How To Embed Video in a Session

Updated July 19, 2022 12:42

Event Cloud allows you to easily manage and embed your video content directly into your session so that it is visible to your attendees when viewing sessions in the schedule builder module. This provides a seamless experience that allows your attendees to view the content directly on the session without having to leave the Event Cloud site!

Currently, Event Cloud supports directly embedding from Vimeo, Youtube, Microsoft Stream, Evia, and Event Cloud Video.

How to Enable Embedded Videos By Session Type

Event Cloud allows you to turn the ability to view embedded content on and off for each Session Type. In order for your embedded videos to appear and play directly in the session details, you must first enable the Allow Watch Video setting under your desired session types.

1. Navigate to the admin module
2. Select Sessions
3. Select Session Types
4. Choose the name of the Session Type that needs editing.
5. Make sure the checkmark under Allow Watch Video is selected. Hit Save.

Adding Externally Hosted Videos to a Session

1. In Vimeo, on a specific video's manage page (select a video), select Privacy and choose Hide from Vimeo. Under Embed select Specific domains and enter hubb.me
2. In the Admin portal select Sessions
3. Select All Sessions
4. Filter for Session
5. Click the Session Details icon.
6. Select the Manage Video tab
7. Select your desired player from the drop-down.
8.*Note: The "Evia Live Stream" option will allow you to embed players that are not in Event Cloud's list of standard partners. In order to use this feature, please provide a direct player URL to your chosen video provider. Please note that as this feature loads an iframe of another site, Event Cloud cannot guarantee full functionality of all features, including reporting or video scheduling features.
9. Once you have chosen your desired partner, you will be prompted to enter the video ID into another box below the video type. You can find your video ID in the URL of the video. For example, if the URL of the video you want to embed is: "https://vimeo.com/397439878" your id is the number found after the "/". In this case, it would be 397439878. Note: Sometimes Vimeo videos have what appear to be 2 Ids. Vimeo IDs contain only numbers. For example, the Id for https://vimeo.com/572655389/dd7a9def0f is 572655389. For YouTube, the Id begins after watch?v=
10. The last step is to set the display configuration of the video. Make sure to choose Visible if you want your video to appear. You can also choose from the following 3 options for when to display the video: Always Show: Will show the video on the session page at all times During Session Time Slot: Will only show the video on the session page during the associated time slot Custom Time: This will allow you to set custom start and end dates and times for the video to display. Once you have done this, hit Save in the upper right corner. Please do a hard refresh (Ctrl + R on Windows and Command + R on Mac) as you may have to select 'Visible' and 'Always Show' again for it to save as 'Visible' and 'Always Show'. Note: You may also see additional options here, such as User playback sync or autoplay

Adding Event Cloud Hosted Video to a Session

1. Navigate to the Manage Video Tab
2. Select Event Cloud Video from the drop-down list. . If you do not see Event Cloud Video as an option and would like to utilize this please contact support or your account manager.
3. Click Choose File.
4. Select the desired video and click upload.
5. While the video is uploading, a "Please wait" spinner will appear on the page. Do not navigate away from this page until the video is finished uploading, and the "Please wait" message disappears.
6. After the video has been uploaded, click Save in the top right corner. The video will now process. At this point, you can navigate away from the page. Please note: Processing times will vary depending on video quality and size.
7. Once the video finishes processing, the video will appear on the preview page, and the message "Video is Processed" will be displayed.

Be sure to save any changes that you have made.

Please note that for Youtube videos the video ID is typically found after the "=" in the URL. For example, if your Youtube URL was "https://www.youtube.com/watch?v=LoxFgOmrNXk", then your video ID would be LoxFgOmrNXk.

Please see Best Practices For Uploading Videos for video size and format specifications.

Embedding Livestreams to a Session

Livestream video uses the same process described above with one exception: Getting the video ID.

Vimeo Livestreams

Go to the event URL without the embed section (for example https://vimeo.com/event/00000)
Click on the share button that is on the right-hand side of the video player.
Copy the ID of the video player in the "Embed" section of the share popup as seen in the image below.
- Please note that you may need to copy the embed code to a document editor depending on your browser as some only allow you to select the entire code.
Insert the player ID as described in the earliest section of this article.

Vimeo Share Pop-Up Example

It is important to note that Vimeo uses a unique player ID every time you start and stop a live stream. If you are using a single Event ID, you will need to get unique player IDs each time you start and stop that event.

It is a recommended best practice to schedule unique events for each session so that you can obtain these player IDs in advance.