Simulive automatically plays back pre-recorded presentation videos at the time your session is scheduled in the program. At hybrid meetings, your onsite attendees see the onsite presenters live while remote attendees watch the pre-recorded presentation at the same time. 



See an Example


We have created a demo project that contains two short simulive test sessions consisting of a sponsor ad, 3 short poster videos, and a live Q&A session via Zoom. 


11am Eastern 5min Simulive Sample: Morning Session 

2pm Eastern 5min Simulive Sample: Afternoon Session


Log in using the following credentials:

username: george@ativ.me

password: test123


Once the session starts, select the button to watch the simulive presentation. 



Plan Your Sessions for Simulive

Simulive can either be used on the parent level or on the sub-session presentation level. The video upload is determined by your session data and how you have planned out your presentations.



Before you start

De-Dupe your Speaker Table!

Simulive can only work if each speaker is only listed once in your speaker table and each speaker has their own unique email address in the private email address field. The invitation email to upload content is sent out once per email address. 

  1. Ensure you do not have duplicate speakers in your speaker table
  2. Check that all private emails are unique and there are no duplicates


Basic Presentation Session with 1 Speaker

Imagine you have a normal presentation from 9am-9:45am with one single speaker. The session has one speaker associated. The speaker is invited via email to upload a video max 45min long. 

When the session starts 9am, the uploaded video starts playing. 


You would set up your program in the following manner: 


Session title

Session type: Keynote

Speakers: 1 Speaker associated

Time: 9am - 9:45am

No sub sessions


EventPilot will send this one speaker an email invite to upload a video up to 45min video.


Keynote Session with 2 sub-sessions: 1 Speaker and 1 Moderator

If you have a moderator who needs to introduce the speaker, you will need to create individual time slots for them within your session. Your session is now a parent session with two sub-sessions. Imagine your moderator is supposed to introduce your keynote speaker and has 5 minutes. The sub-sessions must always have the same session type as the parent. If your parent session is of type Keynote, your two presentations within the parent session must also have the type Keynote. 


You would set up your program data in the following manner: 


Session title

Session type: Keynote

Speakers: No speakers associated

Time: 9:00am - 9:45am

2 Sub-sessions:

Sub-session 1: 

Title: Introduction

            Session type: Keynote

Speaker associated: Moderator

Time: 9:00am - 9:05am    (duration: 5min)

Sub-session 2: 

Title: Keynote Presentation

            Session type: Keynote

Speaker associated: Keynote presenter

time: 9:05am - 9:45am       (duration: 40min)


EventPilot will send an email to the moderator to upload a 5min video to the Introduction sub-session and an email to the keynote presenter to upload a 40min video. 


Notice in the screenshot below the keynote session on the left without a speaker displays the two sub-sessions in the detail view on the right with the speakers. Each speaker has their own presentation time within the keynote session.  




Typical Poster Session with multiple Sub-Session Presentations

Imagine you have a poster session where 3 speakers present their posters one after the other for 10min each. You would like to have a moderator give a 5min welcome. At the end, you want your moderator give a 5min summary. 


You would set up your program in the following manner: 


Session title

Session type: Poster

Speakers: No speakers associated

Time: 10:00am - 10:40am

5 Sub-sessions:

Sub-session 1: 

Title: Introduction

            Session type: Poster

Speaker associated: Moderator

Time: 10:00am - 10:05am    (duration: 5min)

Sub-session 2: 

Title: Poster Presentation 1

            Session type: Poster

Speaker associated: Poster presenter 1

time: 10:05am - 10:15am       (duration: 10min)

Sub-session 3: 

Title: Poster Presentation 2

            Session type: Poster

Speaker associated: Poster presenter 2

time: 10:15am - 10:25am       (duration: 10min)

Sub-session 4: 

Title: Poster Presentation 3

            Session type: Poster

Speaker associated: Poster presenter 3

time: 10:25am - 10:35am       (duration: 10min)

Sub-session 5: 

Title: Summary

            Session type: Poster

Speaker associated: Moderator

Time: 10:35am - 10:40am      (duration: 5min)




Sample Poster Session with 1min Flash Presentations

The image below displays an example of a selected sample poster session. The poster session detail view on the right shows the sub-sessions with the individual presentations, each only 1 minute long. The parent session has no speakers and all sub-sessions are timed consecutively. 





One Speaker versus multiple Speakers Associated in a single Session/Sub-session

Simulive videos play consecutively - just like your speakers on a single stage in one room. This means, only one video can be played at a time for a given session or sub-session. If you have two speakers associated to one single session or sub-session, they will need to work together and coordinate who of them would upload their single presentation video. Both speakers are invited via EventPilot. If one speaker uploads a video, the second speaker cannot upload a different video. The first speaker can delete their video at any time and once deleted, the second speaker can upload a new video. 




Set up the Speaker Portal

Use the Speaker Upload portal to invite your presenters to upload their videos in advance. EventPilot then automatically plays back one presentation after the other within one session.

How to invite speakers to upload content


For simulive, the video length automatically matches the presentation time you assign to a speaker.






Combine with Live Q&A via Zoom

You can also combine simulive presentations and live Q&A in Zoom by creating one sub-session within your parent session. Learn more about the Zoom integration with EventPilot.

Zoom licenses are not included. Purchase a Zoom Business account for the month of your event and we can set up the integration with your Zoom account.


When you add a Q&A session, tag the last session in the Agenda Filter 4 with the keyword Virtual. This will trigger EventPilot to generate a Zoom Meeting and it links to it by displaying a Join button directly in the simulive viewer. When the attendee clicks the button, the Zoom client on their computer or on their mobile device opens so users can easily join the Q&A session.


Session title

Speakers: No speakers associated

Time: 10:00am - 10:40am

Sub-session 1: 

Title: Introduction

Speaker associated: Moderator

Time: 10:00am - 10:05am    (duration: 5min)

Sub-session 2: 

Title: Poster Presentation 1

Speaker associated: Poster presenter 1

time: 10:05am - 10:15am       (duration: 10min)

Sub-session 3: 

Title: Poster Presentation 2

Speaker associated: Poster presenter 2

time: 10:15am - 10:25am       (duration: 10min)

Sub-session 4: 

Title: Live Q&A 

Speaker associated: You do not need to associate speakers at all. If you do, any speaker associated also receives an email in advance of the session with a link to join a few minutes early. 

Time: 10:25am - 10:40am      (duration: 10min)


 








Include Sponsor Ads


Set up sub-sessions for each sponsor ad you wish to display. 


Session title

Speakers: No speakers associated

Time: 10:00am - 10:25am

Sub-session 1: 

Title: Thanks to our Sponsor

Speaker associated: Exhibitor contact as speaker

Time: 10:00am - 10:01am    (duration: 1min)

Sub-session 2: 

Title: Introduction

Speaker associated: Moderator

time: 10:01am - 10:05am       (duration: 4min)

Sub-session 3: 

Title: Poster Presentation 2

Speaker associated: Poster presenter 2

time: 10:05am - 10:15am       (duration: 10min)

Sub-session 4: 

Title: Poster Presentation3

Speaker associated: Poster presenter 3

time: 10:15am - 10:25am       (duration: 10min)



Add your exhibitor as a speaker with the speaker's private email address. Your exhibitor will receive an invite to upload their video. Your exhibitors can upload the 1 min video. 



Preview Videos 


Simulive videos are timed to your event program and do not play until the actual session starts based on your event schedule. 

It is possible to give certain users the ability to view simulive immediately as On Demand. This can be helpful if you want your moderators to review the uploaded videos. If your attendee authentication is set up with user types, it is possible to assign user types this kind of preview right. Ensure that your moderators have a different registration type and you can determine what types would be allowed to preview. Your ATIV Project Manager can set this up for you (pending your initial authentication setup).


Try it out 

Using an incognito browser window (to make sure you are not logged in already), before 2pm Eastern, open the Planner to the 5min Simulive Sample: Afternoon Session. Now log in as jill@ativ.me with the password test123

Jill is set up to view any upcoming simulive sessions as if they had already passed. Jill can Watch the recordings and jump between and previous and next videos. 






Hosting and Video Access

 
All video files uploaded into the CMS are access restricted. If you wish to offer attendees access past your event, you can continue hosting your content via the EventPilot platform for a small monthly fee. 


If you wish to host, replace, edit, download, or archive all video files, you will need to set up a Vimeo Premium account integration in advance, before any speaker invites are sent out. Please contact your project manager to set up an integration with your Vimeo Premium account. Setup fees apply per project.




Session Chat


Simulive automatically displays the chat associated to the parent session. The session chat is used by onsite and remote attendees at the same time. Onsite moderators ask questions submitted into the chat (either by the onsite or the remote attendees) to the live onsite speaker. Moderators type the answer into the chat or your speakers can write responses to all questions directly into the chat. The chat remains open as long as you are hosting the project (and authentication remains supported if integrated with your reg system).


Changes


IMPORTANT: If you wish to change the start and end times for one of your Simulive sessions, make sure that the session duration stays the same. Otherwise, this will negatively affect your Simulive session.