Joining Virtual Events as a Speaker

Overview

This article explains the typical journey of a speaker on the event website, from signing in and setting up their profile to joining an assigned session. Depending on how the event is configured, speakers may be redirected to an external webcast service, such as Zoho Meeting or Zoom Webinar, to participate in the live session.

For information about participating within a specific webcast service, refer to the documentation provided by that service.

Prerequisites

Before a speaker can join a session:

Ensure the speaker has been added to the event and assigned to the session.
Ensure the speaker uses a supported browser, such as Google Chrome, Microsoft Edge, or Safari.
Ensure the speaker has a stable internet connection.

Tips for a Smooth Experience

Encourage speakers to join the session at least five minutes before the scheduled start time.
Recommend using a headset for better audio quality.
Ensure the speaker’s microphone and camera are working properly before joining the session.
Verify that the speaker has granted the necessary browser permissions for audio and video access.

Signing In

Open the event website from your event invitation or confirmation email.
Click SIGN IN at the top-right corner of the event homepage.
Enter your registered email address and click GET SIGN-IN EMAIL.
Check your inbox for a One-Time Password (OTP) sent from Zoho Backstage.
Enter the OTP in the verification field.
Click VALIDATE OTP to complete the sign-in process.

Once verified, you’ll be redirected to the event homepage, where you can browse the agenda or join live sessions.

If you don’t receive the OTP within a few minutes, check your spam or promotions folder. You can also click Resend to generate a new one.

Speaker Profile Setup

When speakers sign in to the event website for the first time, they’re prompted to complete their speaker profile. This helps attendees learn more about the speaker and connect with them during the event.

On the Personal Information page, speakers can:

Upload or change their profile photo.
Review and edit their first and last name.
Verify their email address.
Add their company name, designation, and phone number.
Write a brief biography in the About section.
Add links to social media profiles, such as LinkedIn, Instagram, Facebook, X, Telegram, Medium, and TikTok.

After completing their profile details, speakers can click Next to review and configure their privacy preferences.

Updating Profile Information

Speakers can update their profile information at any time from the event website.

To do so, they can:

Sign in to the event website.
Click their profile avatar in the top-right corner.
Click Profile Settings from the dropdown menu.
Update their personal information in the Profile Settings dialog box.
Enable or disable promotional emails from the Email Settings tab.
Configure direct messaging preferences from the Privacy Preferences tab.

Joining the Session

Speakers can join their assigned sessions directly from the event website.

Depending on the event configuration, attendees may be required to complete event check-in before joining live sessions.

To join a session, speakers can:

Sign in to the event website.
Click their profile avatar in the top-right corner.
Click My Sessions from the dropdown menu.
On the My Sessions page, locate the assigned session and click JOIN.

Alternatively, you can go to the AGENDA page, locate your session, and click JOIN.

Upon joining, speakers are redirected to the configured webcast service. They may be prompted to enable their microphone and camera and grant the necessary browser permissions before entering the session. For Zoom Webinar sessions, speakers are added as webinar panelists and receive the permissions provided by Zoom for panelist participation.

For information about participating within the webcast service, refer to the provider’s documentation:

If you have any questions please contact support@zohobackstage.com.

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