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

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

Tip: Customize the Layout

Before adding any sessions, an Event Builder or Administrator should customize the layout on Setup > Session Layout. This layout determines the layout of this page. This layout includes what standard fields and custom fields you enter. The layout also controls field size and position.

> 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. > The process requires canceling sessions or deleting them first.

Top-Right Controls

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

Session Visibility

Session Visibility shows current visibility.

Click to select the other option.

Regular is the default view.

Session visibility is unrestricted in session catalogs.

Note: Sessions are only available if published to the attendee's Attendee Type.

Private is visible in session catalogs only to attendees who are pre-registered for the session.

Session Tasks

Session Tasks lets you view existing tasks. Session Tasks lets you add new tasks. Session Tasks lets you mark open tasks Complete. Session Tasks lets you open completed tasks.

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

Reviewer Stats

Reviewer Stats shows statistics for the current session.

Average Score is the total scores divided by the number of reviewers who have scored the session.

Scores are integers between 1 and 10.

Reviewers' Progress is a colored horizontal bar.

The bar shows the percentages of reviewers who have not reviewed it.

The bar shows a red portion for not reviewed.

The bar shows a green portion for reviewed.

The bar shows a yellow portion for requested modifications.

If no reviewers have been allocated, the bar is gray.

The label for the gray bar is “N/A”.

Requested Modifications lists the names of reviewers who have sent the submission back for modifications.

The speaker uploads an updated abstract via the Speaker Portal.

Each reviewer name is a link.

Remaining Reviewers lists the names of reviewers who have not yet scored the session.

Each name is a link.

Session Status

Session Status shows the current status.

Click to change it:

Qualified
Cancelled
Publish

Publish makes the session available for selection and assignment.

The number on the icon shows how many attendee types the session has been published to.

That number is 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). 3. Select the attendee type(s) for whom they may be assigned on Registration Sessions or Assign Sessions. 4. Click Publish Attendee Type(s).

Session Details

Video: Creating a Session

Creating a Session (2 min.)

Session fields and layout

The fields for each session are determined by the Session layout set up for the event in Setup > Session Layout. This usually includes custom fields set up on Setup > Custom Fields.

The standard fields in the default layout are described below. If the layout in your event has been customized, some fields may not be present. Other Standard Fields may have been added.

Session Name

Session Name is required.

It should be unique in the event.

It may include only letters, numbers, dashes, and spaces.

Maximum length: 255 characters.

Note: For a digital session (see Session Webinar below), the Session Name should be the same as the Webinar name.

Session Type

Session Type is required.

Select a session type.

Standard values (unless you have 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.

You can also add custom types right here while adding or editing a session by doing the following:

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

Session Code is required.

It is a unique code identifying the session.

You may edit the Session Code of an existing session.

Organizational

Track

Track is a selector.

Select a track from those set up on Manage > Speakers and Sessions > Tracks.

Points

Points is the number of points allocated per Tag.

Points uses Tags, above.

Points are used when attendees' interest metrics are calculated.

The aggregate number of points per tag can be exported via a connector to a third-party application such as Eloqua or Marketo.

The same points aggregate can be seen in the Interest Metrics Report.

Duration

Duration is required.

Duration is the length of the session in Hours and Minutes.

Duration is used when you schedule the session on the SCHEDULER grid view on the Sessions page.
Minimum duration is 5 minutes.
Caution: If any of the session's instances have already been scheduled, you cannot increase the session duration if that change makes a scheduled instance overlap with another scheduled instance.

Industries

Industries select target industries for this session, if applicable.

The list available is based on those assigned to this event in Setup > Industries.

Note: This field is not included in the default layout.

You would need to add this field when customizing the layout in Setup > Session Layout.

Job Functions

Job Functions select target job functions for this session, if applicable.

The list available is based on those assigned to this event in Setup > Job Functions.

Note: This field is not included in the default layout.

You would need to add this field when customizing the layout in Setup > Session Layout.

Session Level

Session Level selects the level of difficulty for this session, if applicable.

The standard levels included (unless you have deleted any, as you can on the Sessions page) are:

Beginner
Intermediate
Advanced
You can add custom levels on the Sessions page.

You can also add custom levels right here while adding or editing a session by doing the following:

Type its name in the Add New text box
Select a Color to be used on the Scheduler grid view on the Session List
Click Add New

Session Label

Session Label is an optional short label.

Use the Session Label on reports instead of the Session Name when the Session Name is too long.

Note: This field is not included in the default layout.

You would need to add this field when customizing the layout in in Setup > Session Layout.

CEU Credits

CEU Credits enter the number of Continuing Education credits applicable.

Number of Instances

Number of Instances is required.

It specifies how many times this session takes place.

Default value is 1.

The value must be an integer greater than zero.

You may schedule this many instances of the session under Schedules on this page.

You may also schedule instances under the Scheduler grid view on the Sessions page.

The scheduled instance settings include date, time, and location for each instance.

Speaker(s)

Speaker(s) lists any existing master speakers on this session.
Click Add Speaker to add a master speaker.
Select from the list of speakers set up for this event.
To remove a speaker from the session, click the red x 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.

That speaker is the Primary Speaker.

Additional speakers you add have a gray star automatically.

Those speakers are Co-Speakers.

Click a star to toggle it.

The toggle changes a Co-Speaker to a Primary Speaker or vice versa.

Schedules

Instances

Instances is a list of the instances of this session.

Click one to view and edit its details.

If there is only one instance, its details are shown automatically.

Q: How do I remove a session from the schedule?

Q: How do I remove a session from the schedule? A: Click the Unschedule button on the SCHEDULER view on the Sessions page.

Details shown for each instance

Start Date is the date of this session instance.
Start Time is the time this instance begins on that date.
End Time is the time this instance ends.
Note: For a session which is digital (see Session Webinar, below), the Date and Times should be the same as those of the webinar.
Location selects a Location from those set up on Locations.
Note: For a session which is only digital (see Session Webinar, below), the location should be a dummy location such as “Webinar” or the name of the webinar platform.

This platform is probably Zoom or ON24.

Note: For a hybrid session, taking place both on-site and online, Location is the physical location.
Capacity is the maximum number of attendees at this instance of this session.
Attendees can select sessions on forms or a Session Catalog.

Attendees can be assigned to sessions on Bulk Assignment.

Warning: For digital sessions (see Session Webinar, below), Capacity should be equal to the capacity of the webinar itself.

The webinar capacity is set on the webinar platform such as Zoom or ON24.

Warning: For unlimited capacity, leave the field blank.

Do not set it to zero.

Setting Capacity to zero means no capacity at all.

That setting prevents anyone from registering for the session.

Waitlist Limit is the maximum number of attendees that can be waitlisted for this instance.

Waitlist Limit applies once the session occurrence is fully subscribed.

Full subscription means the number of attendees registered reaches Capacity.

Up to this Waitlist Limit number of attendees can be added to a waiting list.

The waitlist is pending cancellations.

Note: Blank means unlimited waitlisting.

Zero means no waitlisting.

Override Capacity applies when selected.

The planner may override the Capacity for this instance when assigning registrants.

For example, the planner can use Bulk Assignment.
The planner can use Process Waitlist.
The planner can use 2.0 API.
Warning: Do not select Override Capacity for digital sessions.

The capacity should equal the capacity of the webinar itself.

Overriding capacity 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, use a third-party platform such as Zoom or ON24 to host the webinar. For these digital sessions, you can either create the webinar on that platform or connect to the webinar on that platform.

Create webinar/meeting

For platforms supported here, click Create webinar/meeting. This option is available only if the platform is Zoom or ON24.

Connect webinar/meeting

For platforms supported here, click Connect webinar/meeting.

Heading and buttons display conditions

The heading and buttons display only if all conditions are true:

1. Digital Events is enabled for the event in Plan > Configure > Options. 2. The session instance has a Location. The location is the Location field above. 3. The session instance is Scheduled. Scheduled means the session instance has a Start Date/Time.

> Note: You can only connect one webinar to a session. > You can also only connect one webinar to a session instance 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. 2. Certain Signal connection allows data to flow between the two systems as attendees register.

Click Create webinar/meeting and complete the details:

Select a webinar/meeting Service configured for your account.

The service is probably one of:

Zoom Webinar
Zoom Meeting
ON24 Webinar
Select a Connection.

The connection is set up in Certain Signal.

Select a Presentation Type.

Options are live audio & video or on-demand.

The options available depend on the Service selected.

Select Host(s)
Click Next
The webinar is 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. The webinar platform is probably Zoom or ON24. 2. You need the ID from that webinar. 3. An administrator must have set up a Connection to that platform in Certain Signal. 4. Certain Signal connection allows data to flow between the two systems as attendees register.

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

Webinar details in the panel

Webinar Service for this Session is required.

Select the integration being used for this event.

The options available depend on what is enabled for your account.

The service is probably only one.

Zoom Webinar
Zoom Meeting
ON24 Webinar
Custom
Integration Connection is required.

Select the Connection set up in Signal for the selected Integration Type.

There is probably only one.

If connections are not available, see your administrator.
Meeting/Webinar Id is required.

Enter the Id from your webinar platform.

In Zoom, for example, this is the 'Webinar Id' when you set up the webinar on Zoom.

> Note: You can only use a given Meeting/Webinar Id once in an account. > You cannot use the same Meeting/Webinar Id 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 display from the webinar platform.

> Warning: You cannot change the webinar link after you have confirmed it.

If details are correct, click Confirm Meeting.

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

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

Delete Webinar

Delete Webinar removes the association with the webinar. This action is possible only if there are no registrations for the session.

Additional Details

Abstract File shows the file name of the abstract document such as a PDF file if an abstract file 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.

Alternatively click Choose File to browse for a file on your computer.

File formats: .doc, .docx, .ppt, .pptx, .pdf, .xlsx, .xls
Caution: Only one abstract document can be uploaded at a time.

Uploading a new abstract replaces the original abstract.

Abstract Description uses the HTML editor.

Use the HTML editor to enter a description or summary of the abstract.

Abstract Description is for internal use.

Abstract Description is 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.

This section shows presentations if any presentations have been uploaded.

A session may have more than one presentation.
To open a presentation, click the Document Name.

The Document Name is a hyperlink.

The relevant program must be installed on your computer.

For example, Microsoft PowerPoint.

To add a presentation, click Upload File and drop a file into the box.