How Do I Create Sponsored Roundtables and Boardrooms from the Event Site?

Roundtables and Boardrooms are small-group video meetings enabling participants to connect with other attendees, speakers, and sponsors. Event sponsors can create sponsored Roundtables and Boardrooms to further connect with attendees. This article explains how to create your own sponsored Roundtables and Boardrooms from the event site.

Topics include:

• Create Meeting
  • Sponsor Booth Page
  • Roundtables Page
• Select Provider
  • Microsoft Teams
  • Zoom
  • Social27
  • Other
• Provide Meeting Details
  • Meeting Type
  • Roundtable Access
  • Invite Attendees
  • Date and Time
  • Meeting Information
  • Sponsor

Create Meeting

There are two locations on the event site from which you can create a sponsored Roundtable or Boardroom: A sponsor booth or the Roundtables page.

Sponsor Booth Page

If you are assigned to a sponsor booth in the event, navigate to your booth page by clicking the Sponsors icon in the left navigation menu and clicking your booth. Once your booth opens, scroll down to the either the Roundtables or Boardrooms section and click + Create Meeting.

Roundtables Page

If you are not associated with a sponsor booth, you can create Roundtables and Boardrooms by navigating to the Roundtables page and clicking + Create Meeting.

back to top

Select Provider

After you click + Create Meeting, a Create new meeting window will appear and ask you to select your meeting provider.

Microsoft Teams

If you select Microsoft Teams, the page will reload, and you will see Microsoft Teams at the top of the New meeting page:

When an attendee launches the meeting from the Social27 event, they will be pushed to a new tab in which the Microsoft Teams meeting will load.

Zoom

If you select Zoom, you will be taken to a Zoom sign-in page. Once you sigh in, you will be asked to authorize the connection to your Zoom account. Click Pre-approve, then Authorize. You will then be redirected to Social27’s New meeting page, which will now show that your meeting is powered by Zoom.

When an attendee launches the meeting from the Social27 event, they will be pushed to a new tab in which the Zoom meeting will load.

Social27

If you select Social27 as your meeting provider, you’ll be taken to the New meeting page and can begin entering your meeting information.

Social27 meetings are the “native” Social27 meeting solution and are powered by MeetUp. As when using other meeting providers, you can use your device’s video and microphone to connect with other attendees, share your screen, and view other attendees.

Tip: If you would like to change the meeting organizer to a different user, reach out to your CSM for assistance.

 

Other

If you don’t want to use Teams, Zoom, or Social27, you can insert a custom meeting link to direct attendees to click on. This allows you to use meeting providers such as Google Meet, WebEx, etc. To create a meeting with a custom link follow these steps:

1. Create a meeting using your external meeting provider service (such as Google Meet, WebEx, etc.).
2. Create a new meeting in your Social27 event and select Other as the meeting provider.
3. Copy the meeting URL from your external meeting provider and paste it in the Meeting Link field of the New meeting page in the Social27 event.

When an attendee launches the meeting from the Social27 event, they will be pushed to a new tab in which the meeting will load.

Note: Custom links are not available for meetings created from sponsor booths. If you need to create a sponsored meeting with a custom link, create the meeting from the Roundtables page.

back to top

Provide Meeting Details

After you have created your meeting and selected a meeting provider, you can enter all meeting details.

What is the meeting about?

The Topic field will be auto-populated with your name as the meeting host.

The Description is not required, but can provide attendees useful information about the meeting’s purpose, agenda, etc.

Include Area(s) of Interest (AOI) to help attendees who are searching for meetings they might be interested in joining.

Check the Sponsored box to make the meeting a sponsored meeting. If you would like the meeting to appear on your booth page, select your booth from the Select Booth dropdown list. If the meeting is sponsored, you are required to insert a logo (maximum file size: 2 MB).

Select the date, time, time zone, and duration for your meeting

The maximum meeting duration is 90 minutes. If you want your discussion to last longer than 90 minutes, you can create multiple meetings and label them Part 1, Part 2, etc.

If your meeting is powered by Microsoft Teams, Zoom, or another meeting provider, make sure that the time zone of the meeting you create in your external platform matches the time zone you enter here in the Social27 platform. For more information about time zones, check out this article.

How many attendees do you want to invite?

You can create different types of meetings based on how many people you would like to invite to your meeting:

• One-on-one meeting: one attendee in addition to yourself
• Roundtable: up to six attendees (including yourself)
• Boardroom: either up to 15 attendees (if using the Social27 meeting provider) or up to 30 attendees if using Teams, Zoom or another provider (including yourself)

Who can see the meeting?

Use these options to set who should see your meeting: everyone or only invited attendees.

If you select Everyone, your meeting will appear in the Public section of the Roundtables page, and anyone can join the meeting.

Invite Attendees

The platform will tell you how many attendees you can invite, based on the meeting type and provider you selected previously.

After you’ve added all meeting details, click the Create button at the bottom of the page.

 

Further Reading:

• How Do I Edit Roundtables and Boardrooms I Have Created?
• How Do I Manage My Roundtable/Boardroom Attendees?
• How Do I Join Roundtables and Boardrooms?