This article...
- Details the aspects of event sessions that make them very customizable and complex.
- Provides informative notes about Event Sessions and Session Categories.
- Describes how to add a session to an event via the Manage Events page.
- Includes detailed descriptions of all the settings on the Add Session dialog.
- Explains the "Allowed Security Groups" setting with information on registering other users and deletion scenarios.
Event Sessions in your community
Sessions are the various activities (lectures, workshops, meals) that comprise a Full Registration event. Sessions can be complex because they can be any combination of the following.
- optional or required (e.g., there's an activity that you want all attendees to join).
- available free of charge or require a fee for attendance.
- an event activity (e.g., the event-opening keynote speech) or an "extracurricular" activity (e.g., a meal, a cocktail hour).
- available to all attendees or restricted by Security Group membership.
- completely independent or guided by Registration Rules.
Event Sessions notes
Below are a few things that you should note about event sessions.
Event Sessions
The most important thing to note is that you do not create a session distinct of an event and have it stored somewhere, "waiting" to be added to an event.
- Sessions are, essentially, "created" when they are added to an event. You cannot create a session in advance of an event and then add it to the event.
- Sessions are added to an event after the event has been created; you must edit an event to add sessions to it.
- A session that is added to an event cannot be "saved off" and added to a different event. Each session is unique to the event to which it was added. When the event ends, the session no longer exists.
- Sessions are available for Full Registration events only.
- Sessions display for selection during the registration process.
- Not all sessions will necessarily display to all registrants. Each session's unique configuration determines whether, and to which registrants, it displays.
Session Categories
Session Categories are groupings of the various activities that are associated with your event.
- When you create a session, you have to assign it to an existing Session Category.
- Session Categories must be created in advance of adding the session to an event; you cannot create a Session Category while you are creating a session.
- Session Categories are created and managed (by Super Admins only) on the Events > Option Categories page in the Admin interface.
- Community Admins should contact a Super Admin for assistance with Session Categories.
To learn about Session Categories, see Manage Event Registration Options.
Add a session to an event
This section describes how to access and edit an event in order to add one or more sessions to it.
- If you're new to this process, consider reviewing the Event Sessions notes section above in order to better ensure that this process proceeds smoothly.
To add a session to an event:
- Navigate to the Manage Events page of your community site and locate the event to which you want to add a session.
- Click the down arrow icon for the event and from the Actions dropdown, choose Sessions.
- On the Event Sessions dialog, click Add.
- If any sessions have already been added to the event, they are listed on this dialog and can be edited.
- On the Add Session dialog, complete the required fields and any optional fields you want for the session. All of the fields are described in the following table.
| Setting | Description |
|---|---|
| Title | Specify an appropriate name for the session. This field is required. |
| Track | Click the dropdown and select a Session Category to associate the session to. This field is required. |
| Session Code | Specify a (max. 15-character) unique code as an "identifier" for this session. The field accepts letters, numerals, and special characters. This code displays: - to registrants on the Sessions tab during the registration process, and - to Admins in the Session Code column of the Sessions tab on the Events > Reports page. |
| Allowed Security Groups | Accept the default of no Security Group restrictions (this session is visible and available to all registrants) or click the dropdown to select one or more Security Groups. This setting is described in detail below in Restrict sessions by Security Group. |
| Maximum Number of Registrants | Accept the default of an unlimited number of registrations for this session or specify a maximum number of registrations. |
| Status | Click the dropdown and select whether to: display the session information and accept registrations; only show information about the session; or hide the session from the registration process. |
| Location | Specify where the session is taking place (e.g., Room 102, Conference Room 2). |
| Session Description | Provide as much information as possible (e.g., purpose, pre-requisites, topics) about the session for registrants. |
| DATE & TIME section (required) | Click the calendar icon to set the date of the session, and click the clock icons to set the session's Start and End times. Click the dropdown to select the time zone in which the session will take place. |
| Session Presenters | Add one or more people and specify their role (e.g., Speaker, Moderator) for this session. - You can assign only one role to each person. - You can assign the same role to multiple presenters. To add people and assign roles: 1. Start typing a name in the field; select the person's name when it displays in the list. 2. Click Add. 3. Click the first dropdown choose the Presenter Role. 4. Accept the default (Not Confirmed) in the second dropdown or click it to set the presenter as Confirmed. 5. Click Save. NOTE: Presenter Roles are managed on the Events > Presenter Roles page. Learn about Presenter Roles. |
| REGISTRATION RULES section | In this section: These rules become available after at least one Registration Choice has been created for an event. |
| Automatic | Registrants who registers for this session are also automatically registered for the following sessions. |
| Exclusive | Registrants will not be able to register for this session if they have registered for any of the following sessions. |
| Requires | Registrants who registers for this session will be required to register for at least one of the following sessions. |
- At the bottom of the dialog, click Save to add your session.
- On the Event Sessions dialog:
- Confirm that your new session displays, and verify the date, time, and name.
- Click an Edit button to make changes to that session.
- Click a down arrow icon and click Delete to remove that session from this event.
Repeat this process to create additional sessions for your event.
Restrict sessions by Security Group
The Allowed Security Groups setting lets you limit the visibility of a session to members of one or more select Security Groups.
- If you do not make a selection, this session is visible and available to all event registrants, and they can register for the session.
Security Group notes
If you select one or more Security Groups, then, during the registration process:
- the session displays to registrants who are members of those Security Groups only.
- the session does not display to registrants who do not belong to at least one selected Security Group.
Register other users
If a member of a selected Security Group is registering one or more other users (who do not belong to a selected Security Group), the session will display but with a message indicating that the unauthorized users will not be added to the session.
Itinerary
Members of the selected Security Groups can self-manage their attendance to these sessions on the Itinerary page.
Deletions
If a member of a selected Security Group registers for one of these sessions and that member is then removed from the Security Group, that user is not automatically removed from the session.
If a Security Group was assigned to a session and that Security Group is then deleted, and:
- other Security Groups were also assigned to the session, the limited-visibility remains intact for members of the remaining Security Groups; BUT...
- if no other Security Groups were assigned, then the limited-visibility of the session is removed and it displays to and is available to all registrants.
Related articles
- Learn how to create a Full Registration event to which you can add one or more sessions.
- Learn how to create and manage Event Presenter Roles.
- Learn about the different Event Registration Options.
- Learn about the Sessions report in Events Reports.