How to Set up a Live Event

• Basics – Select what type of event you’d like to set up and add details.

• When & where – Add the location and time of the event.

• Who can join – Decide who can join the event.

• Design – Upload a cover and sidebar image for the event.

• Recording – Choose whether you’d like to record the event and publish automatically, select recording quality, and add branding to your recording.

• Notifications – Add a notification message, reminders, and select whether you would like ai-summaries and notes generated.

Basics

• Select what event type you would like to create:
• Live Room – This is a live call between two or more people, all parties can engage. You can set up breakout rooms in a live room if required.
• Live Stream – This is a webinar-style event, there will be a speaker and everyone will be muted and watching the event. They can participate in the chat but can’t come on video.
• In Person – If you have setup an in-person event, you are still able to add it to your events calendar. Set up the event and add a link, for example a Google Map location.

• Create a title and description.

• Search from the topics in the space or create a new topic.

• Add a presenter bio if required.

When & where

• Select whether you would like to go live straight away or schedule for a future date.

• If you schedule, select a date and make the event repeat if required. You can select exactly which day you would like it to repeat on and when you would like it to cease.

• Select a duration for the event – This duration depends on the plan you are on.

• Location – Choose whether you would like to go live natively using Swarm or in an external platform. If you choose an external platform you will need to add the URL. There will still be a link and reminders for your members.

• Select the number of participants – This limit depends on the plan you are on.

Who can join

• Select which members can attend – This can be all members, members from private groups or individuals.

• Toggle whether you’d like the event to be made public and streamed to other platforms – See this article for more information. Add the email addresses of guests outside of Swarm.

• Attendee arrival – Select whether you would like attendees to be held in a waiting room or green room or be admitted automatically to the event. See this article for more information.

• Toggle who you would like to see the attendee list – Admins only or all invitees.

Design

• Add a cover image for the event – Upload your own or browse for stock images.

• Sidebar card – This will display on the side of the event, upload a different image if preferred.

Recording

• Toggle whether you would like the event to record.

• Toggle whether you would like to automatically publish to a specific space and hub – Select which space and hub you would like it to be published into.

• Toggle whether you would like to email the recording to the invitees.

• Toggle whether you would like to show the recording in the events calendar.

• Select the recording quality – Choose between SD, HD, Full HD and Studio (ideal for podcasts).

• Select the recording style – Add your own branding elements if required. Select a layout, for example active speaker, screenshare or grid. Choose spacing, colors, toggle whether you’d like to show names and add your logo. Save style when ready.

Notifications

• Toggle whether you would like to notify invitees and add an optional message.

• Toggle to set an automatic reminder – This will be emailed 2 hours before the event.

• Toggle to email a summary after the event – Email an AI-generated summary and key takeaways. See this article for more information.

• Select whether you would prefer the AI notes to be captured when recording or whenever you are on air. Toggle your preference, please note that “only while recording” ensures pre-recording discussions aren't captured.