✅ 4: Stage tutorial

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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 (or Stages).

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There are four different options to display content on Stage to choose from as shown below. 

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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.

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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="

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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.

  • Set the Stream provider to Hopin (if not already selected) in order to see the RTMP Stream tab
  • Switch to the RTMP Stream tab
  • Click Generate RTMP setup (this will generate a unique set of stream keys and URLs for your event)

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You will then be able to see the 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 live streaming your physical event content into a virtual event on Hopin.

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3. Hopin. Select Hopin to use Hopin’s own live streaming studio, the Backstage. For fully virtual events, most organizers use the Hopin Backstage.

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 "Broadcast 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.

Backstage controls

  • 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.
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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.

StreamYard Backstage

The StreamYard backstage allows organizers to quickly access advanced video production features for their events through the event dashboard. 

To get started, 

  • Go to the Event Dashboard > Venue > Stage 
  • Under Broadcast Studio, select StreamYard Backstage. Note that selecting the StreamYard Backstage creates a new backstage link for the event and if you were already using the Hopin backstage link, it will no longer be accessible.

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  • Click the ‘View StreamYard Backstage’ button. This will direct you to the new backstage where you will be required to allow access to your mic and camera.

Note: You do not need a StreamYard account in order to use this backstage 

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  • The next step is to check your camera and microphone. You can also make use of the ‘mute’ and ‘Stop Cam’ buttons as you wish.

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  • You can go on to explore the settings option by clicking on the ‘Cam/Mic’ button on the right. This option allows you to set up your camera, audio and green screen. 

With the camera option, you can select your camera and resolution. The audio option allows you to select your microphone and speaker. The green screen option allows you to set up virtual backgrounds for your event. Note that enabling the green screen feature uses more computer resources than other features. 

TipHow to set up virtual backgrounds using StreamYard

  • Select your display name and enter the broadcast studio

How to use the StreamYard Broadcast Studio

Once you enter the StreamYard Broadcast Studio, you are met with the picture below: 

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  1. Clicking on the StreamYard/Hopin logo takes you to the reception page of the event. 
  2. This is where your stream will be shown on the backstage and how it will look on the main stage.
    You can choose different video layouts as listed in the options below.
  3. Your video card will be shown at this portion of the backstage. You need to click on the video card here to add the video to the main stream in number 2. 
  4. This gives you options for turning on/off your mic/cam, sharing your screen or a video file on your computer, copying the broadcast studio link and returning to the main event. 
  5. On the tab at the right side, you're able to use the chat area, add banners to the stream, choose from branding options, access the private chat area and access the settings page of the broadcast studio.
  6. This allows you to access the chat area of the broadcast studio. All chats from the broadcast studio are automatically transferred to the main stage of the event. You can also show comments on the main stream by clicking on the comment on the broadcast studio.
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  7. Click the Go Live button to begin broadcasting to the main stage of the event. Note that there will be a 10-second delay to the stage. To stop the broadcast, simply click the Stop Broadcast button. 

Speaker tutorial

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 in your Organization's account under the Events tab 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.

  1. Open your deck in a new tab or separate application.
  2. 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.
  3. Select the tab or application with the presentation.
  4. Select and hit Share.
  5. 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.

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  • 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: You can disable the stage recording by unchecking the record option of the stage settings found on the event dashboard. 

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When finished, the organizer or MoC will probably return to the camera to say thank you and/or help transition to the next speaker.

Integrations

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. 

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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 support@hopin.com in case you have questions or need assistance.

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