How to set up and manage roundtable

Learn how to set up and manage roundtables to create engaging networking sessions. This guide covers everything from scheduling roundtables, assigning hosts, reserving seats, and managing participant interaction during your event.

What is a Roundtable?

Roundtable is a networking feature in vFairs that allows users to participate in pre-scheduled discussions during an event. Organizers can set up roundtables with specific topics related to the event, industries, sponsors, or sessions. These roundtables can have between 2 to 40 participants, with options to reserve seats for specific guests such as speakers, hosts, or VIP attendees. Roundtables can be scheduled to start and end at specific times, allowing organizers to control access and ensure participants don't miss important sessions.

Steps to create and manage roundtables

Step 1: Access the roundtable setup

Login to the Backend
Access the backend with your organizer credentials.
Navigate to the Networking Menu
In the left navigation bar, click on the "Networking" menu and select "Roundtable Networking."
Open Roundtable Listing Page
The Roundtable listing page will display all created roundtables. To create a new one, click on the Add New button.

Step 2: Fill Out Roundtable Details

You'll need to provide the following information to create a roundtable:

Field Name	Description
Topic	Enter the roundtable topic. This will be displayed on the frontend for participants to see.
Description	Add a brief description of the roundtable topic.
Logo	Upload an image or sponsor banner that will be displayed in the center of the roundtable.
Categories	Select the networking category from the dropdown or leave it blank if not applicable. This helps organize roundtables by topics or industries. Learn more about Networking Categories here.
Number of Seats	Select the number of seats available for participants (between 2 to 40).
Reserve Seats	Toggle this option if you want to reserve seats for registered users (e.g., hosts, VIPs, speakers). A new field, "Select Users" will appear from where you can select users and reserve roundtable seats.
Assign Host	If you want to assign a host for this roundtable, select the user from the dropdown. The host will have controls such as mute and kick out. Hosts can only be assigned from users with reserved seats in the roundtable.
Timed Roundtable	Enable this toggle if the roundtable should start and end at specific times. You can schedule multiple start and end times.
Zoom/External Link	Choose whether to use a Zoom or external link or let vFairs generate a link for the roundtable session by leaving it unselected.

After filling in the details, click the Save button to create a roundtable.

Step 3: Manage Created Roundtables

Once a roundtable is created, it will be listed on the Roundtable Listing page.

From the listing page, you can:

Edit Roundtable: Update any of the fields or configurations.
Delete Roundtable: Remove a roundtable from the listing. This action cannot be undone.
Search Roundtables: Use the search bar to quickly find specific roundtables.