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Adding and assigning session labels, presenters, and locations
Adding and assigning session labels, presenters, and locations

Learn how to add session labels, presenters, and locations to sessions.

Ben Dharmanandan avatar
Written by Ben Dharmanandan
Updated over a week ago

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:

  1. Go to Setup > Program > Labels

  2. Select ‘+’ to the left of the ‘Tools’ icon

  3. Enter a name for the label

  4. Select a color for the label using the color wheel

  5. 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:

  1. Go to Setup > Program > Sessions

  2. Click the edit icon for a session or double click

  3. Click the “Labels” field

  4. Using the dropdown, select all the labels that should be assigned

  5. 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:

  1. Go to Setup > Program > Presenters

  2. Click the “+” icon in the top left corner

  3. Click “Create Presenter”

  4. Enter a “First name” and “Last name” at a minimum

  5. (Optional) Enter an email address, title, bio, job title, company and upload profile picture

  6. 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:

  1. Go to Setup > Program > Presenters

  2. Click the “+” icon in the top left corner

  3. Click “Download import template”

  4. In the sheet, enter a “First name” and “Last name” at a minimum

  5. (Optional) Enter an email address, title, bio, job title, and company

  6. Save the sheet and go to Setup > Program > Presenters

  7. Click the “+” icon in the top left corner

  8. Click “Import from file”

  9. 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:

  1. Go to Setup > Program > Presenters

  2. Click the “+” icon in the top left corner

  3. Click “Import from another event”

  4. Choose an event, and select which presenters you want to import

  5. 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:

  1. Go to Setup > Program > Sessions

  2. Click the edit icon for a session or double click

  3. Click the “Presenters” field

  4. Using the dropdown, select all the presenters that should be assigned

  5. Click “Save”

Deleting presenters

Presenters can also be deleted and consequently removed from any assigned sessions.

To delete a presenter take the following steps:

  1. Go to Setup > Program > Presenters

  2. Select a row to highlight the presenter to be deleted

  3. Click the spanner icon in the top left corner

  4. Click "Delete" to delete the presenter

  5. 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:

  1. Go to Setup > Program > Locations

  2. Click the “+” icon in the top left corner

  3. Enter a location ‘Name’

  4. 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:

  1. Go to Setup > Program > Sessions

  2. Click the edit icon for a session or double click

  3. Click the “Locations” dropdown

  4. Select the location to assign

  5. 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:

  1. Go to Setup > Program > Locations

  2. Select one or many rows to highlight the locations to be deleted

  3. Click the spanner icon in the top left corner

  4. Click "Delete" to delete the location

  5. In the warning box, select "Yes" to continue deleting and remove the locations from any assigned sessions.

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