Add or Edit a Simple/Standard Session (in Speaker and Session Management)

In  an event where the "Simple Sessions" layout has been selected on  Manage > Speakers and Sessions > Setup > Layout :

Manage >  Speakers and Sessions >Sessions > Add New, or

Manage >  Speakers and Sessions > Sessions >  (Edit a Session)

Jump to:

||  Buttons  ||  Fields  ||  Instances ||  Waitlisting  ||  Speakers  ||  See Also  ||

This is where you add and edit sessions if the Session Layout selected on  Setup > Session Layout is Simple Sessions.

Tip: Customize the Layout
A default layout is provided, which may be all you require for your event.

But if you require more,  then before adding any sessions, an Event Builder or Administrator may customize the layout on Setup > Session Layout.

That determines the layout of this page, including adding standard fields,  custom fields and section breaks.

Note: Once any sessions have been added, it is not possible to disable the Speaker and Session Management Module for the event (in Plan > Configure > Options), unless you first cancel those sessions (by changing their Status to Cancelled) or delete them.

Buttons

The buttons in the upper right corner:

1. Add New– Add a new session, in the Add Session pop-up window.
2. Import– Import sessions from a CSV or Excel file.
3. Export – Export all sessions to a .CSV or Excel file.
4. Mass Actions – Disabled until you have selected sessions to process in bulk.
5. Mass Actions – Run Mass Actions on selected sessions.

To publish a session:
1.Select session/sessions to publish
2. Select the attendee type(s) from the mass action button for whom the session must be displayed as an option on a form (and in Certain Mobile), and to whom they may be assigned on Registration Sessions or Assign Sessions.
3. Click Publish to Attendee Type(s).

Session Status –The current status of this session. Examples: Qualified, Scheduled, or Cancelled.
Select one to change the session's status.

Fields

The fields for each session are determined by the Session layout set up for the event in  Setup > Session Layout.

The fields in the default layout are described below.

If the layout in your event has been customized, some of these fields may not be present, and others may have been added. See the list of fields available to add.

Session Name – (Required) Should be unique in the event. May include only letters, numbers, dashes, and spaces. Maximum length: 255 characters.

• SessionType – Select a session type.
  Standard values (unless you've deleted any, as you can on the Sessions page) are Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions.
  You can add custom types on the Sessions page, or right here while adding or editing a session, thus:

• Type its name in the text box

• Select a Color to be used on the Scheduler grid view on the Sessions page

• Click Add New

• Session Code – (Required) Unique code identifying the session.
  Note: You may edit the Session Code of an existing session.

Instances section heading

When the Simple Sessions layout is in use, each session may only have one instance. That is, it can only be scheduled once.

Start Date – The date of the session instance.

• Start Time – The time the instance begins on that date.

• End Time – The time the instance ends.

• Location – Select a Location from those set up on Locations.

Note: If you don't schedule the session instance here, while editing the session, you can do so later on the Scheduler grid view on the Sessions page,.

Capacity –The maximum number of attendees at this session. Attendees can select the session instance on forms, and can be assigned to it on Bulk Assignment.
Warning: For unlimited capacity, leave the field blank; do not set it to zero, which would mean no capacity at all (that is, nobody would be able to register for the session).

• Waitlist Limit – Enter the maximum number of attendees that can be waitlisted for the session.
  Applicable once the  instance is fully subscribed; that is, once the number of attendees registered for it has reached Capacity. Up to this number of attendees can then be added to a waiting list, pending cancellations.
  Note:
          Blank = unlimited waitlisting.
          Zero = no waitlisting.

• Override Capacity – If selected, a planner may override the Capacity for the session when assigning registrants (for example, using Bulk Assignment, Process Waitlist, or 2.0 API).
  Note: An attendee's Registration History shows if sessions were assigned using this override.

"Unscheduling sessions": To remove a session from the schedule, click the Unschedule button on the SCHEDULER view on the Sessions page.

Speakers –
Any existing speakers for this session are listed.
Click to add speakers. Then click a name in the list displayed (of speakers set up in Speakers).
To remove a speaker from the session, click the red after their name.
Note re double-booking: If the session has been scheduled, you cannot assign a speaker who already has a session scheduled at that time.
The first speaker you add has a green star automatically, indicating they're the Primary Speaker.
Additional speakers you add have a gray star, indicating they're a Co-Speaker.
Click a star to toggle it, changing a Co-Speaker to Primary Speaker or vice versa.

See Also

• List of Speaker and Session Management documents, videos, and help topics