Session Information, Attendee (in Speaker and Session Management)

Background

This Session Information page is only available in an event for which Speaker and Session Management is enabled.

Sessions are used instead of Agenda Items when Speaker and Session Management is enabled.

Itinerary Note: If Speaker and Session Management is in use, then the attendee's Itinerary includes sessions instead of agenda items.

The Itinerary is configured on Promote > Communication > Itinerary.

Prerequisites

To have sessions available to assign to the attendee, you must first:

1. Add Event Tracks on Manage > Speaker and Session management > Tracks.

2. Add Sessions on Manage > Speaker and Session management > Sessions.

3. Schedule instances of those sessions on the same Sessions page.

4. Publish those sessions for selected attendee types (also on the same Sessions page).

Session Information

Click Assign Session(s) to add sessions to the attendee's registration.

The attendee's session instances are listed by date and time.

Details include Session Name, Track, Type, Location, Status.

Details may include one or both of the icons listed below.

Click a session to show the Speaker(s). Click it again to hide that information.

Icons

Overlap: The session overlaps with another session that's assigned to the attendee.

This overlap is only possible if Allow Overlapping Sessions for Registrations is selected for the event (under "Speaker and Session Management" on Plan > Configure > Options).

Waitlist: The attendee is waitlisted for the session.

Status

You can change the Status of the session assignment, as follows:

| From | To | When | |------------|------------|-------------------------------| | Waitlisted | Cancelled | Always | | Waitlisted | Registered | Capacity is Available | | Registered | Cancelled | Always | | Registered | No Show | Always | | Registered | Attended | Always | | Cancelled | Registered | Capacity is Available |

Note: You cannot change the status to 'Waitlisted'. You can only do that by assigning a session that is full but has space on its waiting list.

Add Session

The Add Session modal pop-up window is displayed when you click Assign Session(s).

It lists the sessions that can be assigned to the attendee: those with space available (that is, that haven't reached their capacity), and which have been published for the attendee's attendee type.

Filter

To filter the sessions displayed, you can enter details in one or more of the filter fields at the top of the window, and click Q.

Enter any part of a Session Name. For example, searching on "rich" would return sessions with "rich text" or "Richmond" in the name.
Event Track(s) – Enter one or more event tracks.
Session Type(s) – Enter one or more session types: Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions.
Select Tag(s) – Select one or more tags (from those set up by an administrator for the account, in Account Settings > Management > Tags).
Select Date – Select a date.
Show only Waitlisted Sessions – If selected, the list will include only sessions that are full but have space on a waiting list. (That's determined by the Capacity and Waitlist Limit on the session record, and the numbers of attendees already waitlisted.)

List / Assign

Select the check box(es) for the session(s) to assign, then click Assign Session(s) in this Add Session modal pop-up window.

Note: You can only assign up to 10 sessions at a time. To assign more, do so in batches of 10.

The sessions listed for selection are those which:

are available for assignment to the attendee
meet any filters you've applied above

They're listed by date and time.

Details include Session Name, Track, Type, Location, and Availability (the number of slots available – session Capacity minus the number of assigned attendees).

Note: The number of slots available only decreases when the event status is Live and the attendee being assigned the session is not a "Test" registration.

Click a session to show its Speaker(s); click it again to hide that information.

Overlap: The session overlaps with another – one that's either selected in the list, or already assigned to the attendee.