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Add and Customize Sessions in the Agenda

Enter your session information and enable the other features available for your session

Ariane Ramirez avatar
Written by Ariane Ramirez
Updated over a week ago

Important Notes:

  • Ensure to add a stream provider to your main stage and regular sessions to ensure that attendees won't see an error that say "session configuration is missing."

  • Workshops and Networking sessions do not have stream provider options, it's already built in.

Build the Event Agenda

The Agenda section under event Content is where you create sessions, add your session information, and customize the session settings. You can add the session title, date and time, assign speakers and choose how the session will be broadcasted and more. By default you'll see your added sessions in a list view (table), but you can also use the calendar view to see the sessions scheduled by day.

Session Table View

  1. Session ID - this is the auto-generated unique session identifier

  2. Title - shows the session title; the arrow lets you sort.

  3. Date & Time - shows the session's schedule; the arrow lets you sort.

  4. Session Type - shows the session type; the arrow lets you sort.

  5. Speakers - shows the speakers assigned to the session.

  6. Bookmarked - shows the number of attendees registered for the session.

  7. Registered - shows the number of attendees that saved a seat for the session.

  8. Checked In - shows the number of attendees who joined the session.

  9. Stream Provider - shows the stream provider selected for the session; the arrow lets you sort.

  10. Status - shows a session's restriction and visibility status; a green lock icon (11) indicates that the session is open to all attendees, and the green eye icon (12) 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.

  11. 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).

  12. Drag Icon - If sessions start at the same time, you can drag the sessions to change the order

  13. Checkboxes for Bulk Actions - when you hover on the left side, you'll see checkboxes, if you check the top most box, it will select all the sessions on that page. After a boxes are selected, it will also show you options to duplicate, bulk edit or delete the selected sessions.

  14. Agenda View - choose whether to see the list of sessions (table view) or view them per day through the calendar view.

  15. Settings - gives you more agenda options, such as sending speaker invites automatically, use the bookmark an save a seat options, allow attendees to join sessions late and add internal session fields.

  16. Actions - gives you the option to download or upload sessions through a CSV file. You can also update sessions in bulk through CSV upload.

  17. + Add Session - let's you add sessions to the agenda

Session Calendar View

This feature is still in BETA testing

In calendar view, the event days will be shown in separate columns and sessions will appear per day in the schedule time slot. You can choose to see a particular day instead of all event days, and you can also view sessions by locations. You have some of the options available in table view, such as search, filter, edit, duplicate and delete the session.

What's great about this view is that you can still have a list view by clicking the All Sessions option, and move sessions easily to other days and hour slots by dragging the sessions. You will also get alerts if there are session conflicts such as overlapping on main stage sessions, speaker schedule and locations.


The Session Edit Menu

The Session Edit menu lets you add your session information and adjust all the session settings. To edit a session, simply click a session or click the edit option from the 3 dot-menu in table view. When in calendar view, hover on the session and select edit from the 3 dot-menu. The Session Edit Menu will appear on the right side.

Table View

Calendar View

The Session Edit Menu has for sections:

  • Session Details

  • Broadcasting

  • Speakers

  • Registrants


Session Details

Basic Session Information

The first part in the session details tab asks for basic information about the session, such as session name, type, date & time.

  • Title - add a title to your session

  • Session Type - select what kind of session you'll be having.

  • Date and Time - select when the session will stream

  • Short Description - add a brief session description. This text will be displayed in the agenda through a browser (not in the attendee app). It has a character limit of 150, and only text is allowed.

  • Full Details - add more information about the session. You can add text, images, videos (through video URL), and downloadable content (e.g., pdf and PPT files)

  • Location - add the session's location for in-person and hybrid events. You can also add a link to the location.

  • Capacity - determines how many attendees can enter the session. If left blank, an unlimited number of attendees can enter. Note: to ensure that only pre-registered attendees get to join sessions when there's a capacity set, you also need to enable the setting to "Restrict Registrations to Session Capacity" in the settings menu.

Advanced Settings

At the bottom part of the Session Details tab, you can click to expand the Advanced Settings.

  • Allow Attendees Self Check-In- a session QR code will appear when enabled. Attendees can scan this to check in to the in-person session for an in-person or hybrid event.

  • Session Waiting Media - An image or video can replace the default countdown timer shown before a session starts. Available for virtual and hybrid events.

  • Post-Session Survey - Send a survey to attendees when the session ends. Available for virtual and hybrid events.

Manage Session Interactivity

You can use these features to interact more with your attendees.

  • Allow Attendees to Chat - only admins and speakers can type in chat messages if this is turned off. Attendees will not be able to participate in chat for that particular session. Turning this off will not remove the chat area in the event hub.

  • Enable Polls - if this is turned off, the polls feature will be hidden from the session.

  • Enable Attendee List- turn this off to hide the attendee list in the session.

  • Enable Q&A - if this is turned off, the Q&A feature will be hidden from the session.

    • Send Questions in Private Only - if this is turned on, only speakers and admins will see the question sent by the attendee.

Session Visibility

This section allows you to restrict which attendees can see or watch this session.

  • Set session as private - if a session is set to private, only those pre-registered for this session will see this session in the agenda.

  • Ticket Types - allows you to choose which ticket types can join that session. The default is that all ticket types can join the session. Unselect the ticket type if you don't want that ticket type to be able to watch that session. Click here to learn more about ticket restrictions.

  • Hide this session in the virtual event hub agenda if the attendee is not allowed to join the session - if enabled, an attendee who's already logged in cannot see the session in the agenda if their ticket type does not have access to that session.

Post-Session Call to Action

The Post-Session Call to Action feature allows you to help attendees move more easily to the next session or encourage them to visit a specific lounge or exhibitor booth after the session they are currently watching ends.


Once the broadcast ends or it reaches the session end time, whichever comes first, a pop-up will appear where they can click a button to move them from the current session to a different session, lounge, or booth. This is not available for in-person events.

Advertising

This section allows you to select exhibitors and sponsors to be added to the Session Carousel so that their carousel images will appear in the session for more exposure.

Other Session Options

  • Iframe - allows you to add closed captioning and language interpretations to a session through a 3rd party application such as Interprefy. This will appear below the session video.

  • Tags - You can add keywords related to your session's topics or interests. Attendees can filter sessions by tags.

  • Tracks - allows you to designate sessions specifically for different focuses at your event, like an umbrella of topics. Attendees can filter sessions by tracks.

  • Manage Document allows you to upload files up to 10MB and add links to access documents uploaded in the cloud that attendees can download or view.

  • View Activity - allows you to view logs of who started and stopped the broadcast on a live session.

  • Publish or Save as Draft - choose save as draft if you don't want the session to show in the agenda and publish it when you're ready to display it. A Draft will automatically be hidden. You cannot save a session to draft if there are registed attendees to the session.


The Broadcasting Tab

The Broadcasting tab in the Session Edit Menu allows you to select the stream provider while setting up your session. Select the session's stream provider, as well as other streaming configurations. The Stream Provider determines how you want to broadcast your session. With Accelevents, you have several options:

Note: If the session is already in the past, the tab name changes from "Broadcasting" to the "Recording" tab, where you can access your recordings.

Stream Providers

The next fields in the Broadcasting tab that will appear will depend on the type of stream provider you selected above. Click the arrow to see the details.

Accelevents Studio

  • Stream Provider - if you select Accelevents Studio, the studio link will appear below.

  • Studio Link - this is the link to the studio where speakers will start the broadcast.

  • Record this Session - this option appears if you choose Accelevents Studio or RTMP as the stream provider. These sessions are automatically recorded, but if you disable this, the session will not be recorded.

  • Captioning - this option appears if you choose Accelevents Studio or RTMP as the stream provider. You cannot select both default live captioning and custom subtitles. If this is enabled, it will be captured in the recording.

Accelevents RTMP

  • Streaming Key - is the key you need to add to your encoder settings to integrate it with Accelevents.

  • RTMP URL - this is the URL you need to add to your encoder settings to integrate it with Accelevents.

  • Live Streaming Page URL - this is the direct link to your session

  • Preview - allows you to preview the live broadcast even before it starts

  • Record this session - this option appears if you choose Accelevents Studio or RTMP as the stream provider. These sessions are automatically recorded, but if you disable this, the session will not be recorded.

  • Captioning - this option appears if you choose Accelevents Studio or RTMP as the stream provider. You cannot select both default live captioning and custom subtitles. If this is enabled, it will be captured in the recording.

Other Streaming Options (Wistia, YouTube, Vimeo, Vidyard, Facebook Live, Zoom)

  • Stream Identifier - provide your stream provider's link or meeting ID to integrate it with Accelevents.

  • Meeting Passcode - enter the passcode for the Zoom session

  • Hide Controls - enable to hide the play/pause buttons on the video while the video is playing

Direct Upload

  • Upload Video - upload the file by clicking Browse to select the video file from your device.

  • Preview - this only appears if the video has been uploaded already

  • Start Broadcast - click to start the broadcast.

  • Automatically Start Video When Session Begins - if disabled, you must click the Start Broadcast below to start the broadcast.

  • Enable Video Captions - this only appears when the video has been uploaded. Allows you to upload caption files for the video when enabled.


Speakers and Registrants Tab

The speakers tab will show you all the assigned speakers to the session. The Registrants tab will show you all the attendees that registered for the session. Admins can also pre-register attendees to the session when the session is set to private.


Agenda Settings and Actions

Settings Button

The Settings Button on top of the Agenda has two sub menus for General Settings and Properties.

General Settings

  • 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)

  • Allow attendees to register for sessions - this setting allows attendees to have a guaranteed seat when they save a seat for a session.

  • Hide Bookmark button from Attendees - shows or hides the option for attendees to bookmark a session.

  • Display Save a Seat button from Attendees - shows or hides the option for attendees to save a seat in a session.

    • Saving Seat Settings - this appears when the save a seat button is displayed for attendees. You can use this setting if you want attendees who have saved seats for sessions to receive a confirmation email, with the option to include a calendar file that they can easily add to their device's calendar.

Properties: Add Custom Properties to the Session Details Menu

These are internal fields you can add to the session if you have additional session information. The question and values in these fields will not show on the landing page, virtual hub or app. These fields can be used together with the Sessions and Speakers Approval Workflow.

  • Select the Properties tab from Settings and click +Create Properties

  • Add the Property Label then click Create

  • Enable the property by turning on the toggle. The field should appear in the session edit menu

Other Options for Properties

  • Edit Property - allows you to rename the property label (not available for default properties)

  • Duplicate - duplicates the property

  • Delete - deletes the property (not available for default properties)


Action Button

The actions button will allow you to import and export sessions.

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