Events Management Engage for Events

Events Management Engage for Events

Overview of Functionality

Hosting a Virtual Event using Engage Meetings Overview This feature enables Event Organizers to plan, Schedule and execute virtual events, including attendees and speakers up to 300 participants This functionality replaces Engage Webinar. Customers can leverage their existing Engage Meeting licenses for Virtual Events. Events Management is required Business Justification Using Engage Meeting for Events enhances the level of interactivity with the attendees and it eases the administration and the licensing of the product Copyright Veeva Systems 2020 3

Hosting a Virtual Event using Engage Meetings Platforms Virtual Events is available in the following platforms depending on the Role Host: The Event is hosted in Veeva CRM on iPad or Online Speakers: They join the event from the Windows HCP application Attendees: They join the event through any HCP attendee app or using the web client. Same experience as with Engage Meeting Host Speakers Attendees iPad or Online Windows HCP app for Desktop/Laptop HCP attendee apps / web client Copyright Veeva Systems 2020 4

Hosting a Virtual Event using Engage Meetings Virtual Events Schedule the Event Send Invitations Host the Event Schedule the Event so the links to join the event are generated for speakers and attendees Send the invitations to the event ( 300) using Approved Email. Distinct links are generated for speakers and attendees. Take advantage of the native RSVP feature Start the meeting (up to 300 attendees and speakers) and handle the waiting room. Share assets by sharing the desktop and allow speakers to share content. Optionally record the session and automatically store it in Vault Copyright Veeva Systems 2020 5

Hosting a Virtual Event using Engage Meetings Scheduling The Virtual Events are scheduled by opening the Event Page and clicking on the “Schedule Engage” button After scheduling the Status field changes to “On vod” Sending Invitations to a Virtual Event Invitations are sent using Approved Email in a similar way as it is done in Engage Meetings A ”Send” button appear once the Event is successfully scheduled navigating the host to Approved Email for Events interface Approved Email tokens should be included in the email templates both for Attendees and Speakers: Attendees: {{EM Attendee vod c.Webinar Participant URL vod c}} Speakers: {{EM Event Speaker vod c.Webinar Panelist URL vod c}} RSVP feature is available, so the Attendees and Speakers can confirm their attendance It changes the Event Attendee Status field This is a standard feature in Approved Email for Events Copyright Veeva Systems 2020 6

Hosting a Virtual Event using Engage Meetings Hosting a Virtual Event The host starts the Virtual Event by clicking the “Start Engage” button Note that the hosts can share content by sharing their desktop, however they cannot share CLM content Copyright Veeva Systems 2020 7

Hosting a Virtual Event using Engage Meetings Waiting Room The Waiting Room is automatically on, so attendees and speakers can not enter the Virtual Event before the host is ready Hosts can disable it once the Virtual Event has started Hosts receive a message each time an attendee or speaker enters the waiting room Hosts can “Admit” the participant in the “Participants” button Optionally, the host can select “Admit all” to admit all waiting attendees if there are multiple attendees in the waiting room Copyright Veeva Systems 2020 8

Hosting a Virtual Event using Engage Meetings Recording a Virtual Event Hosts can record a Virtual Event for further use such as training, marketing or auditing purposes Recordings are stored in Veeva Vault automatically The created binder is named after the name and date of the event. The location of the created binder stamps in CRM on the Vault Binder Path vod field on the EM Event vod record If the host pauses the recording and restarts it again, multiple recordings are generated Recording a Virtual Event is optional and it requires extra configuration steps including connecting with Vault PromoMats Recording Disclaimer This is an optional setting. Attendees are warned that the meeting is being recorded so they can decide to continue with the event or otherwise leave the meeting Copyright Veeva Systems 2020 9

Engage Version Comparison Feature Engage for Call Engage for Events 50 300 Available to Host, Attendees Available to Host, Speakers, Attendees Chat/Private Chat X X Password Required X X Capacity Audio Sharing Video Camera Sharing Desktop Sharing Cloud Recording Disclaimer X Waiting Room X Approved Email Invitations X X Approved Email RSVP Status X Outside Territory Support X CLM Content Sharing X Attendance Tracking X X View Participant List Host, Attendees Host, Speakers, Attendees Copyright Veeva Systems 2020 10

Considerations

Considerations This functionality replaces Engage Webinars Previously scheduled webinars can still be managed and hosted, but can not be scheduled. Orgs previously configured for Engage Webinars are not automatically configured for virtual events and must build out the functionality Admins can no longer create Engage Webinar user groups Virtual event users are added as Engage Meeting user groups Existing Engage Webinar user groups cannot be accessed or modified Copyright Veeva Systems 2020 12

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