Session Layout (in Speaker and Session Management)

Jump to Session Layout for:

• Simple Sessions
• Conference Sessions

Configure the Sessions page layout

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.

Choice of Session Layout

If not already done, planners first choose one of the two starter options: Simple Sessions or Conference Sessions.

Whichever session layout planners choose has a default layout. Planners can customize the default layout. Planners can also use the default layout “out of the box”.

Simple Sessions layout

• Easy session entry
• Up to 15 custom fields
• Auto-publish options
• One speaker slot.

One speaker slot is one scheduled instance of the session.

Conference Sessions layout

• Up to 200 custom fields
• Multiple-instance scheduling
• Multiple speaker slots.

Multiple speaker slots are multiple scheduled instances of any session.

Different scheduled instances can have different dates, times, and 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

See Setup > Custom Fields.

If planners do not define custom fields first, planners can still add custom fields to the layout later.

• Planners define and arrange fields on the layout.

Planners choose from the pre-defined standard fields listed below and the custom fields that planners have added.

• Planners can start with the default layout for the chosen option.

Planners can also dive straight into configuring from scratch.

To add standard or custom fields, or section dividers, planners hover just above a section to display the Add button. Planners click Add to choose what planners want to add there.

To move an element (a field or section divider), planners hover over the element until the pointer changes to a hand. Planners drag the element to the new position.

To delete an element, planners hover over the element until the element changes color. Planners then click the red cross that appears.

To resize fields, planners hover over the right edge. Planners then drag the right edge.

Section dividers take up the full width of the form.

Planners can edit the name by overtyping the name in the text box.

Example section divider name includes “Instances”.

Session Layout for Simple Sessions

The default Simple Sessions session layout includes the fields listed below.

Standard fields and custom fields

Minimal Information

Planners cannot edit this section in the layout.

• Session Name — (Required)

When a planner enters this value, it should be unique in the event.

The value may include only letters, numbers, dashes, and spaces.

Maximum length: 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.

Planners can add custom Session Types on Sessions > "Types".

• Session Code — (Required)

Session Code is a unique code identifying the session.

Instances (section break)

One scheduled instance per session.

• Start Date — The date of the session instance.
• Location — The 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 forms.

Sessions also have to be published for use in Certain Mobile views.

Sessions also have to be published for assignment on Registration Sessions or Assign Sessions.

Planners can choose whether to switch the Auto-Publish option ON or leave the option set to OFF.

Auto-Publish = ON

When planners set the switch to ON, the system displays the following details with a heading: “Automatically Publish Sessions”.

• Publish to Attendee Types — Planners 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 the session’s instances is scheduled.

If cleared, planners select attendee types in the selection list.

Both cases depend on instances first being scheduled. Planners schedule instances on the Add/Edit Session page or in the SCHEDULER grid view on the Sessions page.

Auto-Publish = OFF

When planners set the switch to OFF, a session must be published individually by a planner on the Add/Edit Session page.

Planners click the Publish button on the Add/Edit Session page.

Planners then select the attendee type(s) to publish to.

Planners can only publish a session once planners have scheduled at least one of the session’s instances. Planners schedule instances on the Add/Edit Session page or 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 and custom fields

Other standard fields available for addition are Industries, Job Functions, and Session Label.

Downgrade to Simple Layout

A Downgrade to Simple Layout button is available (at top right) when:

• Planners 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

Planners cannot edit this section in the layout.

• Session Name — (Required)

When a planner enters this value, it should be unique in the event.

The value may include only letters, numbers, dashes, and spaces.

Maximum length: 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.

Planners can add custom Session Types 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.

Organizational (section break)

• Track — The planner selects an Event Track from those set up on Tracks.
• Tags — The planner selects any tags set up for the current account.

An Administrator sets up tags on Account Settings > Management > Tags.

Tags are especially for use in conjunction 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.

Planners can add custom levels on the Sessions page.

A planner can also add new levels while adding or editing a session.

• Points — Points is the number of points allocated per Tag.

Points uses the Tag selected above as context.

Attendees’ interest metrics calculate using Points.

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

Points also appear in the Interest Metrics Report.

• Duration — (Required)

Duration is 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.

The system no longer displays the Add Instance button after the limit is reached.

Planners can increase the 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.

Details shown are Session Instance Code, Date & Time, Location, Capacity, and the numbers of attendees Registered and Waitlisted.

Planners click an instance to edit those details.

Planners can add speakers, for example.

• The planner can add multiple instances per session.

The system enforces the limit set by No of Instances.

• For each instance, the planner enters or selects the following details:
• 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.

Planners can set up a “virtual” location for such sessions.

Example virtual location includes “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.

Speakers are also editable in the list of assigned speakers.

Additional Details (section break)

• Abstract File — The planner can upload the abstract document.

Example abstract document includes a PDF.

• Abstract Description — The planner can add this using an HTML Editor.
• Session Presentations — The planner can upload the presentations.

Example presentation includes 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.

See Also

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