Sessions added to your Eventsforce program can have session labels, presenters, and locations assigned to them. This information can then be viewed by attendees on your public agenda or when booking sessions during registration.
Note: Eventsforce recommends adding labels, presenters, and locations before adding or importing sessions so these items can be assigned once sessions are created.
This article will cover the following:
Session labels
Session labels can be created and assigned to each session, allowing attendees to filter sessions on the agenda by label. This can help attendees identify sessions they are interested in.
When creating labels, you will need to set a name and color for each label. Once created, the labels will then have to be assigned to sessions, either individually or in bulk. More than one label can be assigned to a session.
Creating session labels
Session labels are unique to each event in your account. You can create session labels by following the steps below:
Go to Setup > Program > Labels
Select ‘+’ to the left of the ‘Tools’ icon
Enter a name for the label
Select a color for the label using the color wheel
Click “Add”
Note: For a more accurate color, you can enter a hexadecimal color code into the ‘Code:’ field.
Assigning labels to sessions
Depending on how the sessions will need to be categorized, sessions can have one label or multiple labels. Once the labels are created, you can begin assigning labels to sessions by doing the following:
Go to Setup > Program > Sessions
Click the edit icon for a session or double click
Click the “Labels” field
Using the dropdown, select all the labels that should be assigned
Click “Save”
Note: Labels can be assigned and changed for sessions in bulk by using the spanner icon on the sessions list.
Session presenters
Presenters can be added and assigned to sessions in Eventsforce to then be displayed on the public agenda from the website or during session booking on the website. Presenters are unique to the event.
Creating presenters individually
To create a presenter individually, take the following steps:
Go to Setup > Program > Presenters
Click the “+” icon in the top left corner
Click “Create Presenter”
Enter a “First name” and “Last name” at a minimum
(Optional) Enter an email address, title, bio, job title, company and upload profile picture
Click “Save”
Note: If using the VCD for virtual content delivery or mobile app, an email address is required in order for the presenter to be added to the VCD/app.
Importing presenters in bulk
To import presenters in bulk, take the following steps:
Go to Setup > Program > Presenters
Click the “+” icon in the top left corner
Click “Download import template”
In the sheet, enter a “First name” and “Last name” at a minimum
(Optional) Enter an email address, title, bio, job title, and company
Save the sheet and go to Setup > Program > Presenters
Click the “+” icon in the top left corner
Click “Import from file”
Choose the file to import and view the results
Note: The maximum number of presenters is 500
Importing presenters from another event
To import presenters from another event, take the following steps:
Go to Setup > Program > Presenters
Click the “+” icon in the top left corner
Click “Import from another event”
Choose an event, and select which presenters you want to import
Click “Import”
Assigning presenters to sessions
Once presenters have been created, the presenters can be assigned to sessions on the program. A session can contain one or more presenters. Presenter information is visible against that session when viewing the public agenda as well as to attendees during session booking in registration. To assign presenters to sessions:
Go to Setup > Program > Sessions
Click the edit icon for a session or double click
Click the “Presenters” field
Using the dropdown, select all the presenters that should be assigned
Click “Save”
Deleting presenters
Presenters can also be deleted and consequently removed from any assigned sessions.
To delete a presenter take the following steps:
Go to Setup > Program > Presenters
Select a row to highlight the presenter to be deleted
Click the spanner icon in the top left corner
Click "Delete" to delete the presenter
In the warning box, select "Yes" to continue deleting and remove the presenter from any assigned sessions.
Note: Presenters are not able to be deleted in bulk.
Emailing presenters
Once presenters have been created, custom emails can be sent to presenters from the presenters page. An email template is required to be created before sending emails to presenters.
For more information on how to email presenters please see our support article: "Sending a custom email to presenters."
Session locations
Locations can be added and assigned to sessions in Eventsforce to then be displayed on the public agenda from the website or during session booking on the website. Locations are unique to the event.
To add locations take the following steps:
Go to Setup > Program > Locations
Click the “+” icon in the top left corner
Enter a location ‘Name’
Click “Save”
Note: Days, Active duration and Session count columns will be populated once locations have been assigned to sessions
Assigning locations to sessions
Once locations have been created, the locations can be assigned to sessions on the program. A session can have one location only. To assign locations to sessions:
Go to Setup > Program > Sessions
Click the edit icon for a session or double click
Click the “Locations” dropdown
Select the location to assign
Click “Save”
Deleting locations
Locations can be deleted in bulk and consequently removed from any assigned sessions.
To delete a location take the following steps:
Go to Setup > Program > Locations
Select one or many rows to highlight the locations to be deleted
Click the spanner icon in the top left corner
Click "Delete" to delete the location
In the warning box, select "Yes" to continue deleting and remove the locations from any assigned sessions.