Step 3 (Optional) - Add Sessions

Step 3 (Optional) - Add Sessions

INTRODUCTION TO SESSIONS

Add sessions if your event has sessions or schedules that occur at a specific place and time within your broader event. For example, a conference event might have a special seminar with a headline speaker that is only available to the premium ticket holders. ‘Sessions’ accommodates this requirement. If this does not apply to your event, then please skip to Step 4 – Create your tickets.

Please be mindful of the way sessions are structured in EventsPass:
  1. Session: An item that represents an activity at your event that takes place at a specific place, across one or many time slots. Each session can have multiple 'Session Durations'. One 'Session' example might include 'Book a Tesla Model Y test drive' (at an automotive exhibition).
  2. Session Duration: Represents the different time slots that a 'Session' can run. This is a subset of a 'Session'. For example '7 pm on 10th July (60 mins)' could be one 'Session Duration' for the 'Book a Tesla Model Y test drive' Session.

CREATE YOUR FIRST SESSION 

Begin by going to the ‘Step 3’ navigation bar and click on the ‘Edit’ button on the right-hand side




Once you click ‘Edit’, you will be on the ‘Manage sessions’ page. Use default labels or customize them to your event's needs, by clicking ‘Change’.



Note: The navigation bar on the top left-hand side of the page walks you through the steps necessary to complete manage sessions.  



Each step on the navigation bar has a distinct purpose:
  1. ‘Configurations’ (Optional) – Click ‘Change’ if you wish to change the terminology for sessions (e.g. re-label ‘Sessions’ as ‘Seminars’). Otherwise, leave as is and proceed to ‘Streams’ by clicking ‘Skip this step’.
  2. ‘Streams’ (Optional) – A stream is a categorization for your event sessions. For example, in a conference, you may have multiple streams or tracks of session content (e.g. ‘Platinum Delegate Stream’ vs ‘Free Attendee Stream’). Skip this step if it does not apply to your event. 
  3. ‘Locations’ (Optional) - A building or area at your event that can be located on a map - primarily Google Maps. The location must be visible in Google Maps.
  4. ‘Rooms’ (Optional) - A room can be just that - a room within a location, or even a space where a specific Session is taking place.
  5. ‘Sessions’ - A session is a single piece of content with a specific start and end time (e.g. ‘Headline speaker seminar’ or ‘Book your vehicle test drive’). Sessions can occur once or can occur over multiple dates and times during your event.


For this example, we will skip the optional items, and click directly to the ‘Sessions’ tab on the left-hand side navigation bar.




Once you have clicked on the tab, you will be on the ‘Sessions’ page. Click on the ‘Create a new Session’ button to begin




Once you have clicked on the ‘Create a new Session’ button, a pop-up ‘Manage session’ pop-up page will appear.








You will start by adding the session in the ‘Title’ field.  Complete the ‘Description’ field and then click on the ‘Select days’ field. 


Note: The ‘Select days’ field is a drop field.  When you click on the navigation arrow on the right-hand side of the field, the dates you applied to the event set-up information will appear.  You can click on one or multiple days based on when the session will be held during the event. You may only add sessions on the days your event is on.


Next, go to the ‘Session type’ field.  


The ‘Session type’ refers to what format the session will be presented in (e.g. speaker, panel, roundtable).  The field requires you to type the format type into the field box.  However, once you have typed the format into the field box, you can click on the ‘+Save’ button. This allows you to save time when you are building your next session as the ‘Panel’ text becomes a dropdown option.  





In this example, we want two additional Session Types, so we click on the ‘+Create a new session type’ and add each of those one at a time.




Once added, your Session Types will appear in the dropdown with a tick on the right-hand side.  Click the dropdown and make sure that you have only checked the session types that are appropriate for the current session that you are creating.




Next, add the ‘Duration’ field.  The ‘Duration’ field is the length of time that the session will go for, in minutes.





Note: For this example, we will not illustrate the ‘Streams’, ‘Speaker’ or ‘Rooms’ configurations.  However, if we had set them up, this is where you would click on each field and assign the category to the session.  


Next, you will go to ‘Advanced options’ fields.  If your event is using the ‘EventsPass App’ functionally then you will click to turn it on (only applicable if you have a custom EventsPass app for your event).


The ‘Session notes’ are to upload any documents the speaker wants to allow the attendee to download prior to the session.  


In this example, we are going to turn the app functionally on. Once complete click on the ‘Save’ button. 




Once saved, you will be on the ‘Sessions Dashboard’ page.  This is where you will see the sessions you have created.   




At the top of your dashboard page, you have the ‘Manage sessions types’,  ‘Create a new session+’ buttons and a ‘Search’ function.

  1. The ‘Create a new session+’ button allows you to create a session from scratch.  If so, you click on the button and simply complete the steps listed above.
  2. The ‘Search’ function allows to search by the session title and is useful if you have several sessions listed on the dashboard 
  3. ‘Manage session types’ is where you can add or delete any session types you wish to add or had already created and wish to delete (see below).




Next, you will click on the ‘Manage sessions duration’ navigation on ‘Actions’ toolbar.




Once you have clicked on the button, you will ‘Manage sessions duration’. Click on the ‘Date’ field and select the first day in the dropdown. Then click on the ‘Start time’ field and set time. Then click on ‘Duration’ to amend as needed for this session (60, in this example for a 60-minute session). 




Once saved, the ‘Session Durations’ pop-up will appear.  Click the ‘Clone’ navigation under the ‘Actions’ toolbar, to create additional session durations across different days.



Once you are done cloning, your additional ‘Session Durations’ will now be reflected in the summary view.





At this point you have now created 1x Session, that includes 3x ‘Session Durations’. Continue reading to understand how to clone a Session.

CLONING OR DUPLICATING A SESSION

NOTE: For illustrative purposes, we are going to clone the session named ‘B2C Basics’ to create a ‘B2B Basics’. Cloning sessions allows you to save time when setting up an event with many sessions.  


Click on the ‘Clone’ navigation on ‘Actions’ toolbar.




Next, you will see the ‘Clone Session’ pop-up page.



Note: When you create a Cloned Session, you will copy across the details of the Original Session.


If you would like to edit any details of your new Session or its Durations, please update the fields below.







Once completed, you will see your dashboard now reflects the additional session.  


Next, you will update the ‘Manage session durations’ under the new session added following the same steps above.




Next click on the ‘Edit’ navigation on the ‘Actions’ toolbar under your new session (B2B Basics) added. Review the details and make sure the following details are updated and accurate:

  1. The description 
  2. The duration
  3. EventsPass status
  4. Session notes 


Next click on the ‘Manage sessions times’ navigation on the ‘Actions’ toolbar. Review the details and ensure each day has the correct times.


Repeat the above process for any additional sessions.


Once you are satisfied you have created all necessary sessions (and their respective Session Duration), click the ‘Done’ button on the bottom of the ‘Manage sessions’ dashboard page.




See next: step Step 4 – Create your tickets


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