Jump to Session Layout for
Configure the layout for Sessions page
Configure the layout of the Sessions page on which you add and edit sessions.
That page is not seen by attendees or speakers.
Only planners see that page.
You need to do this before you can add any sessions to your event.
(Note: If you go to the Sessions page without having configured the layout here, then the session layout configuration is guided from that page.)Choice of Session Layout
If the session layout is not already done, you first choose one of the two starter options: Simple Sessions or Conference Sessions.
Whichever session layout is chosen has a default layout. The default layout can be customized. The default layout can also be used "out of the box".
Simple Sessions layout
The Simple Sessions layout includes:
- Easy session entry
- Up to 15 custom fields.
- Auto-publish options
- One speaker slot.
A speaker slot is one scheduled instance of the session.
Conference Sessions layout
The Conference Sessions layout is available only if enabled for your account and event.
The Conference Sessions layout includes:
- Up to 200 custom fields.
- Multiple-instance scheduling
- Multiple speaker slots.
Multiple speaker slots are multiple scheduled instances of any session.
Multiple instances can have different dates/times/locations.
- Review- and task-based workflow
- Online Speaker Portal and Reviewer Portal
- Online Session Catalogs and Speaker Catalogs
- For digital events, link sessions to webcasts
Editing the Layout
Tip: You may first want to define any custom fields you will be using.
If you do not define custom fields first, you can still add the custom fields to the layout later.
- Define and arrange fields on your layout.
The selection is from pre-defined standard fields listed below.
The selection includes custom fields added to the account.
- You can start with the default layout for your chosen option.
You can also configure from scratch.
- To add standard or custom fields, or section dividers, hover just above a section to display the Add button.
Click the Add button to choose what you want to add there.
- To move an element, hover over the element.
The pointer changes to a hand.
The element changes color.
Drag the element to its new position.
- To delete an element, hover over the element until it changes color.
Click the red cross that appears.
- To resize fields, hover over the right edge.
Then drag the edge.
> Note: Section dividers cannot be resized. > Section dividers take up the full width of the form. > Section divider names can be edited. > Example section divider name is "Instances". > Edit the name by overtyping the name in the text box.
Session Layout for Simple Sessions
The fields listed below are included in the default layout.
Standard fields
Standard fields are the List of Standard Fields available for you to add to the layout.
Custom Fields
Custom Fields are Session Custom Fields configured on Setup > Custom Fields.
Minimal Information
You cannot edit this section in the layout.
- Session Name – (Required)
When a planner enters this, it should be unique in the event.
Session Name may include only letters, numbers, dashes, and spaces.
Maximum length is 255 characters.
- Session Type – (Required)
The planner selects a session type from the drop-down list.
Standard values are Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions.
Custom Session Types can be added on Sessions > "Types".
- Session Code – (Required)
Session Code is a unique code identifying the session.
Caution: Session Code cannot be changed once saved!
Instances (section break)
One scheduled instance per session.
- Start Date – The date of the session instance.
- Location – The session location.
See location.
- Start Time & End Time
- Capacity – The maximum number of attendees.
- Waitlist Limit – The maximum number of attendees that can be waitlisted for the session instance.
- Speaker(s) – The planner clicks Add Speaker to add the first speaker.
Speakers are set up on the Speakers page.
Auto Publish Details (section break)
Background Info
Sessions have to be "published" to selected attendee types to make sessions available for selection on:
- Assign Sessions
See Assign Sessions
You can choose whether to switch the Auto-Publish option ON or leave it set to OFF.
Auto-Publish = ON
When you set the switch to ON, the following details are displayed with a heading: "Automatically Publish Sessions":
- Publish to Attendee Types – Click to select the Attendee Types to which each session will be published automatically as soon as an instance is scheduled.
- Publish for All –
If selected, each session will be published for all attendee types as soon as at least one of its instances is scheduled.
If cleared, you select attendee types in the selection list.
Both cases depend on instances first being scheduled. Instances are scheduled on the Add/Edit Session page. Instances are also scheduled in the SCHEDULER grid view on the Sessions page.
Auto-Publish = OFF
When you set the switch to OFF, a session must be published individually by a planner on the Add/Edit Session page.
Click the Publish button on that page.
Select the attendee type(s) to publish to.
You can only publish a session once you have scheduled at least one of its instances. Instances are scheduled on the Add/Edit Session page. Instances are also scheduled in the SCHEDULER grid view on the Sessions page.
Session Layout for Conference Sessions
The default Conference Sessions session layout includes the fields listed below.
Standard fields
Most standard fields are already included in the default layout for Conference Sessions.
Other standard fields available to add are:
- Industries
- Job Functions
- Session Label
Custom Fields
Custom Fields are Session Custom Fields configured on Setup > Custom Fields.
Downgrade to Simple Layout
This button is available (at top right) when:
- you are editing the layout after selecting Conference Sessions, and
- the layout has less than 15 custom fields
Default Fields for Conference Sessions
The fields listed below are included in the default layout.
Minimal Information
You cannot edit this section in the layout.
- Session Name – (Required)
When a planner enters this, it should be unique in the event.
Session Name may include only letters, numbers, dashes, and spaces.
Maximum length is 255 characters.
- Session Type – (Required)
The planner selects a session type from the drop-down list.
Standard values are Keynotes, Hands-on Labs, Breakout Sessions, Interactive Sessions.
Custom Session Types can be added on Sessions > "Types".
A planner can also add new session types while adding or editing a session.
- Session Code – (Required)
The planner enters a unique code identifying the session.
Caution: Session Code cannot be changed once saved!
Organizational (section break)
- Track – The planner selects an Event Track from those set up on Tracks.
- Tags – The planner selects any of the tags set up for the current account.
Tags are set up by an Administrator in Account Settings > Management > Tags.
This is especially for use with the Points value of the session as a metric for integration connectors, and for reporting.
See this example.
- Session level – The planner selects a level of difficulty, if applicable.
Standard levels included are Beginner, Intermediate, and Advanced.
Custom levels can be added on the Sessions page.
A planner can also add new ones while adding or editing a session.
- Points – The number of points allocated per Tag.
See Tags.
The 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 aggregate number of points per tag can also be seen in the Interest Metrics Report.
- Duration – (Required)
The length of the session in Hours and Minutes.
Duration is used when a planner schedules the session on the SCHEDULER grid view on the Sessions page.
- CEU Credits – The number of Continuing Education credits applicable
- No of Instances – The number of instances that can be scheduled.
The planner can click Add Instance until this limit is reached.
After the limit is reached, the button is no longer displayed.
The planner can increase this number to add more instances.
- Speakers – The planner clicks Add Speaker to add the first speaker.
Speakers are set up on the Speakers page.
Schedules (section break)
- Instances – The planner sees a list of the instances for the session being edited or viewed.
The planner sees details shown:
- Session Instance Code
- Date & Time
- Location
- Capacity
- numbers of attendees Registered and Waitlisted
The planner clicks an instance to edit those details. The planner can add speakers, for example.
The planner can add multiple instances per session. The limit is set by No of Instances.
The planner enters or selects the following details for each instance:
- Start Date – The date of the session instance.
- Location – Where the session takes place.
The planner selects from locations set up in Locations.
- Note: A Location is still required even if the session is linked to a webinar for a digital event.
A virtual location can be set up for such sessions.
Example virtual location name is "Zoom Meeting" instead of "Room A12".
Without a location, the button to Connect Online Session would not even be displayed.
- Start Time & End Time
- Capacity – The maximum number of attendees.
- Waitlist – The maximum number of attendees that can be waitlisted for this session instance.
- Add/Manage Speakers – The planner can add Speakers to the session.
The planner can also edit the list of assigned speakers.
Additional Details (section break)
- Abstract File – The planner can upload the abstract document, for example a PDF.
- Abstract Description – The planner can add this using an HTML Editor.
- Session Presentations – The planner can upload the presentations, for example Powerpoint files.
- Auto Publish Details – See Auto Publish under " Session Layout for Simple Sessions " above.
- Session Description – The planner can add this using an HTML Editor.
- Session Notes – The planner can add internal text notes.
- Fee – The planner can add date-based session fees and cancellation fees.