This lesson is about preparation. The following tips are good steps to ensure everything goes smoothly on the day of your big event.
Check the browser
Currently, using the latest versions of Google Chrome or Mozilla Firefox on your laptop or computer guarantees the best experience.
Note: Sometimes, third-party extensions can affect the experience by blocking some of the Hopin interface elements. That’s why we also recommend opening the event in Incognito mode (command+Shift+N on macOS or Ctrl+Shift+N on Windows) on Chrome or Private tab (command+Shift+P for macOS or Ctrl+Shift+P for Windows) on Firefox.
On mobile devices the experience will be limited for Organizers or Speakers and sufficient for event attendees. In case the mobile device is the only you have, please check to use Safari on iOS and Google Chrome on Android.
Check the internet
Video and audio streaming is heavy on the internet that's why we recommend running a speedtest (e.g. https://www.speedtest.net/) and make sure you have 30Mbps+ on both Download and Upload speed for the best experience and highest resolutions across the event.
Note: The lowest bandwidth supported is 5Mbps. In case most of the attendees are known to have low-bandwidth internet connection, we recommend the event Organizers to adjust the Sessions Video Settings according to the lowest resolutions supported.
Tip: Mozilla Firefox works best for low-bandwidth internet connection for laptops or computers.
Check any settings on top of your internet
Some over-the-internet settings affect the experience and can prevent you from getting the best experience. Please make sure to turn off VPN, proxy or Firewall while organizing, attending or speaking at the event on Hopin platform.
Check your laptop or computer specs
Video streaming requires processing power. Please make sure you are using computers that are not older then three years from now, have multiple core processor, 8GB+ RAM and a video graphics card that can handle 1080p 30FPS video resolution.
Do a test event
You can duplicate your main event by clicking the three-dot menu and select “Copy.” Change this copied event to “Hidden” or “Private” in the Key Details tab. Your speakers will have to register separately for this event, but this will allow everyone to practice and become familiar with the venue.
Register yourself for your event
Make sure you register yourself for your own event otherwise you won't be able to enter it.
Register your speakers, moderators and vendors
Have your speakers and vendors register themselves on Hopin. Use the Hidden tickets option to send them individual links to the Registration page.
Once registered, enter Speaker names and bios in the Speakers tab and add them to their talks on the Schedule. Share our Speaker Instructions with your speakers.
Assign Moderators to Sessions and vendors to Expo Booths.
Do a precall test
The Hopin Pre-Event Check is a tool we provide to test the stream quality of users' devices before participating in events hosted on Hopin. The test results will help determine if the local device set up is good to go for an event or if there are likely to be issues.
It is available at the following URL as a dedicated page: https://hopin.com/pre-event-check. It is also available within an event session. See how to run the test using both options in our dedicated article here.
Do a test run on the Backstage
Test your speakers’ AV devices (and yours) in the Backstage before the event. You can share the backstage link and test it at any time before your event is live. Remember to turn off the broadcast!
Hopin’s automated emails and what you can do about them
Hopin sends automatic emails at key points in the user journey of attending your event. These email reminders are sent to attendees for events on all plans. You can use these, turn them off, or customize them on the Advanced plans only.
The emails Hopin sends are:
- You are in. Delivered when the user registers.
- One-hour reminder. Delivered one hour before the event starts.
- One-day reminder. Delivered one day before the event starts.
- Start time changed. Delivered when the event gets rescheduled.
- Magic Link Invitations (Advanced plans only). Invitations sent by magic links.
To turn off Hopin emails - advanced plans only, contact Hopin to turn on email suppression through a Hopin Pro account. When this is enabled, you’ll see a checkbox at the bottom of your Key Details page to suppress Hopin’s emails. If you don’t see this checkbox, it’s not enabled on your account.
Also for Hopin advanced plan customers, you’ll have the option to customize all of Hopin’s emails under the Customizations area of your event dashboard.
Check out more tips for successful virtual events.
Feel free to reach out to us at firstname.lastname@example.org in case you have questions or need assistance.