Overview

Breakout rooms are an alternative to setting up Networking rooms ahead of time. Rather than having attendees manually navigate to the Rooms tab and select a room, Breakout rooms can be created spontaneously and will randomly assign each attendee & speaker in your event to a breakout room instead. For instructions on how to create preassigned breakout rooms, in which you choose which attendees are moved into which room, review this doc instead.

A few things to note about breakout rooms:

• Breakout rooms do not need to be created ahead of time. Instead, they are created when you decide to launch a breakout session.
• The maximum number of attendees and/or speakers allowed in a breakout room is 30. However, additional organizers may enter any breakout room, bringing the total number of people allowed up to 32.
• The breakout rooms tab will only appear after you create the rooms and send attendees to these rooms. Once you end the breakout room session, this tab will disappear.
• If there are no speakers and no attendees inside your event (only organizers), Breakout Rooms cannot be created. Breakouts are generated based on the number of attendees and speakers inside your event.

Creating Breakout Rooms

1. Select your profile picture in the top-right corner of the page.
2. A dropdown menu will appear. Make a note of the number of attendees, then select the Create button to continue.
3. A pop-up will appear. Enter the maximum number of attendees & speakers you would like assigned to a room. We suggest basing this on the number of attendees present. Attendees will be split into even groups. For example, if you have 100 people in your event and you create rooms of 6, 15 rooms of 6 and 2 rooms of 5 will be created. 
4. Once you have finished, select the Create button. A confirmation message will appear once the breakout rooms have been set up.
5. Attendees will see a popup message prompting them to join their randomly assigned breakout room.
6. You, and all other organizers, may navigate to the Breakouts tab and select any room to join, even if that room has its maximum capacity of attendees and speakers. 

Note: the maximum number of attendees and/or speakers allowed in a breakout room is 30. However, additional organizers may enter the rooms, bringing the total number of people allowed at one time up to 32.

Joining a Breakout Room

Attendees

Once an organizer has started a breakout room session, a pop-up will appear on the event stage to prompt attendees to join their assigned breakout room.

1. Select the Join Your Breakout Room button on the pop-up.
2. They will be redirected to the Prep Area, where they can make sure that their camera and microphone are working correctly or simply take a minute to ground themselves.
3. Select the I'm Ready button to join the breakout room.

Organizers

Note: Any organizer who did not create the breakout rooms will receive a pop-up inviting them to go to the Breakout tab and manually choose a room themselves.

Unlike attendees, if you would like to join a breakout room, you will have to do so manually.

1. Select the Open Tab button on the confirmation pop-up or the Breakouts tab at the top of the page.
2. All of your breakout rooms will be listed on this page along with who is in each room. Select any room and click JOIN.

A maximum of 30 attendees / speakers can be inside each breakout room at one time - this number is set by you when you create your breakout rooms.

A maximum of 32 people total (attendees + speakers + organizers) can be inside a breakout room at one time.

For example: if you create a breakout room that has 23 attendees & speakers, a maximum of 9 organizers could join that room, until the room has 32 total people inside. Once the room is full, the JOIN button will change to display WAIT and no additional people will be allowed into that room.

Prep Area

Before joining a breakout room, you will be redirected to The Prep Area. This where you can make sure that your camera and microphone are set up properly. It is also a great place to take a moment to ground yourself before joining others in the breakout room.

Select the I'm Ready button to enter your breakout room. If the button says "Room Full" this room has reached capacity. Please return to the Breakouts tab and select another room to join. 

Leaving a Breakout Room

To leave a breakout room, simply select the Leave button in the bottom-right corner of the event stage.

Ending a Breakout Room Session

1. Select the Breakouts tab at the top of the page.
2. Click the End Breakouts button.
3. A pop-up will appear, asking you to confirm that you would like to end the session. Select the Confirm End button to end your breakout room session. Attendees will see a 15 second countdown, and then everyone will be redirected back to the stage.