If your event has multiple speakers/sessions within it, or you want to create an agenda for your event, Accelevents has your back. 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.

Note: Chrome is the preferred browser to access the event page, virtual event hub, and studio link.

If you are looking to set up an agenda, make sure that on the Event Details page, you have selected the following:

  • Event Type: Conference

  • Event Format: Online or Hybrid

Once you've done that, you add sessions and speakers under the Agenda & Speakers tab and manage its settings.

Adding Sessions

You can add these details to your session.

  • Title

  • Session Type¬†

  • Date

  • Start and End Time

  • Stream Provider

  • Short Description

  • Full Details

  • Location

  • Capacity

  • Ticket Types

  • iFrame

  • Tags

  • Tracks

Session Type: You have 7 options to choose from that allow you to specify the kind of session you're creating (Main Stage, Regular, Networking, Workshop, Break, Expo, or Other).

  • Main Stage: This session will appear on the Stage tab in your virtual event hub. This option is best for extensive sessions like keynotes, event kick-offs, or conclusions. You can schedule only 1 main stage session at a time.

  • Regular Session: This session will appear on the Session tab in your virtual event hub. This option works best for smaller, more targeted sessions. You can schedule as many concurrent regular sessions.

  • Networking: This session will appear on the Networking tab in your virtual event hub. This session type is used for networking, cocktail hours, & other socializing options. Attendees will be randomly matched up & be able to video chat for a few minutes before being re-shuffled & matched with a new attendee.

  • Workshop: This session will appear on the Workshop tab in your virtual event hub. This session type is used for open roundtable discussions between attendees. Multiple workshop sessions can be scheduled at a time, allowing up to 25 attendees to be on camera at once.

  • Break: This session type will only appear where your agenda is shown and does not have a stream provider field. This option is best for scheduling breaks in your agenda.

  • Expo: This session type will only appear where your agenda is shown and does not have a stream provider field. This option works for scheduling dedicated time in your agenda for your attendees to visit exhibitors' booths without missing any content!

  • Other: This session type will only appear where your agenda is shown and does not have a stream provider field. You can use this for any placeholder you would like on your agenda.

Stream Provider allows you and your speakers to create a web conference and broadcast it to an unlimited number of people for virtual events. You can use the Accelevents built-in stream provider, or you can use 3rd party live stream applications like Zoom, Wistia, Youtube, or Facebook.

Note: If you're using Accelevents Studio (built-in stream provider), there is a 6-hour limit when being in the Studio. This includes the prep time before broadcasting. We suggest limiting your session duration to a maximum of 5 hours to ensure the broadcast will not get cut off.

Location allows you to add the venue if it is a Hybrid event.

Capacity allows you to set the number of people who can register and enter the session.

Ticket Types will allow you to customize which ticket tier can access the session. 

iFrame allows you to add closed captioning or interpretation in a session.

Tracks and Tags can be added to help your guests figure out where they need to be.

Tracks allow you to designate sessions specifically for different focuses at your event, like an umbrella of topics. For example, if your event has sessions for marketing, sales, and customer success professionals, you'll be able to label events so everyone knows which sessions to attend. When designing a track, it is a best practice only to have one session suggested per time slot. The goal of a track is to make it easy for your participants to identify which sessions will be of the highest value for what they're looking to learn.

Tags allow you to add specific keywords to your session that relate to particular topics or interests. This is a great way to group similar content and make it easy for guests to find the most valuable sessions for them to attend.

Agenda Settings

With Agenda Settings, you can:

  • 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)

  • Customize Speaker Email - modify content on speaker invite email.

  • Send All Speaker Invite Emails - send the invite emails to all speakers.

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