For Hosts: Creating a Listing for an Online Experience and Tips for Hosting It – aini｜Help Center

Title for the Experience

When you create a listing page for an experience, please ensure that the title of the experience clearly states that it will be an online event by using words such as "Online" or "Virtual". You also may choose a visual that shows that the experience will be online to avoid confusion.

Images

In order to make it clear that the experience will be held over a video platform, you may add captions like "This will be an online event.", "Online Experience", etc. to images you will use for the listing.

What to Add in the "What You Can Experience" Section

Under the section "What You Can Experience", please ensure to include descriptions that let the viewers know that the event will be online.

Examples:

"This is an online event."
"This is a virtual event."
"This experience will be via XXX (enter the video meeting too you will be using such as Zoom)."
"The URL/ID you will need to access this event will be sent to you via group messaging."
"Please ensure to install XXX (enter the video meeting too you will be using such as Zoom) prior to the event."

What kind of video meeting tool will be used for the event has to be clearly described under the "What You Can Experience" Section. The URL to access the event should not be posted on the listing so that you can control who can join the event. The URL and other information to access the event should be sent to guests after the booking is confirmed.

Please see the section "Recommended Video Meeting Tools" on this page for more details.

Pricing

As a host, you have the freedom to decide the prices for the experiences you are hosting and also to set the maximum number of participants per signup.

For an online experience, in addition to the freedom to set the price you like, you also can decide how many participants are allowed per signup.

Example:

The price for an adult includes one Zoom access with up to three participants.
The price is per participant. For example, if two participants join the event from your household, you have to book for two adults/children even though there will be only one Zoom access.

Geographic Area

For Geographic Area, please select "Online."

Meeting Link for the Experience

When you select Online as the Geographic Area for the experience, the system allows you to enter the URL for the meeting link of the video meeting tool you will use (e.g., Zoom). The meeting link you will enter will be shared with the registered guests after the last day of cancellation. The guests can join the experience by clicking the link by accessing the list of Booked Experiences.

You can change the meeting code for a new event date, you can do so by following the steps below:

From Your Smartphone:

Open your browser and log in to helloaini.com
Click on the icon for your account information (located in the upper right corner)
Select "Host Menu"
Select "Manage Experience"
Select the experience you want to customize
Click "Edit"
Select the "Basic Setting" tab
Click "Online Experience Meeting Link"
Enter the URL that is different from the previous event date
Click the "Publish" button to complete

From Your PC:

Open your browser and log in to helloaini.com
Click on the icon for your account information (located in the upper right corner)
Select "Dashboard"
Select "Host Menu"
Select "Manage Experience"
Select the experience you want to customize
Click "Edit"
Select the "Basic Setting" tab
Click "Online Experience Meeting Link"
Enter the URL that is different from the previous event date
Click the "Publish" button to complete

The new meeting link is going to be effective for both existing event dates and newly added event dates as long as you publish the listing after editing.

Please ensure to enter the meeting link when you create a listing for an online experience, otherwise, the guests will not be able to join the event from the list of Booked Experiences.

When the event is over, the meeting link will be deleted from the list of Booked Experiences.

Address of the Meet-up Location

You can't leave the section "Address of the Meet-up Location" blank, otherwise, the system will not allow you to publish the listing. Since an online experience does not have a physical meet-up location please write a brief description that the event will be virtual (see below for examples) instead of entering the address.

Example:

"This is going to be a virtual event via Zoom. "
"This event is going to be held virtually, and you can participate from anywhere you want. "

To avoid confusion, do not enter any physical address when hosting an online experience.

Please see the section "Recommended Video Meeting Tools" on this page for more details.

Map of the Meet-up Location

When you select the event's "Geographic Area" as "Online", "Map of the Meet-up Location" and "Use a Map" will be unchecked, and the map will not be displayed on the listing.

If "Use a Map" can't be unchecked even after selecting the event's "Geographic Area" as "Online" or the system is not responsive, please turn off the map display by following the steps below:

Select any area as the event's "Geographic Area" (e.g., Hokkaido)
Uncheck "Use a Map"
THEN select the event's "Geographic Area" as "Online"

Communication with the Guests

You can use the section "Communication with the Guests" to write anything you want to tell the guests who book the experience, including information like a meeting link, a meeting ID, a password, etc.

Please read a part of the article below, the section "Communication with the Guests", for more details:

"For Host: Avoiding Sharing the Event Address When Hosting the Experience at Home"

The communication written in the section "Communication with the Guests" will be viewable to the guests after the last day of cancellation. The guests can read the communication by clicking the "Event Information" button on the list of Booked Experiences under the Guest Menu.

Also, the guests will be notified about the communication through a reminder email with the title "【重要】明日体験が開催されます (IMPORTANT: You Will Have an Event Tomorrow)".

"For Guests: Viewing Details of the Booked Event"

Please use the group messaging to ensure that the guests will receive important communication from you prior to the event date.

Notifying Guests about How to Join the Event

Prior to the event date, using the group messaging feature, please ensure to send friendly instructions about how to join the event online. This is going to help guests to join the event on time.

Starting an Event

Some guests prefer checking if the video meeting is active before joining the event, so you will need to enter the video meeting at least 15 minutes prior to the scheduled event time. Then you can allow guests to enter the event right before or at the scheduled starting time.

When Guests Having Trouble Joining the Online Experience

When guests report problems such as not being able to join the meeting or audio/video not working, you should contact the guests and dissolve the issue by canceling/rescheduling the event, etc. Aini's administration team is not able to provide technical support for online video meetings.

Please note, if you have recurring technical troubles reported by multiple guests, you may be suspended from hosting online experiences.