The Hopin Stage is where you can reach the entire audience in one place. It’s great for your main talks — keynotes, presentations, fireside chats, panels, interviews, and so on. Up to 100,000 people can view the Stage at a time.
To set up the Stage, go to the Event Dashboard > Venue > Stage
There are three ways to display content on Stage. These are configurable in your Event Dashboard > Venue > Stage.
1. Pre-recorded videos. You can place pre-recorded videos from YouTube, Vimeo, or Wistia on the Stage. Select the "Stream provider", choose the provider, and paste the video ID from the hyperlink. Scroll down and click Save.
Note: The Stream identifier field is for the ID only, NOT the entire URL. If the entire URL is used, or the timecodes are added to the link (e.g. LXb3EKWsInQ&t=26) an error will occur.
E.g. for the YouTube URL https://www.youtube.com/watch?v=LXb3EKWsInQ please use only LXb3EKWsInQ -- the part after the “=” symbol.
YouTube playlist. Adding a YouTube playlist will let attendees select which video(s) they want to watch.
Note: The playlist link must include "https://www.youtube.com/playlist?list="
You can find the link by clicking the Playlist name at the bottom right corner of the YouTube window.
YouTube Live Stream video. Go Live with your camera or via RTMP on YouTube Studio, then send the stream to your Expo Booth on Hopin.
2. RTMP. You can livestream from a third-party software onto the Hopin Stage using RTMP streaming. Select "RTMP stream" under "Hopin" as a "Stream provider" to display the RTMP URL, RTMPS URL, and Stream Key to input into your software. This will ingest the feed from a livestream program, such as OBS, WireCast, Switcher Studio, Ecamm, Streamyard, and others. RTMP is the solution to choose for livestreaming your physical event content into a virtual event on Hopin.
3. Hopin. Select Hopin to use Hopin’s own live streaming studio, the Backstage. For fully virtual events, most organizers use the Hopin Backstage.
The Stage is what attendees see, the Backstage is how speakers present.
Every Hopin Stage has an associated Backstage. The Backstage is accessed via a private link in your event dashboard. Only organizers have access to this link and it’s the link you’ll be sharing with your speakers or anyone you want to have on screen via the Stage. Check on our Backstage tutorial for more information on the Backstage.
How to access your Backstage
- Sign in and go to your event dashboard
- In Overview, you’ll see the box "Hopin Studio" next to the camera icon. This contains the Backstage link.
- You can also go to "Stage" in the event dashboard > Venue and you will see "Segment Backstage Link" under "Hopin Studio".
- After you obtain the link, open that link in a new tab to enter the Backstage.
Note: The Backstage is only for the Stage, NOT for the Sessions or Expo areas.
Tip: You must be registered for the event for the Backstage link to work. If you are not registered, you will be sent to the registration page. This applies to the event Organizers as well.
- Share Audio and Video. Click "Share Audio and Video" at the top right of the video screen. This will turn on your video and audio in the Backstage, and you'll be able to go live when the Organizer hits "Broadcast".
- Broadcast. Visible only to organizers, press this button to go live to the front Stage. When you click Broadcast, whatever and whoever is visible in the Backstage becomes visible on the front Stage.
- Video. Click this to turn your video on and off.
- Audio. Click this to mute and unmute yourself.
- Screensharing. This looks like a computer screen with a line through it. That means it is off. To turn on, click it, then you will be able to choose your slides or application to present. When you share your slides, your video becomes smaller and sits below the presentation. If you turn off your camera, you will be removed completely from screen until you turn it back on again.
Note: Screen sharing option is limited to one person at a time and will be greyed out for the other speakers/presenters until the person stops sharing their screen. If you have 4 speakers for a session, and one of them decides to share their screen, the Screenshare will be counted as the 5th person.
- Backstage chat. To the right, you have the ability to chat privately with anyone in the Backstage using the Backstage chat. You can easily switch between Event chat and Backstage chat to view the attendee conversation while chatting with your speakers on the Backstage.
When you click Broadcast, the top left of the screen says “Going Live…” blinking in yellow. You are not live yet. Wait about 10-15 seconds, and then you will see a red “LIVE” notification appear in its place. Once you see the red "Live" button, that means it’s you are live and sending the stream from the Backstage to the front Stage.
Tip: When broadcasting, there's a small delay between the Backstage and the main Stage of about 10-15 seconds. You do not hesitate, however, when you start broadcasting, start speaking. You’ll notice when you ask a question, the chat responses from attendees come in about 10 seconds after you finish asking it. It takes some getting used to, but with practice it becomes natural.
Here is a detailed instruction list of what you and your speakers need to do to speak seamlessly at the event.
Getting speakers set up
- Have your speakers create a Hopin account.
- Send them a link to register for the event (we suggest using a "Hidden Ticket" at a free or reduced price for paid events).
Note: they will not be able to enter the event if they are not logged into their Hopin account.
- Once they are registered, add the speaker in your event dashboard > People > Speakers. Click on “Add Speaker” and type their name in the box. If they are registered for the event, their name will come up. If they aren't registered, prompt them to do so!
- Add the speaker to your event schedule under Venue > Schedule. Create their segment (probably on Stage) and select them as the speaker by checking the box with their name.
- They will now show up on your Registration page, Schedule, and Reception Page if you have them on the Schedule as a Speaker.
- If you can, do a test run with the speaker using a test event. You can duplicate the real event easily by clicking the three dot menu and selecting "Duplicate". The speaker will have to be registered for this event and the main event.
- Send the Backstage link (under Venue > Stage in your event dashboard) to the speaker and meet them there to rehearse.
- Confirm that the speaker’s audio and video devices work in the Backstage. They will need to give browser permissions to let Hopin use their camera and mic.
Speaker instructions at the event
- When it's 15 minutes or so before the time of the speaker’s presentation, tell them to head to the Backstage using the Backstage link. You might have to resend them the link.
- When they arrive, they can say hello in the Backstage chat. Use the Backstage chat tab to coordinate when it's their turn to share their audio and video. A presentation might be going on when they arrive, so you won’t want them to come on camera just yet.
- When it’s time for them to join on camera, tell them to click the Ask to Share audio and video button.
- You’ll see their profile pop up in the Moderation Panel. Click their face or initials to allow them on camera. When you allow someone on the Backstage, they select their audio and video devices and get a preview before joining, so there might be a small transition time.
- To broadcast to the front Stage, click the "Broadcast" button. Only organizers see this button, speakers do not.
- You’re live!
Once you finish your intro and you’re ready to leave your speaker to do their thing, it’s time to disappear. You can leave the backstage completely and it will not be interrupted or you can click the camera icon below your screen to turn off your camera. Your screen will turn to a gray avatar. Click the mic button to mute your audio as well.
When it's time for you to "reappear" on Stage, click the camera and mic back on and you'll come on camera immediately and your attendees will see you on Stage.
How to present slides
Here are the steps for presenting slides on Stage. We recommend two monitors to have your presentation on one screen and the event on another.
- Open your deck in a new tab or separate application.
- In the Backstage, click Screenshare.
NOTE: Screen sharing option is limited to one person at a time and will be greyed out for the other speakers/presenters until the person stops sharing their screen.
- Select the tab or application with the presentation.
- Select and hit Share.
- You’ll see your camera and screenshare are side by side in the Backstage. Don't worry! On the front Stage the screenshare is full size, and your video is smaller at the bottom of the screen.
That's it, you're screensharing!
Tip: Speakers can share a Chrome tab with sound on. Just make sure the sound starts playing before you share the screen.
- Click Screen sharing icon at the bottom of the page
- Switch to Chrome Tab on the popup window and choose the required browser tab
- Check the Share audio box
- Click Share to start sharing
E.g. Sharing a Google Slides presentation or playing a video in a browser tab with sound can be supported on the latest version of Google Chrome browser.
Note: Firefox browser doesn’t support sharing a tab with Sound yet.
Pro tip: From the Backstage, you can see the comments from attendees in the Event chat to answer questions and interact with the attendees.
Please check our detailed guide on sharing Powerpoint presentations to share Slides like a Pro.
Note: All Stage segments are automatically recorded by default. However, the event Organizer can uncheck the Record this stage box to opt-out of the Stage recording.
When finished, the organizer or MoC will probably return to the camera to say thank you and/or help transition to the next speaker.
When you click the 'Add an integration' button, you are redirected to the Integrations tab of the organization. There, you can enable the Twitter or Slido integration for the event. The Twitter integration allows you to add a Twitter timeline, collection or list to the stage while the Slido integration allows you to display any of Slido's polls, Q&A, and surveys to your attendees.
Once they are enabled, you can go back to the stage page of the event dashboard and you will be able to add in the Twitter URL or Slido URL.
Additional Information Area
You can add additional information to the stage for your attendees by using the content area. Follow this guide to set that up.
That’s it! Now you know how to master the Stage at your online event.
Feel free to reach out to us at firstname.lastname@example.org in case you have questions or need assistance.