A virtual session is a video conference meeting or webinar that has a host. While one host can have multiple sessions per day, one host cannot run multiple sessions concurrently. For 2 concurrent sessions, you would need to subscribe to 2 host licenses, for 10 concurrent sessions you will need 10 licenses. 


If you receive an email that your virtual session licenses are exceeded, you indicated more concurrent sessions to be held virtual than you have available hosts in your video conferencing service.


Solution 1: Reschedule session times 

If you have 11 concurrent sessions at 2pm but you only have 10 host licenses, only 10 of those 11 sessions can be virtual. If you only have 8 concurrent sessions at 3pm, you could shift the 11th session from 2pm to the later time at 3pm, when additional host licenses are free again.


Solution 2: Reduce the number of concurrent virtual sessions

If not all the concurrent sessions must be virtual, you may remove the virtual option from some sessions:

  1. In the EventPilot CMS, access Virtual Sessions via the Add-Ons menu tab
  2. Check the maximum concurrent sessions 
  3. Update your source data and remove the keyword Virtual from sessions to reduce the number of concurrent virtual sessions


Solution 3: Increase your licenses with your video conference provider

  1. In the EventPilot CMS, access Virtual Sessions via the Add-Ons menu tab
  2. Check the maximum concurrent sessions 
  3. Log into your video conference service website and increase your license subscription to match the number found in the CMS