10 Useful Tips for Building Your Brella Event

These ten tips will help you create Brella events more efficiently while considering most of Brella's features. Take your event experience to the next level!

Before building your event, it's great to be aware of all the features you can use in Brella. We will give you the latest tips & tricks that will help you and your attendees make the most out of Brella.
For that, once you have listed out clear event goals for your team, you should have a clear idea of what features are most relevant for your event and your audience. Once this is settled, you can start building your event in Brella.
πŸ‘‰ Let's go!
  1. Event Details & Customization
  2. Matchmaking & Networking
  3. Event Schedule & Speakers
  4. Schedule Widget
  5. Event Content (Streams, Sessions, Breakout rooms, and Brella Chat)
  6. Sponsors & Booths & Sponsors Ads
  7. Sponsors Brand Exposure (Sessions, Tags, Banner)
  8. Attendee Engagement at Brella (Homepage, Hosted-Buyer Program, Announcements, and Reminder Emails)
  9. Event Info Pages 
  10. Communicating Brella to attendees

πŸ‘‰ If you have any questions, don't hesitate to contact us!

1. Event Details & Customization

Start building your event by having the basic details of your event stated correctly before inviting Sponsors and other participants to the event. In this section of your event, you can also customize the join code and join URL.

After that, move on to tailor the platform to your own company image with the customization options Brella offers. When selecting a color theme for your event, be mindful of the color combination you choose and whether its accessibility is ideal for your audience.

2. Matchmaking & Networking

When it comes to star building the list of matchmaking categories, you should have a rough idea of what the Event Schedule will consist of and how much time will be dedicated to pure networking at your event.

Matchmaking

Once you have decided on the timeshare for networking and event content, you can read and learn more about what Matchmaking means at Brella. 

When creating the matchmaking categories, it's important to ask yourself these questions:

  • What is the main theme of the event?
  • What sub-topics can I add to the categories?
  • What are Sponsors expecting to achieve by sponsoring my event? Can I create a category for those goals?
  • Brella has 4 intents (goals for each interest); these are Networking, Trading, Recruiting, and Investing. What intents are useful and can be applied to my event? 

If you need ideas on creating this list, find some examples of building up the matchmaking categories (interests & goals) in our Material Bank, or get started with one of the 16 templates in the admin panel.

Networking

We want your participants to have a smooth networking experience at your event. To do that, we have developed the Brella Meeting that is linked to the Matchmaking categories. These are linked but are not dependant on one another.

Participants can have 1:1 meetings inside Brella. These meetings will be scheduled through the meeting slots created in the Schedule in the admin panel.

The 1:1 meetings happen inside Brella and will have different statuses.

For instance, setting a 1:1 meeting goes like this; once a Sponsor Representative sends a meeting request to an attendee, the attendee will have the option to Accept, Decline or Reschedule the meeting as they wish. If they accept the meeting, Brella will open the chat, set a meeting at the time suggested, and the virtual meeting will show in their Chat as a video icon. When the meeting time has come, the participants will have to click on the video icon and can join the same virtual room to have a discussion.

Participants can synchronize their bookmarked sessions and accepted meetings with their personal calendars by going to the People's page and click on Sync Calendar on the Filter's lower side.

Ensure your participants know how the Brella meetings work and how they can make the most of it with these articles' help.

 

⭐ Extra tip! Facilitate one day of pure networking for your attendees. We've seen this increased in the engagement rate and platform familiarity. If you decide to go for this, ensure to reflect the  Networking opportunities in your Communications Plan.

3. Event Schedule & Speakers

To build your event schedule in Brella, you have two options; you can create the event per content slot or add the first schedule draft by importing a csv file.


Schedule

  • For hybrid events
    • Make use of the tags as much as possible.
    • Meeting Area Map (for in-person & hybrid events only) Adding a meeting area map will easily help your attendees find their meeting tables. You can add it in the Details tab of your event and as a Custom Page so your attendees can find it any time they need it during the event.
  • For in-person events

You can find step-by-step guidance + relates articles about how to build your agenda here.

    • Content slots: we highly recommend adding tags and locations as this will make filtering and navigating the schedule far easier for your attendees.

      ⭐ Tip! Best practices for meeting slots tags
    • Networking slots:  we recommend having networking slots at least 15 mins to 30 mins. To determine how many tables to put in your networking area, please check this formula.

      We recommend adding 10-15 minute networking slots throughout your entire event day to start. For example, if your event has 300 attendees, you can have 15-17 tables, or if your event has 800, you can have 25-28 tables. In case your event has 1,000 attendees, you can have 30-35 tables. Read more about the Schedule here.
  • For virtual events

You can find step-by-step guidance + relates articles about how to build your agenda for a virtual event here.

    • Content slots: we highly recommend adding tags and locations as this will make filtering and navigating the schedule far easier for your attendees.
    • Networking slots: we recommend having networking slots at least 15 mins to 30 mins Add the Stream tab or other names accordingly to the number of streams you have in the Stream tab.

⭐ Tip! Create a tutorial video with your event to show attendees how they can use the schedule filters, tags & locations, set up virtual meetings, and set up their computer for a virtual event.

Speakers

We recommend adding your speakers before creating your schedule. That way, you can link your speakers directly to your schedule instead of navigating back and forth between the two sections. Find more information about speakers here

You can add speakers quickly in bulk by CSV upload, or if you have fewer speakers, you can also add them one by one.

4. Widget - Place your Brella Agenda on your website

Did you know you can add your Brella Schedule to your website? You can add it by copying the widget script found on the Schedule tab in the admin panel. Best of all, you can do it without any web development skills! Read all about customizing your widget here.

For testing out how the widget might show on your website, try this testing tool. Just copy the widget script from the event manager, go to the testing tool, and paste the widget code into the blank space.

⭐ Note! If you encounter any issue with the widget, please read this article and this one too. At last, contact us at support@brella.io.

5. Event Content (Streams, Sessions, Breakout Rooms & Chats)

Your event content has large opportunities at Brella. You can use Streams to broadcast your content, add your on-demand content through Sessions (content slots) post-event, the Breakout Rooms will allow you to have intimate rooms to gather Speakers with Attendees or Sponsors with Attendees, etc., and you can enable a Live Chat to all of these functionalities.

Streams & Sessions

Before creating a Stream in Brella, you will need to decide what third-party platform you'll use to configure your live stream according to the Event Schedule. When planning what stream provider to go with, think about the number of sessions and the resources you will have to pull this through. If you have a small team, it's suggested to opt for an AV Company. In this deck, you can read in detail what Streaming means at Brella.

  • On the Stream tab, you can add any live streaming, pdfs, recorded videos, presentations, etc. With this functionality, you can also add an integration to the sidebar and enable the Brella chat wall or add any other third-party software as your Q&A or poll. This tab is meant to be used for your main stage content.
  • On the Schedule tab, you can add your agenda for the event, and in each content slot, you can also add any live streaming, pdfs, recorded videos, presentations, etc. You can also add the integration of the sidebar with the Brella chat wall or any other third-party. This tab is meant to be used for your on-demand content post-event.

☝️Suggestion: If you wish to add streaming content to your event, I'd suggest broadcasting the stream either in the Streams or Schedule tab. Both have traffic analytics that will let you know who visited/watched and how long they watched a session.

When hosting a virtual or hybrid event, you might need to test your live streaming setup beforehand to ensure that you know the digital presentation workflow and interactivity workflow. This is also crucial for speakers, moderators, and anyone engaged during the event to feel acquainted with the new situation.

You can test your streams directly on the admin panel by creating a stream tab, and when you are done, you can hide it by disabling the toggle button. For the actual Main Stage stream, you can create a new stream tab and enable it.

When it comes to adding a live stream in a Session in a content slot, you will not hide this stream, but you will have to remove the URL from the Stream URL field. And put it back once the session starts.

If you need more information regarding streaming, we highly recommend visiting the Virtual Material Bank & Review the Streaming in Brella Deck.

❗Note: Using free or open streaming providers as Twitch may show your broadcasted content to the public. If your event requires a more secure streaming setting, please choose another paid platform.

Breakout Rooms

Breakout rooms will help you facilitate intimate virtual rooms controlled by a moderator where participants can join effortlessly. A breakout room can host up to 100 participants, including a max of 3 moderators. 

A moderator will different controls than a participant attending the rooms through Brella and a special guest such as Speakers. Learn in detail how these differ here.

It will not only favor you as an event organizer to provide a better attendee virtual experience but all your stakeholders. With the breakout rooms, you don't need any technical skills, but we recommend testing beforehand. For that, we have great articles that will guide you before and while testing.

Once you have a better idea of what the Brella breakout rooms are for and how you can see them; now you can also read more about 

Brella Chats

The best way to engage with participants at your event is by exchanging messages openly so anyone can join the conversation and boost up the engagement, likewise. To make the most of chats, we recommend you to understand and test the Brella chats.

The Brella chats are available for the Streams page, sessions on the Schedule page, and the virtual booths on the front-end view's Sponsors page.

All you need to know about chats can be accessed in this article.

6. Sponsors & Sponsor Ads

Because your event wouldn't be possible without the Sponsors, you have a dedicated page for them. You will have two options to add Sponsor profiles to Brella, you can add the first sponsor's profile list by importing a CSV file (Sponsors: Import & export partner list), and later as you get more companies on board, you can edit the profile manually. Sponsors: Create sponsor and partner profiles one by one.

The Sponsor booths will give Sponsors great visibility in the platform where representatives will get the chance to contact all attendees at the event by using the  Any company representative is automatically linked to your sponsors, saving you manual work adding a list of names to each sponsor. This also helps your sponsors get more meeting requests throughout your event.

❗If you don't see Representatives getting linked to a booth, it could be due to any of these reasons.

If you have a networking sponsor for your event, use our Sponsor Ads feature to help them stand out.

Every time you create a Sponsor Ad, all participants can see it in two places:

You can also control how often it shows if you have more than one ad. If you don't have a networking sponsor, this could be a great reason to find one!

You can find all the articles related to Sponsors Ads here.

 

7. Sponsors Brand Exposure

⭐Communicate to your customers the Image file format and dimensions for the Virtual Booths.

Sponsors' Virtual Booths for virtual & hybrid events

If you allow Sponsors to add materials to their booths, it'll be good to go through each sponsor profile and ensure that all materials look good!

When building the booths, Sponsors should send you all their company's information and digital materials to input them in Brella. Most materials have to be embedded; this means they will have to send you an embedded URL so Brella can display this information correctly. We have some templates that you could use to distribute the requirements to build the booth in the Material Bank.

On this page, you can read everything about the virtual booths.

πŸ‘‰ Note!

When building the booths, ensure the materials are showing for you and at least another colleague. If it doesn't show, it could be you added the wrong link; please check this page to see what link you need to add to Brella. Otherwise, it could be that the website/document you added is not embeddable, which will require the owner to enable their web page or material to be placed on another website or platform.

Sponsors brand exposure

8. Attendee engagement (Event Homepage, Announcements, Hosted-Buyer Program & Reminder Emails)

Your Event Homepage

This event page will guide attendees throughout the whole platform, providing a superior user experience. We show you how to make the most of it in the article below.

Announcements

We know it gets hectic a few days before the event, which is why we recommend scheduling event announcements beforehand.

An important note is not to schedule pending notification reminder emails for immediate sending, have at least 5 minutes between scheduling and sending. 

⭐ Tip! Check that your pre-scheduled announcements are in the right time zone.

The Hosted-Buyer Program

With this program, you can facilitate meetings between participants. As an event organizer, you can arrange meetings between sponsors-attendees, attendees-speakers, and sponsors-speakers on Brella. We show you how to do it in 5 quick steps in this article:

Reminder Emails

During the event, participants will receive a reminder before a meeting occurs before a bookmarked session is about to start.

9. Use the Event Info

Anything added to the Event Info will show up in the event Web app or as More section in your event mobile app. It's perfect for adding any relevant information, like your event website, info guidelines, networking area map/tips, surveys, top networkers of the event, venue details, prize draw guidelines, etc.
You can also add social media links so your attendees can share their participation in your event with their network as simply as possible. You can learn more about using custom pages here.

10. Communicating Brella to your attendees

If you want your attendees to make the most out of Brella, they must hear about Brella so they have time to explore the platform and pre-book meetings. They need to know what they can do with it and why you are providing it for them.

For the best results, don't rely on emails alone. While powerful, you can still increase the reach of your networking platform by trying other avenues as well, like:

  • Adding a section about networking or Brella to your website (Example)
  • Please send at least 3 emails on how they can make the most of Brella (Templates)
  • Add Brella networking signs at your venue (For in-person events)
  • Share on your social media channels that you have Brella at your event.

Are you ready to invite your attendees and other relevant stakeholders to Brella?
Great! Before you do, there are a few things to go over to ensure your launch succeeds. Go through the communications plan checklist and success with the event!


We have made this article summarize great tips and small details on making the most of your experience with Brella, as this will reflect your attendees' experience. We hope you find this helpful.
If you have any questions about Brella, please do not hesitate to contact us here: Contact us.

Here are our website links and social media links:


Last updated on March 2021. 

Written by Stephanie Campano Valenzuela. 

Stephanie-rounded

If you didn’t find an answer to your questions, please contact the Support Team here.

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