Setting up breakout rooms

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

Written By Luisa Pfleiderer (Super Administrator)

Updated at March 24th, 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 more intimate, and comfortable settings.


How to set up your breakout room

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

Here, you have two ways of setting up the breakout room: 

  1. By using your own preferred tool
    Here, you can select your own preferred video-calling tool to host the breakout room. For instance, Zoom, Microsoft Teams or Google Meets.

  2. By using Graduateland’s Zoom account
    Here, you will host the breakout room by using Graduateland’s pre-determined conference tool - Zoom.

Be aware: You can only have one breakout room in your stall, but you can create multiple sessions for different time slots within the same room.

1. Using your own preferred tool


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. Insert the link where participants can join and the link where the host can join. In some cases, this would be the same link.

  2.  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.

  3. 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.

  4. At the scheduled time, 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 

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.

  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.

  3. At the scheduled time, 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 jump 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.

Delete


Delete

FAQ

How do I delete a breakout room session? 

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

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. 

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. 

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.

Do users need to register to the breakout room? 

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