Online event platform

Vito is a platform from the folks at Tito, for creating engaging events and sharing livestreams. It’s secure and privacy-focused, and gives participants a single clean interface to access:

  • Your livestreams and/or pre-recorded video content

  • A live-updating schedule with timezone support

  • Pages of custom content

  • A discussion section and directory of participants

  • Built-in code of conduct and violation reporting tools

  • Participant profile and privacy settings, and notifications

Your local event hub has been set up on Vito. Great! Let's start by reviewing what the Global team set up for your event. Feel free to change and adjust for your locale.

  1. Settings

  2. Content

  3. Test

  4. Go live

Before you start, invite your team.

Collaborators should be anyone you want to have access to setting up and managing the live stream, sessions, safety, speakers, sponsors, and ticketing logistics.

  • Go to Access > Collaborators.

Adding your team here will make sure that they will show up in the Event team section of the event hub (see Content > Hub for more context).

Collaboration invites expire after 3 days. You can resend invites. Sometimes invites end up in spam/junk. Look for subject line: "You’ve been invited to collaborate on (EVENT HUB NAME)"

A. Settings

1. General

  • Is the title of your event correct?

  • Is the public page URL short enough to share?

  • Is the tagline in your language? If not, what should it be?

  • Is "Discussion" enabled? This allows for the creation of discussion channels unique to your event hub.

2. Date & times

  • Update to the start and end dates for your local event.

  • If you have scheduled a specific time when your event goes live, update.

  • Be sure to set the time zone for your event. The timezone that shows up on the Attendees' view is based on their IP address and can be changed by themselves. However, the time zone you set here will determine the session times throughout your local hub.

3. Access

You have 2 options. This depends on how you want to manage tickets.

Private - No public page, participants can only join by being invited.

  • Use this option if you want to use your own ticketing platform to manage tickets (such as Ti.to or Eventbrite).

  • This means that you have full control over the registration flow, the information being collected about your attendees, and the funds collection and payout.

  • You will have to import a CSV file with email, name, salutation. Go to Access > Participants to import.

  • You will also have to customize the invitation email that is sent.

Public - Participants can join from the public page based on a price you choose.

FREE - Use this option if this is a free event

  • Set Price and Tax to 0

  • Information about attendees will not collected other than username, email address, and salutation.

  • Note: Other than ban and restrict you have limited user management abilities.

PAID - Use the Public option you want to sell tickets directly from Vito, using WIAD's Stripe account.

  • The event hub integrates with Stripe, using the WIAD Global account. Stripe offers a discounted processing fee for nonprofits. Learn more about Stripe.

  • How would you access these funds? You can reach out to [email protected] for payout, reimbursement, or pass-through information.

4. Emails

  • Send automatic reminder emails. Emails are sent as a reminder when you set a date/time when your event goes live. Example of an automatic reminder email

  • Invitation message. Add a generic message for invitation emails.

  • Email replies sent to. This is set to your location's WIAD email address.

Automated event reminder email

5. Accessibility

  • Set the Live Caption URL

  • Note: We (Andrew and Grace) haven't tested this yet. If you have done this, let us know what happens and how it works!

6. Brand assets

Hub Logo Recommended size: 800x800px (including 100px padding to allow for cropping circle)

Public page Public page banner Recommended size: 1152x480px (2.4:1)

Teaser video Upload via Content > Videos

Participant hub Holding video This video is displayed when the event is not livestreaming.

  1. Upload the video via Content > Videos

  2. Return here to Settings to select the video you want displayed.

Event hub video placeholder Recommended size: 4000x2000px (2:1) Image is displayed when there is no video selected.

7. Code of Conduct

  • Code of conduct Has been updated with the World IA Day code of conduct with instructions about reporting incidents for virtual events.

  • Code of conduct violation email Set to [email protected] Please note that this safety account will be monitored by the global board of directors. If there are any concerns or conflict of interest, that team member will abstain from the investigating team.

8. Welcome message

Customize the messaging that greets attendees. This message is displayed when people first join the event hub.

Welcome message when a person first joins an event hub

Some best practices:

  • reiterate the name and purpose of the event hub

  • set event hub expectations

  • provide a method of contact or feedback

B. Content

1. Hub

A basic structure has been created for you. Within each section (Welcome, Discussions, People, Stay Curious), you can create pages with basic content blocks.

Things you can do with pages:

  • Pages can be moved across sections.

  • Edit page slug

  • Set page type

Page Types

  • Page::Default

    • The most versatile of hub pages

    • content blocks

    • Discussions can be enabled on a default page

  • Page::Sponsors

    • Used to list sponsors.

    • You can change the order in which sponsors are listed under Content > Sponsors

    • Discussions cannot be turned on

  • Page::Offers

    • Used to list sponsor giveaways or raffles.

    • Add offers by going to Content > Offers

    • Creates a card for each offer that has a header, description, and call-to-action

  • Page::Presenters

    • Used to list speakers and presenters.

    • Add presenters by going to Content > Presenters

  • Page::Posts

    • Can be used to set up a discussion channel. For instance, for each speaker or session.

    • TIP: If you want to include contextual information for a discussion, it's best to use Page::Default and add content blocks for any information or links you want to share.

If you find interesting ways to use Pages, please share screenshots!!

2. Livestream

More information about setting up a live stream can be found in the Video tutorials in the Organizer Townhall.

3. Videos

Teasers and pre-recorded content can be uploaded in this area. You will be able to set a custom thumbnail, captions and language subtitles for videos as well. Pasted image 20201214235947.png

Recordings of your livestream are also saved in this section. They can be downloaded as well as shared in the hub with attendees.

4. Discarded posts

If offending or inappropriate posts are found, admins and collaborators (I think) are able to "remove" the post from the discussion. Pasted image 20201215000547.png

5. Sessions

Sessions is where you can present a schedule of talks and presentations.

Sessions are automatically grouped by session date. The time fields are based on the time zone that is set under Settings > Date & times. Presenters can be associated with a session. Be sure to add presenters first or you'll have to come back to add them.

6. Presenters

Presenters are featured on the public page, participation hub. Presenters are added as content in the hub and they can also be associated with participants if they are logged in.

  • "Logo" refers to a headshot or profile picture. It will have a circular mask applied automatically.

  • The order in which presenters appears in a session can be defined using the "position" field.

7. Sponsors

If you have local sponsors, be sure to gather the following information from them so that you can adequately feature them in the event hub.

  • Name

  • Description

  • Sponsor link. Ask if the sponsor has a tracking URL that you can use so that they can track how much clicks, etc

  • Position. Use numbers to set a sense of sponsorship levels. There's no way to set the size of a sponsor logo or add any specific labels to a sponsor.

8. Offers

Some global sponsors will be offering product licenses for you to raffle off. You can also use offers as an advertisement space that can be associated to a specific sponsor.

C. Test, iterate, and rehearse

Once an event hub is created, you can technically announce and share it with the world. But before you do this, use the Public/Preview links to test the live-streams, videos, and content.