End-to-end Checklist: Live Online Events on CaucusRoom

Guide to Hosting Live Events (with balloting) 

  • Become a member of CaucusRoom.com

    • When your account is created, you will be a verified member of the CaucusRoom community. You can then move to the second step: Creating a CaucusRoom Group
  • Create a CaucusRoom Group
    • In order to host your event on CaucusRoom, you will need a group.  Navigate to and select the “Groups” tab on the top-left of your screen.

  • You will be taken to the main page for CaucusRoom Groups. From here you should select “Create a Group” on the top-right of your screen.

  • The next screen you will see is a form with the heading, “Submit a group idea”. Please enter all the relevant information for your group into the following fields: Group Name, Description, Group Website (if applicable), Location, Group Topics, and a Custom Group URL if desired. 

  • You will need to select a level of privacy for your group.  CaucusRoom offers four levels of privacy: Public, Closed, Secret and Resource.  The differences are detailed as follows: 
  • Public-All users will be able to see your group and join it.
  • Closed- All users will be able to see your group and can apply to join. A group host must approve all new members.
  • Secret- Your group is unlisted, but any user with the link can apply to join. A group host must approve all new members.
  • Resource- All users will be able to see your group and follow it. Only group hosts may add posts and events. Any member may comment on posts. Note: You must get approval from CaucusRoom to become a Resource Group. 
    • Select a Category: Use the drop down menu to select the Category that best defines your group. 
    • Select “Submit Group”. Your group will be reviewed for approval. Once approved, you will be able to view your group by searching it by name under the main group page from the steps above. 
  • Create an Event for your Group.
    • After you have created your group, you will need to create an Event in your Group so you can host your meeting. Navigate to your group page and select “Events”.
    • Under the “Events” tab of your group, select “New Event” 

  • Fill out the form to create your event. You will need an Event Name, Location, Description, Start Date, End Date, Link for more information (optional), Link to register (optional) Event Topics (optional but it will help your event gain visibility), and whether the event is Public or for your Group Only. 

  • Because your meeting is an online event with livestream capabilities, select the tick box for “This is an online event”. 
  • Select “Add Event” to create your group event. 

  • Configure your Livestream Event
    • When you are on your group homepage, click on your event listed at the bottom right of your screen. 

  • Select “Edit” under “Event Management”

  • On the next screen, select “Manage Online Settings”

  • You will be taken to an Online Settings manager. Here you will need to populate the link of your livestream. If you need help finding your livestream link, see step 6 below. 
  • Toggle the options under “Attendee Settings” to meet the needs for your meeting. 

    • Add any other details for your meeting into the “Meeting Details” field.  This can include agendas, additional information or contact information for your participants 
  • Set up Ballots
    • If your meeting will include the use of CaucusRoom’s online voting features, you will need to acquaint yourself with the “Ballots” feature of CaucusRoom’s online meeting platform. 
    • Under “Manage Online Settings”, select “Ballots” at the top of your screen. 

  • Create a new Ballot by selecting “New Ballot”

  • You will see an element called “New Survey”. Select the “Actions” drop-down menu and click on “Edit”.

  • By selecting “Edit”, you will be taken to the CaucusRoom Ballot Creator.  Here you can create a custom ballot ahead of time that will take answers from your participants when you choose. 
  • There are several different types of ballot questions available in your Toolbox feature on the right hand side of your Ballot Creator.  Click and drag the type of question that you want to use into the middle of your screen: 
    • Single Input: Takes a question and allows a respondent to enter a text response
    • Checkbox: Takes a question and allows respondents to select multiple answers
    • Radio Group: Takes a question and allows respondents to select only one answer
    • Drop Down: Takes a question and allows respondents to select an answer from the drop down menu 
    • Comment: Takes a question and allows a respondent to post a response that is longer than a single text response
    • Rating: Takes a question or statement and allows respondents to rate it
    • Boolean: Takes a yes/no question and allows respondents to answer yes/no
    • Matrix (Single Choice) : Takes a question and multiple options, in which respondents can have a single answer for each option. 
    • Matrix (Multiple Choice) : Takes a single question and multiple options, in which respondents can have multiple answers for each option. 
    • Expression (Read Only) : Allows the Ballot manager to add an expression to the ballot
    • Bar Rating: Takes a question and allows respondents to submit a rating (in the form of stars) 
    • NoUiSlider: Takes a question and allows respondents to user an interactive bar to gauge their response.
    • Sortable List: Takes a question and sorts responses based on their popularity. 

  • When you have created your ballot, you may save it by selecting “Save Survey” on the top of your Ballot Creator.  You may go back and edit the ballot at any time by going to “Actions” and clicking “Edit” as you did before. 

  • Setting up your Livestream URL
    • The best way to stream your meeting on CaucusRoom is by using Zoom or a similar service to livestream to a popular platform. From there you can stream into CaucusRoom for a secure credentialing and voting experience. 
      • Please see this help article from Zoom to configure your livestream meeting from Zoom to Facebook, Youtube or a Custom Streaming Service. 
    • CaucusRoom allows you to take your livestream URL from the most common livestream sources and embed them into your CaucusRoom group. Currently our services support:
      • Facebook
      • YouTube
      • Twitch
      • SoundCloud
      • Streamable
      • BoxCast
      • Vimeo
        • Note** If you are using Zoom to stream to Vimeo, you will need to shorten the link you are given from Vimeo when entering into the livestream.  Example: if the link for your vimeo livestream is www.vimeo.com/events/XXXXXX,  you will need to shorten it to www.vimeo.com/XXXXXX .  Please contact help@caucusroom.com if you have trouble.  
      • Wistia
      • Daily Motion
    • When you begin live streaming, check to make sure that the URL listed under “Manage Online Settings” matches the URL of the popular platform hosting your stream content (Facebook, YouTube, etc).
      • If you need help navigating to the “Manage Online Settings” feature, start from your Group homepage
        • When you are on your Group homepage, click on your event listed at the bottom right of your screen. 
        • Select “Edit” under “Event Management”
        • On the next screen, select “Manage Online Settings”
    • If the URL in the “Manage Online Settings” tool matches the URL of your streaming link, your video will now be streaming live on your CaucusRoom event page. 
  • Manage Online Voting
    • If you are utilizing the secure, built-in online voting service in CaucusRoom, you will need to manage your ballots.  Step 5 shows how to create ballots ahead of time.  When you want to open the ballot for voting, you will need to open and close the ballot.
    • To open the ballot, Navigate to “Ballots” and select “Open” to open the ballot.

  • To close the ballot, Navigate to the “Ballots” and select “Close” to close the ballot.
    • Note** You will not be able to close a ballot that is not open, but you can reopen a ballot once it has been closed. 

  • View Ballot Results
    • Ballot Results are tallied in real time.  Group Hosts can view the results of a ballot by navigating to “Ballots”, then to “Actions”, and “View Results”. 
    • If you wish for attendees to be able to view the results of a ballot, you can navigate to “Settings” under “Manage Online Settings”. From there, check the box labeled “Attendees can view ballot results”. 

  • Print Ballot Results
    • You can print your ballot results to retain a hard copy for your records.  SImply navigate to “Ballots”, then to “Actions”, and “View Results”.  From there, use the keyboard shortcut for “Print” ( Command + P on Mac, Crl+P on Windows)

  • Manage Online Attendance
    • Depending on the settings for your event, you may need to manage your group members to control who has access to your livestream event. 
    • If your group is a Closed or Secret Group, you can manage attendance of your group by navigating to the Group Homepage, then selecting “Actions”, “Manage Group”, and then “Manage Members”. Note that only those individuals who are set to “Member” or “Host” will have access to your event in closed groups.

  • Print Online Attendance. 
    • You can easily print a list of your attendees first and last names by navigating to “View Attendees” From the main livestream page. From there, you will see a list of attendees first and last names. Select the keyboard shortcut for “Print”  ( Command + P on Mac, Crl+P on Windows) to access a printable version of the list. 

  • Ending your livestream
    • To end a livestream event on CaucusRoom, simply end the livestream on whatever hosting service you are using (Zoom, YouTube, Go to Meeting, etc).  You will still have access to the comments section and the Ballot results section so you can use the information to round out your record keeping. 
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