Setting up breakout rooms

Keep in mind that this feature might not be available for your event.

Written By Customer Success (Super Administrator)

Updated at March 25th, 2022

Breakout rooms

Keep in mind that this feature might not be available for your event. It will depend on the event you are attending - for more information about the availability of the feature, reach out to the event organisers.

What are breakout rooms?

Breakout rooms consist of one or multiple group call sessions within your stall where you can meet the participants. It provides valuable two-way communication in a more comfortable setting.

When the breakout room is enabled for your company at the event, a "Breakout rooms" tab will appear in the event area when you are logged in to your recruiter account.


How to set up your breakout room

You can set up your breakout room in the tab "Breakout rooms". First, you have to choose how you want to set up your breakout room: 

Option A: By using your own preferred tool
Here, you can take charge of your breakout room by setting up the call in your own preferred video-calling tool. For instance, Zoom, Microsoft Teams, or Google Meets.
To set up breakout rooms with your own tool, follow the steps in 1.

Option B: By using Graduateland’s Zoom account
Here, you will host the breakout room by using Graduateland’s pre-determined conference tool - Zoom. The meeting will be created and integrated into the breakout room on the platform automatically. 
To set up breakout rooms with a Graduateland Zoom account, follow the steps in 2.

Be aware: You can only have one breakout room in your stall which is equal to one video call. The breakout room is available for you during the whole event day(s). You can create multiple sessions at different times within the same room as long as they are not overlapping.
You can compare it with one physical meeting room you have access to during the event hours. You can use that room to host one long meeting or to host several short meetings/sessions.

1. Using your own preferred tool (option A)


Use your own preferred tool, if you wish to use a conferencing tool that you know - advantageously something you use in your everyday work (e.g. Teams, Zoom, Google meets). This way, you can freely decide what settings you select for the meeting and how you would like to manage the breakout room. 

  1. Set up the meeting in your preferred tool (e.g. Microsoft Teams, Zoom, Google meets). If you are participating in a one-day event, you only need to set up one meeting. Within that meeting, you can then host one breakout room session or several sessions one after another throughout the event day. If you are participating in a multiple-day event, you would need to create one meeting per event day.

  2. Copy the link(s) from your meeting and insert the link where participants can join and the link where the host can join in the schedule. Depending on the tool you are using, this could also be the same link.

  3.  Insert the name, description, and time for your session. Participants can see the session on your stall and can add it to their day planner.

  4. Add multiple sessions within your breakout room if you are e.g. covering different topics or targeting different audiences at different times. It is a way for you to create a schedule within your breakout room. Remember it will still be the same video call operating in the background. 

  5. At the scheduled time on the event day, start the breakout room using the “Host the call via APP” button. If any other team members need to be part of the breakout room they can join the call via the "join the meeting" button.


2. Using Graduateland’s Zoom Account (option B)

Use Graduateland’s Zoom account if you do not wish to use your own preferred tool. In this case, it is necessary for you as the host to have the Zoom APP downloaded. The links to join the breakout room will only be available via the event platform. 

  1.  Insert the name, description, and time of your session. Participants can see the session on your stall and can add it to their day planner.

  2. Add multiple sessions within your breakout room if you are e.g. covering different topics or targeting different audiences at different times. It is a way for you to create a schedule within your breakout room. Remember it will still be the same video call operating in the background.

  3. At the scheduled time on the event day, start the breakout room using the “Host the call via APP” button. If any other team members need to be part of the breakout room they can join the call via the "join the meeting" button.


Important: You need to have the breakout room created and saved well in advance if you are using Graduateland’s Zoom account. 


How breakout rooms look for candidates

  • Participants find your breakout room within your stall.
  • When hovering above the name of the sessions, they will see the description you have added.
  • They can join the sessions by clicking on each name, and jumping in/out at any time. If any of the participants join a session before it is scheduled, they will be prompted to wait, or if there is a session before that, they will join that one. 

Additional information for hybrid events

If you are participating in a hybrid event, you can decide whether you want the sessions to take place online, in person, or both

1. How to set up online sessions only

If you choose to have sessions online only, you would set it up as described in the tab "breakout rooms" of this article. A link to join the room virtually will automatically be created. 


2. How to set up online and offline sessions

If you wish the participants to join online and offline, you would set it up as described in the tab "breakout rooms" of this article. Additionally, you need to provide a physical location. 

Tip: If you host several physical breakout room sessions, you can select different locations for each session.


3. How to set up offline sessions only

If you wish to have the breakout room only available in person at the physical venue, you can select the 3rd option. Candidates will still be able to see it in your stall and see the physical location for the breakout room, but they will not be able to join the session online. 

Tip: If you host several physical breakout room sessions, you can select different locations for each session.


How candidates experience it

On the stall, the candidates can see where the different sessions you are hosting take place. They can also see that information after saving the session to their day planner or in the general event program.

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FAQ

When will the "Join" and "Host" buttons become active?

The "Join" and "Host" buttons will become active on the day of the event. Remember to use the "Host" button in order to start your session.

Why do I need to schedule breakout rooms with Graduateland's zoom account more in advance?

You need to schedule breakout rooms that are hosted with Graduateland's Zoom account in advance, as it takes around 15 min for our system to generate the zoom meeting. 

Can I have parallel breakout rooms? 

No. Since you are only able to attach one breakout room to your stall, you are not able to held parallel rooms. Instead, you can have as many sessions as you want to - one after the other; within the timeframe of the event. 

Are all team members able to host breakout room sessions? 

Yes, all team members are able to host breakout room sessions. They just need to make sure that they have the Zoom app downloaded and are added to the stall. 

Do users need to register to the breakout room? 

No, they can jump in and out of the call as they wish. 

Can I delete a breakout room session? 

Yes, if you want to delete a breakout room session that you’ve added, you can press the ‘bin’ icon next to the respective session that you want to delete. Make sure to press ‘Save’ after deleting the session.

How many participants can attend a breakout room? 

This depends on how you set your breakout room up. If you use your own tool, it will depend on the account settings of the tool you are using. If you are using our Zoom account, the maximum capacity of participants that can attend a breakout room at the same time is 100.