With RegFox, you can create a virtual event page that allows registrants to join your event online instead of in person. Virtual events are ideal for livestreams, webinars, and other interactive digital experiences, giving you a centralized place to securely host and manage online attendance.
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Getting Started
From the Pages screen, click Create Page in the top right corner
Filter by the Virtual type on the left-hand side
Find one of the Virtual page templates you would like, and click Get Started
Note: To create a hybrid event that allows registrants to choose between an in-person or virtual experience, select the “Generic Hybrid Event” template under the Virtual page type. This is the main template that supports hybrid event pages.
Add the name of your new event page
Add your event's start date and time
Select the currency of your page
Select the estimated number of registrants for your event
Click Create Page
Pro Tip: After creating your event page, be sure to set up your registration options and customize the registration page registrants will see before accessing your event.
Customize Your Event Basic Settings
Once your page design is complete and your registration options are set up, you’re ready to configure your Virtual Content. In your Virtual Event settings, you can control when registrants can access your online content, how many devices they can use, and the messages they see when they first log in.
Hover over the Virtual Event tab
Select Basic Setup from the dropdown
Select when registrants can access your online content
Specific Date Access: This option only lets registrants access your content starting on a specific date. Click Remove access to this link on a specific date/time if you want to also remove registrants' access on a specific date
Instant Access: This option allows registrants to access their content as soon as they purchase registrations for your event. Click Remove access to this link on a specific date/time if you want to remove registrants' access on a specific date
Select how many devices a registrant can use at the same time
No Restriction: This option allows users to use the same access code to enter the event from multiple devices without restriction
Very Strict Enforcement (Use with Caution): This option restricts each access code to one active session at a time and applies a one-hour lockout. With this option, registrants will not be able to switch devices or rejoin the event from another device within that hour, so we recommend using this setting with caution
Update the display message for the Login Screen that appears when registrants reach the page where they enter their access code to join your event
Customize the message that appears on the Main Event Screen when registrants first enter the event after logging in.
Add and Customize Your Event Content
On RegFox Virtual Events, you have the option to add livestream events for your page and offer on demand viewing options for people who register for your event. Here is how to set up both.
Pro Tip: In RegFox, you can add both livestreams/meetings and on-demand viewing content to your event page. Each option is designed for different use cases and event formats.
Livestream/Meeting is best for events that take place at a scheduled date and time, such as live meetings or real-time broadcasts that registrants join as they happen
On-Demand Viewing is ideal for pre-recorded or static content that registrants can access anytime, without a set start or end time
Set up a Livestream/Meeting Session for Your Virtual Event
Set up a Livestream/Meeting Session for Your Virtual Event
The Livestream/Meeting option allows you to host your virtual event in real time, making it ideal for live events of any size. You can add multiple livestreams or meetings to a single event as needed. Below are the steps to add this option to your event.
Hover over the Virtual Event tab
Select Livestream/Meeting from the dropdown
Click Add Session or Add Another Session
Add a Title for the session
Add a Description for the session, if desired
Select your video type
Select Livestream if you are looking to set up a session for larger groups with less audience interaction
Select Meeting if you are looking to set up a session for a smaller group with more audience interaction
Once you select the event type, add the hosting details for your virtual event. The setup steps differ depending on whether you’re adding a Livestream or a Meeting.
Livestream Setup
Livestream Setup
Select your Source
The Embed option lets you display content from another platform directly on your RegFox Virtual Event page. When choosing this option, copy and paste the embed code from your hosting platform into the Embed Code field. Use Add Additional Embed to include more items in the same session if needed
The Pre-Recorded option lets you upload a video and schedule it to stream on a specific date and time. To use this option, click Upload Video, or select Use Previously Uploaded Video to choose a video you’ve already uploaded. Use Add Additional Embed to include more items in the same session if needed
The Link option lets you add a direct link to your streaming platform. With this option, registrants will see a button that opens the content in a new tab. Use Add Additional Embed to include additional items in the same session, if needed
Select Restrict by Date to show this content only during a specific date range. When enabled, choose the dates when the livestream information should be available. If left blank, the content will be accessible at all times
Select Restrict by Audience to limit this content to specific registration options. When enabled, choose the registration option(s) or session(s) that should have access to this content
Meeting Setup
Meeting Setup
Select your Source
The RegFox Live option lets you host your meeting using RegFox's built-in streaming feature. The meeting is embedded directly in your virtual event page and is accessible only to registered registrants. When enabled, you can set the meeting date and start time, control when the video becomes available, add a pre-roll video, and display a custom logo. Click here to learn how to set up RegFox Live
The Embed option lets you display content from another platform directly on your RegFox Virtual Event page. When choosing this option, copy and paste the embed code from your hosting platform into the Embed Code field. Use Add Additional Embed to include more items in the same session if needed
The Link option lets you add a direct link to your streaming platform. With this option, registrants will see a button that opens the content in a new tab. Use Add Additional Embed to include additional items in the same session, if needed
Select Restrict by Date to show this content only during a specific date range. When enabled, choose the dates when the livestream information should be available. If left blank, the content will be accessible at all times
Select Restrict by Audience to limit this content to specific registration options. When enabled, choose the registration option(s) or session(s) that should have access to this content
Set up an On Demand Viewing Session for Your Virtual Event
Set up an On Demand Viewing Session for Your Virtual Event
Hover over the Virtual Event tab
Select On Demand Viewing from the dropdown
Click Add On-Demand or Add Another On-Demand
Add a Title for the content
Add a Description for the content, if desired
Select your Source
The Embed option lets you display content from another platform directly on your RegFox Virtual Event page. When choosing this option, copy and paste the embed code from your hosting platform into the Embed Code field
The Pre-Recorded option allows you to upload a video for registrants to watch. Click Upload Video, or choose Use Previously Uploaded Video to select a video you’ve already uploaded. You can then adjust the player controls and add a message that appears after the video is completed.
The Link option lets you add a direct link to your streaming platform. With this option, registrants will see a button that opens the content in a new tab
Select Restrict by Date to show this content only during a specific date range. When enabled, choose the dates when the on-demand content should be available. If left blank, the content will be accessible at all times
Select Restrict by Audience to limit this content to specific registration options. When enabled, choose the registration option(s) or session(s) that should have access to this content
Add Downloads to Your Event Page
RegFox allows you to add downloadable content to your virtual event page, giving registrants easy access to helpful resources like schedules, handouts, and other supporting materials. You can include links to downloadable files such as PDFs, ePub files, audio files, and more, all in one convenient place.
Hover over the Virtual Event tab
Select Downloads from the dropdown
Click Add Download or Add Another Download
Add a Title for your download
Add a Link for your download
Click Allow Access to This Download Based on Registration Options to limit this download to specific registration options. When enabled, choose the registration option(s) or session(s) that should have access to this download
Preview Your Event
Once your page is published, you can preview your virtual event at any time. Preview mode lets you see the experience registrants will have after logging in, including the access page, the login screen where access codes are entered, and the screen for requesting a resend of a lost access code.
Hover over the Virtual Event tab
Select Preview Virtual Event
View your event
Pro Tip: You’ll only see the Preview Virtual Event option after publishing your page. It won’t be available before you first publish your registration page.
FAQs
Is there a way to remove the header that has options for my registrants to purchase a registration or sign in to my virtual event?
Is there a way to remove the header that has options for my registrants to purchase a registration or sign in to my virtual event?
No. For Virtual Events, the header that provides a link to purchase registrations or sign in is enabled by default and cannot be removed. If you need to remove this header, we recommend switching your page to an in-person event instead.
Why don't I see the option to preview my event?
Why don't I see the option to preview my event?
If you don’t see the Preview Virtual Event option, your page likely hasn’t been published yet. This option becomes available only after your page is published.
How do I add a pre-recorded video to my virtual event?
How do I add a pre-recorded video to my virtual event?
You can add a pre-recorded video that either livestreams on a specific time and date, or a pre-recorded video that is available on demand as soon as the registrant purchases registrations for the event.
How can I switch my event type from an in person event to an online event?
How can I switch my event type from an in person event to an online event?
You can switch your event between an in-person event and a virtual event as needed.
From the Pages screen, click the pencil icon on the page you want to edit
Hover over the Settings tab in the main menu bar
Click Basic Setup
Switch the Event Type as needed
Confirm that you want to switch your event type
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page
Can I add a slideshow to my virtual event page?
Can I add a slideshow to my virtual event page?
Yes! RegFox lets you add a slideshow that displays as soon as registrants log into your virtual event, or provide it as a downloadable link. Learn how to do both options below.
Embed Your Slides on Your Virtual Event Welcome Screen
Embed Your Slides on Your Virtual Event Welcome Screen
You can embed your slides onto your virtual event page using Google Sheets, Powerpoint, or another preferred service.
Generate the Embed Code for your slideshow
Copy your embed code
From the Pages screen, click the pencil icon on the page you want to edit
Hover over the Virtual Event tab
Select Basic Setup from the dropdown
Go to the Main Event Screen section of the page
Select the code icon
Paste your embed code into the field. This will add the slides to the main event page that registrants see when first logging in
Add Your Slides as a Download
Add Your Slides as a Download
Get a link to your slideshow
Hover over the Virtual Event tab
Select Downloads from the dropdown
Click Add Download or Add Another Download
Add a Title for your download
Copy the Link for your slideshow
Click Allow Access to This Download Based on Registration Options to limit this download to specific registration options. When enabled, choose the registration option(s) or session(s) that should have access to this download
Is there a maximum file size for uploading a pre-recorded video?
Is there a maximum file size for uploading a pre-recorded video?
Yes, you can upload pre-recorded videos up to 5GB.
Is there a recommended file type for pre-recorded videos?
Is there a recommended file type for pre-recorded videos?
For best results, we recommend uploading pre-recorded videos in .mp4, .webm, or .ogv format with a 16:9 ratio.
Can I create a hybrid event page that allows registrants to come to my event in person or virtually?
Can I create a hybrid event page that allows registrants to come to my event in person or virtually?
Yes, you can create a hybrid event page on RegFox. To do so, we recommend selecting the "Generic Hybrid Event" template.
From the Pages screen, click Create Page in the top right corner
Filter by the Virtual type on the left-hand side
Find the "Generic Hybrid Event" template
Click Get Started
Add the name of your new event page
Add your event's start date and time
Select the currency of your page
Select the estimated number of registrants for your event
Click Create Page
Can I change a hybrid event page to an in-person or virtual-only event page?
Can I change a hybrid event page to an in-person or virtual-only event page?
No. Hybrid event pages can’t be converted to exclusively in-person or exclusively virtual pages. If you’d like to offer only in-person or only virtual attendance, we recommend creating a new event page.