Getting Started with Live

Learn how to create and host your Live event in Wistia.

Host a live event using Wistia.

Ready to host your first webinar? A seasoned pro? Somewhere in the middle? Wistia’s Live functionality allows you to create a live event, host it, and share the recording. You can collect viewer and attendee information, as well as analytics from the live event. Looking to send out the recording? We collect viewer analytics for this as well!

Creating a Live Event

To create a live event in your Wistia account, select “Live Events” on your All Content page. You can see a list of all live events in your account, as well as an option to “Create Event.”

You can also create an event right from the All Content page. Under the “Content” menu, click “Create” and then select “Create a Live Event.”

Following this, you can add your Title, the Date and Time, and the approximate duration of your event. You can also choose to enable your Registration page (these details can be edited later on the “Overview” page as well!).

Overview Page

Click “Create Event” and you’ll immediately be taken into the Overview page for it.

Once here, you can edit the high level information for your event and add it to your calendar.

From the Overview page, you can click to “Join Event Room” as the host, or click “Copy Audience Link” to send to guests. If you’d like, you can paste this link into your browser to preview the audience view.

If you’ll be hosting a similar event in the future, you can click “Copy” to create a brand new event with the same title, description, and branding. We’ll save a copy in the same folder with fresh registrant data and analytics.

Event Details

From the Overview page, open the Event Details tab to add additional information about your event, including a description and thumbnail.

You may also edit the title of your event, which will be updated on the Overview page.

Further, you can enable or disable the Audience chat panel.

The backstage chat cannot be disabled, but you can adjust the audience chat settings during your Live event as well.

Once you’ve added all the details for your event, it’s time to share it with panelists and audience members.

Sharing Your Live Stream

Note
On the Advanced Plan, live events have a maximum of 500 attendees and a 2-hour time limit. For all plan details, take a look at our Pricing page.

Panelists

To share your events with Panelists, click “Invite” from the live event’s Overview page. From here, click ”Copy Link" to share. You can invite dozens of Panelists to join your event as presenters.

Note
Keep in mind that a maximum of four streams (presenters + screen shares) can be brought on stage at once, so we recommend limiting your panelists to around 20.

Share the Panelist link, and before joining, any panelists will be asked to enter their display name, and check to be sure they’ve selected the correct Video, Microphone (input), and Speakers (output). They can turn off their webcam, mute themselves, and test everything out before joining. Once ready, click “All Set.”

Audience

Once you’ve clicked “Copy Audience Link,” you can share your live event link with anyone you’d like. You can find this link on the “Overview” page.

The event link will take an attendee directly to the event page, or prompt them to register first.

Tip
If you’d like to make sure your live event is GDPR compliant, enable Privacy Mode in your Account Settings.

Simulcasting

You can stream your live event to up to 5 additional locations, such as Facebook and LinkedIn. If you have an RTMP URL and Stream Key for the platforms you’d like to stream to, you can connect them via the “Simulcast Settings” option in your live event.

Once connected, your live event will display on the connected platforms when it goes live.

Your device’s internet bandwidth will not be affected by simulcasting. The streaming to the other platforms occurs between our servers and theirs.

Registration

If you’d like to keep track of who’s interested in attending your event, and ultimately see who attended it, you can have any attendees sign up for your event by enabling registration.

You can send registrant information to a list within your primary integration in Wistia as well. On the registration page, click “Sync Registrations.” From here, you can select your desired list to send registrants to.

If you’d like to change lists, click “Update Registration” to select a new list.

You can also choose to keep registration open after the event has ended, so that anyone who would like to watch afterwards needs to enter their information, and you can continue collecting audience member data.

On your event’s registration page, you can select “Preview” to see how this page will look before publishing it.

It includes the name of your event, the date, and the event thumbnail.

By default, registrants will be asked for their first and last name, as well as email.

You can also select additional fields for the registration form, which include phone number, company name, job title, and/or country. On the Registration page, click “Select Form Questions” to add fields. If you are connected to HubSpot, Marketo, or Pardot, you can send this information there as well.

Note
Additional registration fields cannot be added if you have an email marketing integration connected in your account, and have this set to “Primary.”

Once registration is complete, registrants have the option to add the event to their calendar.

On your registration page, you can see how many people registered, and how many attended your event. You can also download the list of registrants to a CSV.

Embedding the Registration Form

Embed the Registration form for your Live event on your own webpage using our provided embed code.

Tip
If you’d prefer to embed the Registration form via oEmbed, you’ll want to refer to our oEmbed documentation.

The Registration form embed code can be found by navigating to a scheduled Live event, under the “Registration” tab.

The form will show registration confirmation with calendar links, join links (when the event is live), and links to the live event recording (after the event has concluded).

If you choose to no longer require registration for your event, the form embed will not show the form and will only show the calendar/join links, etc.

Registering via the embedded form functions exactly like the Wistia-hosted form. If you’ve configured integrations for registration, those will still receive registrations. If you have confirmation emails configured, those will be sent as well.

Viewers that register through your embedded form can join events via the calendar and join links in both the emails and embedded form, and their registration will persist into Wistia’s Live application.

Confirmation and Reminder Emails

Set up automated confirmation, reminder, and follow-up emails to send to live event registrants.

On the registration page of your live event, click “Customize Emails.”

From here, you can see a preview of the email (for desktop and mobile), and turn confirmation, reminder, and follow-up emails on or off.

You can customize the text for each email, send a test email, and preview how it will look in an email inbox. Once all set, click “Save.”

The email body will show the thumbnail you’ve set for the event. If you haven’t set a thumbnail yet, head over to the Event Details page! It also displays your account logo. To update this, the Account Owner can head to Account > Account.

You can also add links to your social profiles and verify what you’d like the sender’s name to be. Both of these can be set up and edited by the Account Owner on the email settings page in your account (head to Account > Emails Settings).

Be sure to save your changes and once you’re all set, click “Exit Customize.”

Note
The time zone in these emails will default to the Account Owner’s time zone, and will be listed as well.

Restrict Access

On the Registration page, click “Restrict access” to exclude specific emails from being able to register for your event.

Once entered, click the plus sign icon, or hit “Enter” on your keyboard.

Your list of restricted domains will populate in the “Restrict access” modal.

Click the “x” to remove a restricted domain.

Anyone with a restricted domain who tries to register for the event will populate in the registration table. These registrants will not receive any reminder emails, and when it’s time for the event, they will see a message that the event no longer exists.

Note
Restricted access will not work if a marketing automation form is enabled.

Marketing Automation Forms

If you are connected to HubSpot, Marketo, or Pardot, you can use a different form for your registration page. On your live event’s registration page, under “Registration Form,” you can choose to convert the form. The option to convert will show the marketing automation integration that you have set to primary.

From here, you can select the the form you’d like to use for registration.

Once selected, click “Confirm conversion.”

If you’d like to select a different form after confirming, click “Change Form.”

Note
Converting a form is irreversible. You can select a different form within your connected integration, however once you have confirmed the conversion, you cannot switch back to the Wistia registration form.

HubSpot

To select a HubSpot form, your account must be connected to HubSpot with it set as your primary integration.

With a HubSpot form enabled, Wistia does not store any registration data. This means that not all analytics information will be available in Wistia.

Aggregate Audience Funnel data will be available on the Event Recap page, however, we cannot send any attendance updates to HubSpot.

Wistia’s registration confirmation emails cannot be sent because the registration data is passed through directly to HubSpot.

Marketo

To select a Marketo form, you must be connected to Marketo with it set as your primary integration.

Once set, Wisia does not store any data submitted through the form, as this goes directly to Marketo. Since Wistia does not store submission data, we’re unable to send event registration reminders or know if an event attendee had previously registered for an event.

Note
Attendee interactions and engagement data for Live events are not sent to contact records in Marketo at this time.

Pardot

To select a Pardot form, you must be connected to Pardot with it set as your primary integration.

Note that Wistia’s registration confirmation emails cannot be sent because registration data is passed directly to Pardot.

With a Pardot form, Wistia is unable render form fields to fit the registration section on the page. Instead, the Pardot form is displayed on an iframe. For a customized look, style your forms in Pardot before using them in Wistia.

By default, Wistia is unable to detect when a Pardot form has been submitted. However, by adding a couple small JavaScript code snippets, we are able to detect form submission.

The first snippet will need to go in your form’s layout in Pardot.

<script src="https://fast.wistia.com/assets/external/pardot-form-api.js"></script>

To add the snippet, you’ll need to:

  1. Find the Layout Template in Pardot that you want to use on your form.
  2. Click “Edit Layout Template.”
  3. Paste the snippet inside the tag of the layout.
  4. Head into a form’s details in Pardot.
  5. Click “Save.”
  6. Find the form you want to use.
  7. Click “Edit form.”
  8. Choose “Look and Feel.”
  9. Choose the Layout Template with the code added.
  10. Click “Confirm & Save.”

The second snippet will need to go into your form’s Thank You Code in Pardot.

<script src="https://fast.wistia.com/assets/external/pardot-thank-you-api.js"></script>

To add the snippet, you’ll need to:

  1. Head into a form’s details in Pardot.
  2. Click “Edit form.”
  3. Choose “Completion Actions.”
  4. Open the “Thank You Code” tab and add the code snippet
  5. Click “Confirm & Save.”
Note
Without the code snippets, the registrant will not be tracked when the form is submitted.
Note
Pardot form tracker domains must be https enabled to be used for Live registration. This can be enabled in your Pardot account.

Attendance Data

You can see who exactly attended your live event in your connected primary integration.

HubSpot

In addition to collecting registrants in HubSpot, you can see the attendance data for a live event on each contact record.

There are a few required pieces in order to set this up:

  1. Be sure HubSpot is set up as your primary integration.
  2. If you connected your HubSpot integration before April 17, 2023, you will need to disconnect and reconnect the integration.
  3. Create a Static List in HubSpot to connect to your live event (for registration and attendance data to come through).

To view attendee data on a Contact Record, click into your desired Contact Record, open the Activities Tab, click into the Activity Sub-Tab to select Filters, and ensure “Marketing events” is checked.

Here is an example of a contact that registered for and attended a Live event:

To view all Marketing Events, head to your Contacts page, click into the dropdown menu, and select “Marketing events.”

This is what a live event looks like in Hubspot:

After a live event, attendees can be segmented and added to new workflows and lists in HubSpot.

Marketo

With Marketo set as your primary integration, you can send attendance data there. We highly recommend choosing a different list than your registrant list to ensure the data is segmented correctly.

When someone registers for an event, Wistia creates a contact record for them in Marketo. When that person attends the live stream, the contact record will appear in the selected attendee list to indicate that the person attended.

Attendees will display in the specific list you’ve selected to send them to.

The attendee list will also display in the Activity Log in Marketo.

Pardot

Set Pardot as your primary integration to send live event attendance data.

On the registration page for your live event, select a list to send attendees to.

Tip
Select a registration list in order to select an attendee list.

When someone registers for an event, Wistia creates a contact record for that person in Pardot. From there, when they attend an event, the contact record will update to indicate that.

If someone registers and/or attends a live event and their contact record already exists in Pardot, we’ll update the existing record to include the additional activity.

After the event, attendees will show in the designated list in Pardot.

Attendees will also display in the Activity Log in Pardot.

Delete Event

If you’d like to delete your event, click “Delete Event” and confirm your decision.

Alert
This cannot be undone.