Jump to Session Layout for
Configure the Sessions page layout
Configure the layout of the Sessions page on which you add and edit sessions.
The Sessions page is not seen by attendees or speakers.
The Sessions page is seen by planners.
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 you are guided through doing so from that page.
Choice of Session Layout
If not already done, you first choose one of the two starter options:
- Simple Sessions
- Conference Sessions
Whichever option you choose has a default layout.
The default layout can be customized.
The default layout can also be used as it comes “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 (that 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 (that is, multiple scheduled instances of any session: 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: see Setup > Custom Fields. But if you don't, you can still add them to the layout later.
- Define and arrange fields on your layout.
- Choose from the pre-defined standard fields listed below.
- Add any custom fields you have added.
You can start with the default layout for your chosen option.
You can also dive straight into configuring from scratch.
Add fields and section dividers
To add standard or custom fields, or section dividers, hover just above a section to display the Add button.
Click the Add button.
Choose what you want to add there.
Move elements
To move an element (a field or section divider), hover over it until:
- the pointer changes to a hand, and
- the element changes color
Drag the element to its new position.
Delete elements
To delete an element, hover over it until it changes color.
Click the red cross that appears.
Resize fields
To resize fields, hover over the right edge.
Drag the field edge.
> Note: Section dividers can't be resized.
Section dividers take up the full width of the form.
You can edit the name (such as “Instances”).
Overtype the name in the text box.
Session Layout for Simple Sessions
Included fields
The fields listed below are included in the default layout.
Standard fields
The standard fields are available for you to add to the layout.
Custom Fields
You can also add any 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.
- 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.
- You can add custom Session Types on Sessions > "Types".
- Session Code – (Required)
- Unique code identifying the session.
- Caution: The 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 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.
This makes sessions available for selection on forms.
Certain Mobile also uses the published sessions.
Sessions can also be assigned on:
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, or
- 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.
The planner publishes the session on the Add/Edit Session page.
The planner clicks the Publish button on that page.
The planner selects the attendee type(s) to publish to.
A planner can only publish a session once the planner has scheduled at least one of its instances.
Instances are scheduled on:
- the Add/Edit Session page, or
- the SCHEDULER grid view on the Sessions page.
Session Layout for Conference Sessions
Included layout
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 fields available for you to add are:
- Industries
- Job Functions
- Session Label
Custom Fields
You can also add any Session Custom Fields configured on Setup > Custom Fields.
Downgrade to Simple Layout
The Downgrade to Simple Layout 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
Included fields
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.
- 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.
- You can add custom Session Types on Sessions > "Types".
- A planner can also add new ones while adding or editing a session.
- Session Code – (Required)
- The planner enters a unique code identifying the session.
- Caution: The 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.
- Administrator setup is in Account Settings > Management > Tags.
- This is 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.
- You can add custom levels 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.
- The Points value uses Tags as context.
- This value is 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.
- This 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.
- Details shown: Session Instance Code, Date & Time, Location, Capacity, and the 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 planner can add multiple instances up to the limit set by No of Instances, above.
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.
- The planner can set up a "virtual " location for such sessions, such as "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 (e.g., a PDF).
- Abstract Description – The planner can add this using an HTML Editor.
- Session Presentations – The planner can upload the presentations (e.g., 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.