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Add or Edit a Conference Session (in Speaker and Session Management)

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Add or Edit a Conference Session (in Speaker and Session Management)

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||  Top -Right Controls  ||  Session Details  ||  Organizational  ||

||  Schedules  ||  Webinar  ||  Additional Details || See Also ||

This page is where you add and edit sessions if the Session Layout selected on  Speakers and Sessions Setup Session Layout" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Setup > Session Layout is Conference Sessions.

Tip: Customize the Layout
Before adding any sessions, an Event Builder or Administrator should customize the layout on  Speakers and Sessions Setup Session Layout" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Setup > Session Layout.
This determines the layout of this page, including what standard fields and  Speakers and Sessions Setup Custom Fields" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"custom fields you enter, their size and position, and so on.

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.

Top-Right Controls

The drop-down lists and buttons in the top -right corner:

  • Session Visibility –Shows current visibility. Click to select the other option:

    • Regular – The default view :  the session's visibility is unrestricted in session catalogs. 
      * Note: The usual limitation still applies: sessions are only available if published to the attendee's Attendee Type.

    • Private – Visible in session catalogs only to attendees who are pre-registered for the session.

  • Session Tasks – Click to:

    • view existing tasks,

    • add new tasks,

    • mark open tasks Complete, or

    • open completed tasks.

      Note: Speakers can also mark their own tasks as complete, online on the Tasks page of the Speaker Portal.

  • Reviewer Stats – Click to see the following statistics for the current session:

    • Average Score – Total scores divided by the number of reviewers who have scored the session. Scores are integers between 1 and 10.

    • Reviewers' Progress – A colored horizontal bar indicating the percentages of reviewers who have:

      • not reviewed it (red portion of bar),

      • reviewed it (green portion of bar),

      • requested modifications (yellow portion of bar).

      • If no reviewers have been allocated, the bar is gray, labelled "N/A".

    • Requested Modifications – Names of reviewers who have sent the submission back for modifications. (The speaker uploads an updated abstract via the Speaker Portal.) Each name is a link.

    • Remaining Reviewers – Names of reviewers who have not yet scored the session. Each name is a link.

  • Session Status – Shows the current status , Click to change it:

    • Qualified

    • Cancelled

  • 'Publish' iconPublish – Make the session available for selection and assignment.
    (The number on the icon shows how many attendee types the session has been published to. That's 0 in the example above.)

    To publish a session:

  1. Click the button to display a list of attendee types.

  2. Select the attendee type(s) for whom the session must be displayed as an option in session catalogs or on a form (or in Certain Mobile), and to whom they may be assigned on Registration Sessions or Assign Sessions.

  3. Click Publish Attendee Type(s).

Session Details

[Play] icon Video: Creating a Session (2 min.)

The fields for each session are determined by the Session layout set up for the event in  Speakers and Sessions Setup Session Layout" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Setup > Session Layout. This usually includes custom fields set up on  Speakers and Sessions Setup Custom Fields" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Setup > Custom Fields.

The standard 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 other Standard Fields may have been added.

Organizational section heading

Schedules section heading

Instances – A list of the instances of this session. Click one to view and edit its details. (If there's only one, its details are shown automatically.)

Q: How do I remove a session from the schedule?
A: Click the Unschedule button on the SCHEDULER view on the  Speakers and Sessions Sessions" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Sessions page.

Details shown for each instance:

  • Override Capacity – If selected, a planner may override the Capacity for this instance of the session when assigning registrants (for example, using Bulk Assignment, Process Waitlist, or 2.0 API).

    Warning: Do not select this for digital sessions. As noted above, the capacity should equal the capacity of the webinar itself; overriding that could result in attendees not being registered for the webinar.

    Note: An attendee's Registration History shows if sessions were assigned using this override.

Session Webinar

For digital sessions, where you are using a third-party platform such as Zoom or ON24 to host the webinar,  here you can either:

The heading and buttons are displayed only if:

  1.  Digital Events is enabled for the event in  Configure Options Functional Areas " style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Plan > Configure > Options.
  2. The session instance has a Location (see Location above) .
  3. The session instance is  Scheduled (has a Start Date/Time).

Note: You can only connect one webinar to a session, and vice versa.

Best Practice: Do not connect sessions to webinars if you are connecting the event to a webinar on Event Setup > Details (or Event Setup > Overview).

Webinar Option 1: Create Webinar

 

This option is only available for Zoom and ON24.

Note: Before you can create a webinar from here,  as explained in Digital Events Overview:

  1. An administrator must have set up a Connection to that platform in Certain Signal.
    1. That's how the data will flow between the two systems as your attendees register.

Click Create webinar/meeting  and complete the details:

  • Select a webinar/meeting Service  configured for your account – probably one of :
    • Zoom Webinar
    • Zoom Meeting
    • ON24 Webinar
  • Select a Connection (as set up in Certain Signal).
  • Select a Presentation  Type – live audio & video or on-demand. (The options available will depend on the Service selected.)
  • Select Host(s)
  • Click Next
  • The webinar will be created on your chosen platform

Webinar Option 2: Connect to Webinar

Note:two more things must be done before you can enter webinar details here, as explained in Digital Events Overview.

  1. You first create the webinar on the webinar platform you are using (probably Zoom or ON24), 
    1. You will need the ID from that webinar.
  2. An administrator must have set up a Connection to that platform in Certain Signal.
    1. That's how the data will flow between the two systems as your attendees register.

Click Connect Online Session to open a panel in which you enter the webinar details.

  • Webinar Service for this Session – (Required) Select the integration being used for this event. The options available will depend on what's enabled for your account – probably only one.
    • Zoom Webinar
    • Zoom Meeting
    • ON24 Webinar
    • Custom 
  • Integration Connection – (Required) Select the Connection set up in Signal for the selected Integration Type.
    • There's probably only one.
    • See your administrator if none are available.
  • Meeting/Webinar Id – (Required) Enter the Id from your webinar platform.
    In Zoom, for example, that's the 'Webinar Id' when you set the webinar up there

    • Note: You can only use a given Meeting/Webinar Id once in an account; you can't use the same one for more than one session (or event).

    • Note: The Session Name should be the same as the name of the webinar.

Click Connect Online Session in that panel.

The details of that meeting are displayed from the webinar platform.

Warning: You cannot change the webinar link after you've confirmed it.

If details are correct, click Confirm Meeting.

Note: If the webinar schedule is changed on the webinar platform, be sure to correct the details in the session instance as well.

 

Note: If the webinar is cancelled on the webinar platform, be sure to cancel the session and registrations in Certain.

Delete Webinar — Click to remove the association with the webinar. 
Possible only if there are no registrations for the session.

Additional Details section heading

  • Abstract File–
    Shows the file name of the abstract document (such as a PDF file) if one has been uploaded.
    Click the file name to open the document.

    To add an abstract, click Upload File, and drop a file into the box, or click Choose File to browse for one on your computer.
    File formats: .doc, .docx, .ppt, .pptx, .pdf, .xlsx, .xls
    Caution: Only one abstract document can be uploaded at a time. If you upload a new one it will replace the original.

  • Abstract Description–Use the HTML editor to enter a description or summary of the abstract. This is for internal use, not for attendees to read. Maximum length: 4000 characters.

  • Session Presentations –
    Shows the Document Name and Size of the presentation (such as a PowerPoint file) if any have been uploaded. (One session may have more than one presentation.)

    To open a presentation, click the Document Name, which is a hyperlink. (The relevant program must be installed on your computer; e.g., Microsoft PowerPoint.)

    To add a presentation, click Upload File, and drop a file into the box, or click Choose File to browse for one on your computer.
    File formats: .doc, .docx, .ppt, .pptx, .pdf, .xlsx, .xls

    To delete  a presentation, click White X on black disk under Action.

  • Session Description – Describes the session. Include this on a registration form's  Forms (form) Sessions" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"session section. Edit using the HTML editor. Maximum length: 4000 characters.

  • Session Notes – Any internal notes about this session, for the planner. Maximum length: 500 characters.

  • Session Fee –
    Note: Not included in the default layout. You would need to add Fee when customizing the layout on Setup > Session Layout.

See Also

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