The Agenda & Speakers Feature
This feature allows you to create the whole schedule for your event. Setting up an agenda for your event allows you to answer questions for your attendees, like where is the next session? Who are the keynote speakers? What sessions are the most interesting for me? Designing your event agenda helps you organize your program and allows attendees to select which sessions they want to join.
If you want to set up an agenda, please ensure you have at least one of the session types selected in Event Details for the Agenda & Speakers tab to show in your admin console.
Agenda & Speakers Section
The Agenda & Speakers section in your admin console has 4 tabs and 3 buttons on top:
Agenda Tab - allows you to add sessions and all other session details, including assigning speakers to the session
Speakers Tab - allows you to add speakers to the event. Once added to the speakers tab, you can assign them to sessions through the agenda tab.
Tags Tab - allows you to create session tags. Once they are added to the tags tab, you can start assigning tags to sessions through the agenda tab.
Tracks Tab - allows you to create session tracks. Once they are added to the tracks tab, you can start assigning tracks to sessions through the agenda tab.
Settings Button - allows you to customize the email sent to speakers, enable/disable the automatic sending, send the speaker email in bulk, and allow/prevent attendees from joining sessions if they are late.
Actions Button - allows you to import / export sessions and speakers.
Add Button - allows you to add sessions, speakers, tags, and tracks.
When you click the Add Session button, it will show the Session Edit Menu on the right side, with 4 subtabs for editing the session details and other session settings.
If you exit the Session Menu menu with only the title and date added, a confirmation pop-up message will appear, and clicking the Confirm button will save the session. You can go back later to add all the other details.
When a session is added, you'll see it listed in the Agenda tab. You can see an overview of the session and other actions you can do from the list.
Title - shows the session title; the arrow lets you sort.
Date & Time - shows the session's schedule; the arrow lets you sort.
Session Type - shows the session type; the arrow lets you sort.
Speakers - shows the speakers assigned to the session.
Bookmarked - shows the number of attendees registered for the session.
Checked In - shows the number of attendees who joined the session.
Stream Provider - shows the stream provider selected for the session; the arrow lets you sort.
Status - shows a session's restriction and visibility status; a green lock icon (10) indicates that the session is open to all attendees, and the green eye icon (11) indicates that it is visible, while a red lock icon indicates that the session is restricted to certain ticket types and a red eye icon indicates that it is hidden.
3-dot menu - allows you to hide, edit, duplicate, and delete the session, download the session's attendee log, and copy the session's deep link (direct link to the session) and promo link (link that opens a pop-up that shows the session description).
When you're in the Speakers tab and click the Add Speaker button, it will show the Speaker Bio menu on the right side. Name and email address are the required fields to add a speaker.
When a speaker is added, you'll see it listed in the Speakers tab. You can see an overview of the speaker and other actions you can do from the list.
Name - shows the speaker's full name; the arrow lets you sort.
Company - shows the speaker's company name.
Job Title - shows the speaker's job title.
Status - shows the speaker's device check status; if the laptop icon is grey, then the speaker hasn't completed the device check, and if the laptop icon is green, then the speaker has already completed the device check.
Checkbox - lets you select a speaker, and you can select the Delete button to delete the selected speaker. You can select multiple speakers.
Drag icon - lets you sort the speaker order by dragging the icon.
3-dot menu - allows you to send an email to the speaker, edit the speaker info, and delete the speaker.
A popup will appear once you click the Add Tag button, asking you to create a tag name.
When a tag is added, you'll see it listed in the Tags tab. You can see an overview of the information and actions available for tags from the list.
Name - shows the name of the tag.
Sessions - shows the number of sessions associated with the tag.
Drag icon - lets you sort the tags by dragging the icon.
Pencil icon - allows you to edit the tag's name.
Gear icon - allows you to delete a tag.
Once you click the Add Track button, a pop-up will appear where you can add the track name, background color, and description.
When a track is added, you'll see it listed in the Tracks tab. You can see an overview of the information and actions available for tags from the list.
Name - shows the name of the track.
Color - shows the color code for the track's background.
Sessions - shows the number of sessions associated with the track.
Drag icon - lets you sort the tracks by dragging the icon.
Pencil icon - allows you to edit the track's name.
Gear icon - allows you to delete a track.
The Settings Button on top of the Agenda & Speakers tab will have the following options:
Enable automatic speaker invite email - if enabled, the speakers will receive the email after adding them to a session. If turned off, the speaker will not receive the speaker invite email.
Allow attendees to join late - this setting would apply to all sessions. If you turn this off, you can set the latest time the attendee can join the session. (Not available for Starter and Scale Plans)
Restrict bookmark to session capacity - this setting makes bookmarks count toward the session capacity. Click here to learn more.
Customize Speaker Email - modify content on speaker invite email through the content editor.
Send All Speaker Invite Emails - send the invite emails to all speakers.
The actions button will allow you to import and export sessions and speakers, depending on which tab you're clicking from.