stage agenda items.
Note: Webinars do not have room or booth capabilities, so there are no "Go to Rooms" or "Go to Booths" session types for Webinar events. If rooms or booths are desired for an event then it is recommended to talk to your CSM about making a Virtual event or a Hybrid event.
- Go to Rooms and Booths agenda items will inform your guests that you have allotted time for them to visit sponsor booths or engage in conversation in networking rooms.
- If your event lasts for several hours, we suggest adding a Break Period to your agenda to allow your guests to pause and regroup.
As stated in the previous section, all agenda items must be assigned to at least one track before they can be added.
Rooms
Note: As previously mentioned, Webinar events do not have Rooms.
Rooms provide guests with the opportunity to network and connect with one another during your event. They can be set up so that they are available for guests to pop in and out of throughout your event or allotted a specific timeframe in your agenda.
Click here for additional information on creating networking rooms.
Booths
Note: As previously mentioned, Webinar events do not have Booths.
Booths are versatile and can be used for a number of purposes such as showcasing event sponsors and relevant organizations, uploading on-demand content, and widgets.
Keep the following assets in mind before creating a booth:
| Logo | 1:1 aspect ratio |
| Booth Cover Image | 2:1 aspect ratio |
| Booth video | 16:9 aspect ratio |
| Filler Slide | 3:1 aspect ratio (preferred) |
Click here for additional information on creating booths
Speakers
After you've finished creating your agenda, you will be ready to add speakers and assign them to broadcasts.
Speakers are added to your event from the Speakers tab, then assigned to broadcasts from the Agenda tab. Broadcasts can be existing or created after the speaker has been added.
The speakers list will appear on the Registration and Event Page for your event. As such, you will want organize your speakers list in the order you would like it to appear on these pages.
Once your event is set up, you can visit your Event page and then click "Enter Event" to view each section, including your Agenda, Rooms, Booths, and more.
