Topics

  1. Home
  2. Docs
  3. Topics
  4. Use Cases
  5. Virtual Conference

Virtual Conference

Scenario

An event company is planning a 2-day virtual conference that will be presented using Zoom webinars and meetings. They plan on presenting 2 webinars over two days. They will also host an open discussion where participants can interact with each other via a Zoom meeting.

When an attendee purchases access to the virtual conference, the following must occur:

  • Attendees must be automatically pre-registered for each Zoom webinar as well as the Zoom meeting
  • Attendees must receive confirmation of the Zoom webinars and meeting registration (meeting ID, join link, times etc)
  • Attendees must be provided with access to exclusive course content
  • Webinars to support Q&A’s and must be recorded automatically

Here is an example of such an event: Virtual Conference

This help document assumes that you already have FooEvents and WooCommerce installed on a WordPress website and have a basic understanding of how FooEvents works. If you are new to FooEvents, you should read our Getting Started guide to help you get started. 

Products Used

This particular scenario requires the main FooEvents for WooCommerce plugin and FooEvents Multi-day plugin, however, our Zoom integration is also commonly used with the FooEvents Custom Attendee Fields plugin to add additional custom fields.

Zoom Setup

FooEvents allows you to sell tickets to virtual events by securely connecting to your Zoom account via the Zoom API and automatically pre-registering attendees for once-off or recurring Zoom meetings or webinars once the order is completed.

If you do not already have a Zoom Account, please sign-up for a paid account here. A Pro account (or higher) is needed in order to use the Zoom REST API. In order to schedule webinars, you will need the additional webinars video add-on offered by Zoom.

For this example, we will be scheduling two separate Zoom webinars and a Zoom meeting. Each session will be configured as follows:

Virtual Conference – Day 1May 01, 2022. 10:00 am to 2:00 pm PDT (webinar)
Virtual Conference – Day 2May 02, 2022. 11:00 am to 3:00 pm PDT (webinar)
Open DiscussionMay 02, 2022. 4:00 am to 6:00 pm PDT (meeting)

Be sure to enable the following options when creating the webinars:

  • Registration > Required
  • Webinar Options > Q&A
  • Webinar Options > Record the webinar automatically

Important: A host can only run one meeting/webinar at a time. If your meetings/webinars run concurrently, please be sure to specify a different host for each meeting/webinar.

In order to automatically register attendees for meetings, you will need to link your website to Zoom. This is done using the Zoom API. Please follow these instructions to generate the Zoom API keys and paste them in the FooEvents Integration Settings.

Setup

Create an event

Go to Products > Add Product in the main menu and complete the standard products fields such as the title, body, description, tags, categories, featured image and gallery as needed.

General

Go to Product Data > General

Set the product to Virtual and Downloadable. This is required to ensure that the tickets and attendees are automatically created when payment is received and the order status is changed to complete.

Set the price using the Regular price field.

Inventory

Go to Product Data > Inventory

Set the number of spots available using the stock quantity field.

Event Terminology

Go to Product Data > Event Terminology

In this section you can change the terms used to describe the days, attendees and sign-up button.

We need to link both a webinar and meeting that occur on the same day. To better accommodate this, let’s change the term ‘Day’ to ‘Session’. We can have two sessions that are scheduled on the same date. They will display as Session 2 and Session 3 rather than Day 2 and Day 3.

Please note that the Day option will only display if the FooEvents Multi-day plugin is installed.

Event Settings

Go to Product Data > Event Settings

To activate event functionality, set the ‘Is this product an event?’ dropdown to ‘Yes’. Complete the remaining fields as per your event.

Using the FooEvents Multi-day plugin, we will link this product to multiple webinars and meetings where the attendees will be automatically registered for each occurrence. Set the Number of days field to 3 (1 day for each session) and under the Multi-day type settings, choose the Select days radio button. Set the start date of each session in the three date fields that appear. Doing this will make it possible to link different webinars/meeting to each session.

Ticket Settings

Go to Product Data > Ticket Settings

The ticket that attendees will receive when signing up will act as confirmation that their spot has been booked. When an attendee purchases access to the virtual conference, they will also receive a confirmation email from Zoom that includes information about the sessions—including how to access them.

You can change the subject of the ticket email using the Ticket Email Subject field.

If you would like to convey additional information that only attendees can see, you can use the Ticket email body field to do this. This is an ideal place to provide the attendees with links to exclusive content as illustrated in the screenshot above. Visit the Password protected pages section to lean how to create password protected areas.

Event Integration

Go to Product Data > Event Integration

For each session created using the Multi-day settings, the Event Integration tab will display a list webinars/meetings that have been scheduled in your Zoom account. Select the relevant webinars and meeting from the drop downs and ensure automatic attendee registration is enabled for each. If automatic attendee registration is not enabled, click the link ‘Enable automatic attendee registration for all occurrences‘ to do so.

You can now Save and Publish your event.

Usage

You can see an example of a Virtual Conference in the configuration outlined above. When purchasing access to this demo event, you will be automatically pre-registered for two Zoom webinars that take place on different days as well as a Zoom meeting that takes place shortly after the second webinar. You will receive a confirmation email as well as all the information needed to participate in the virtual conference and access exclusive material.

Questions and Feedback

Have a question before you buy? Please get in touch

Already purchased and need assistance? Contact our support team

Tags , , , , , , ,
Was this article helpful to you? Yes No