Once you have successfully created your event you can begin creating the individual sessions.

Introduction

Now that you have created your event it is time to set up the individual sessions.

Grenadine Event Manager -> Your event -> Schedule

  1. To create a session, click .

  2. To edit a session, select the session by clicking the checkbox next to its name and then click .

  3. To remove a session from your event, select the session by clicking the checkbox next to its name and then click . You can recover this item from the Trash if needed.

  4. To copy a session, select the session by clicking the checkbox next to its name and then click .

  5. To assign people to a session, select the session by clicking the checkbox next to its name and then click .

  6. To create an attendance report, select the session by clicking the checkbox next to its name and then click .

Process Overview

To create a session add the following information:

  1. Name: The title of that particular session.

  2. Description: A description of the session to give attendees and potential attendees information about the content of the session.

  3. Planning Stage: The status of this session in your internal workflow.

  4. This is a break: If this time slot is a scheduled break from event activities select this box.

  5. Format: Here you can define the type of session that will be taking place. If you have previously created an event with Grenadine you will be able to select a format in the drop-down menu. If you are new to Grenadine or using a new account you can easily create the format you would like by typing it in.

  6. Category or Theme: This optional step will allow attendees to search for sessions based on interests. For example; if a session might appeal to fans of science fiction you can specify that here by adding “science fiction” and any other relevant themes.

  7. Parent Session: A “parent” session is a session which is a higher level in the hierarchy and to which a “child” session belongs. Simply put, a child session is a small session that takes place within a larger session.

  8. Start: The date and time the session begins.

  9. End: The date and time the session will end.

  10. Duration: The length of the session in minutes.

  11. Location: The room in which this session will take place. Sessions do not require a location to be published. Sessions without locations will be shown on your event website as highlighted in the image labeled Session With No Location at the bottom of this page.

  12. Attendees must sign up to attend this session: If signup is required, select this box for more registration options for this session. See more about session registration further into this doc here.

  13. Audience (max): The maximum number of people that can attend this session. This is only relevant for sessions that require signup.

  14. Participants: The minimum and maximum number of participants that can be assigned to this session.

  15. Card Size: Choose what size the “tile” should take for this session in the published Web listings and the mobile apps for iOS and Android. A small tile displays minimal text. A medium tile displays a little more text along with a small square picture beside the text. A large tile is larger and displays a larger picture, which makes it stand out visually from other tiles. For example, you can use large tiles for a keynote or special events.

  16. Visibility: You can choose between Public (the session is visible to everyone), Private (only people assigned to the session will be able to see this session once it has been published), and Organizer (the session is not visible on the Event Website) when selecting the visibility for a session.

  17. Visible From: The date that this session will become visible.

  18. Visible Until: The date at which this session will no longer be visible.

  19. Feedback Survey: A survey for the session which will appear on the session’s detail page on the Event Website. You can use this to collect feedback about sessions from attendees.

  20. Save: Save your session without publishing the changes to the Event Website. When you are ready to publish, see the section on Publishing.

  21. Save and Publish: Save your session and publish changes for your session to the Event Website. Only this session’s changes will be published.

Registration

Session registration gives you the ability to control how attendees register for a session and the capacity of a session. If your session has no capacity or accessibility restrictions, you can skip this configuration. Grenadine offers two types of session registration: simple signup and ticketed signup.

  1. If your session requires signup, select this checkbox to see more session registration options.

  2. If your session does not require a ticket purchase to attend, select Simple signup. Simple signup restricts the number of attendees that can register for a session to the value of the Audience (max) session field. With simple signup, you can also set the number of waitlist spaces available when the session capacity is full. When the session’s Audience (max) value is met, attendees that register for this session will be put in the waitlist queue. If other signups for the session are cancelled, attendees in the waitlist queue will be automatically signed up. You can set the number of Attendees (Waiting list) under the Audience (max) field in the Capacity section:

  3. If your session will require a ticket purchase to attend, select this option. You can select which tickets in step 4.

  4. The tickets that attendees can purchase to attend this session. This field will only appear if Ticketed signup is selected.

  5. For either type of sign up, you can restrict sign ups for the session to those that hold a certain ticket type. For example: you want to restrict access to a session to only attendees that have purchased a Student ticket.

  6. For either type of sign up, you can restrict sign ups for the session to those that do not hold a certain ticket type. For example: you want to restrict access for a session to only attendees that do not have a Student ticket purchased.

Advanced Options

For more thorough session configurations, click Advanced Options to expand the window and it will appear as below:

  1. Sort Order: You can set the order you would like the session to appear in it’s time frame.
  2. Room Setup: The set up required for this session. For example, a conference room, theatre, individual booths, etc.
  3. Notes: Private internal notes for event organizers.
  4. Notes for Participants: Notes for speakers and other participants taking part in this session. These notes will appear in some reports and the session’s Green Room but will not be published to attendees.

Repeat this process as necessary until each session in your event has been created.

Remember to always save your changes!

Publishing

For the unpublished changes you have made to your sessions to appear on the Event Website, you will need to publish them. To do this click the shown below:

From here, select the blue option:

While the changes are being made the following will be shown on your screen:

Note that all unpublished changes for your event will be published using the option. If you want to publish specific sessions only, use the on the session’s edit dialog.

Published

This column will show which sessions have been published to your website.

Session with No Location