Virtual Pro gives you everything you need to run a full virtual event, from registration to the live experience itself. With Virtual Pro, you can create a centralized event schedule with livestream links embedded, enable attendee networking and information sharing, and showcase sponsors and exhibitors in dedicated virtual spaces. Sponsors and exhibitors can also collect lead lists, making it easy to deliver real value to your partners. Whether you’re hosting a conference, summit, or online meeting, Virtual Pro helps you manage the entire virtual event experience in one seamless flow.

Getting Started

From the Pages screen, click Create Page in the top right corner
Filter by the Virtual (Pro) 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 Pro Event” template under the Virtual Pro page type. This is the main template that supports hybrid Virtual Pro 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 virtual event.

Click here to learn how to set up your registration options
Click here for an introduction on how to set up your registration page

Customize Your Basic Settings

Hover over the Virtual Event tab
Select Basic Setup from the dropdown

Upload an Event Logo, if desired. This logo will be displayed at the top of your virtual event and on all help screens like the Login screen, Lock Screen, and more. Click Upload New Logo to upload a logo from your computer
Update the message displayed on the Login Screen when registrants arrive

Customize the message displayed on the Welcome Screen when registrants first log in to your event
Select what fields will display on your virtual event page. You can show the upcoming sessions, sponsors, and exhibitors
Click Save

Add Your Schedule

On your registration page, hover over the Virtual Event tab
Select Schedule from the dropdown
Click Add Session
Add your Technology Type, or set the Session Type. You can edit this information later if desired

Add the Title for your session
Add the Date for your session
Add the Start Time and End Time for your session
Add the Location for your session, if desired

Select the Session Type for your session from the dropdown. If there is no category that fits well, you can select "Other"
Select the Technology for your session from the dropdown
Add the Embed Code or Link for your session
Toggle on Enable Live Chat to embed an external chat tool. If enabled, add the embed code

Add a Description for the session, if desired
Add an Image to the session, if desired
Add a Capacity to this session to limit the number of people who can add this session to their schedule

Use the Registrations Options field to only display this session to specific registration options or specific page sessions
Add a Sponsored Session by selecting a sponsor from your sponsor list. The sponsor’s information will appear in the event schedule and session details.
Click Add Embed to embed additional external chats, documents, or surveys to the session

Use Additional Settings to further customize your session
- Toggle on Auto Add to Schedules to automatically include the session on each registrant's personalized schedule
- Use the Related Sessions field to display another related session
- Use the Replay field to add a link to a website or service where the recording is stored so people can watch the replay later
Click Save

Add Sponsors and Exhibitors

Pro Tip: In RegFox Live, you can add both sponsors and exhibitors to your meeting. Each role has different advantages

Sponsor: A sponsor gets priority placement on the welcome screen and can sponsor individual sessions within the schedule. Sponsors can create lead lists by collecting attendee information
Exhibitors: Exhibitors get a listing in the virtual exhibit hall and can promote products through links videos, and demos. Exhibitors can create lead lists by collecting attendee information

Hover over the Virtual Event tab
Select Sponsors & Exhibitors from the dropdown
Click Add Company

Add the Company Name
Select whether this company is a Sponsor, Exhibitor, or both
Click Save & Continue

Add an Editor, if desired. Editors can login, edit the company profile, and edit the exhibitor demo information that is shown on the virtual event. Click Skip to skip this step
- To add an editor, add the editor's name and email
- Click Save
- Click Add Another Editor if you want to add more than one editor. Once you have added all editors, click Continue

Add the Company Details, if desired. Any editors will be invited to edit this company information
Click Save

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?

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.

How can I switch my event type from an online event to a hybrid event?

You can currently change a Virtual Pro event from virtual to hybrid. Follow the steps below to make this update.

Note: Virtual Pro event pages cannot be converted to fully in-person events in RegFox. To host an in-person event, we recommend creating a new RegFox page and selecting an in-person event type.

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 waitlist when using the session capacity setting?

No. Waitlists are not supported when a capacity limit is applied to virtual sessions.

Can registrants remove a session that’s automatically added to their schedule?

No. Automatically added sessions can’t be removed from a registrant’s schedule.

Create a Virtual Pro Event