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Event Sessions

Understanding the use of Sessions on an Event

In general there are three main pieces to consider if you decide to have Sessions for your Event.
  • The Event Session - is where you will set up the specific details for the Session, including the Session Name and description. You will attach the Event Session to the Event. 
  • The Event Session Time - is a specific instance of the Session related to a specific Event. Once you attach the Event Session to the Event, you can set the specific date and time of when it will occur related to that Event. The relationship is to the Event Session and to the Event. NOTE: There is NO relationship to the Registrant.
  • The Registrant Session is the specific instance of what the registrant chooses when they register for a Session. It is related to the Event Session and to the Registrant. NOTE: It is NOT related to the Event Session Time. 
To see a diagram of these relationships, click the pdf attached to this page. 

Event Sessions indicate breakout options during a given time span within an overall Event. Registrants can choose a a specific Event Session or Sessions when they register for an Event. Event Sessions must be created in advance of the Event and have the potential to be re-used for more than one Event.

Session registration is mandatory. In order for a constituent to complete his or her registration, they must select at lease one session. If a staff member is registering a constituent through the manual registration area, the Session selection is not mandatory.

Note: If all options for a session time are at capacity, the event will be closed to online registrants and the capacity message will appear.

To create an Event Session:

1. From within Enrollment Manager, go to Outreach and click on Sessions.
2. To create a new session, click New in the top menu. 
3. Fill in the following fields: 
  • Name: (REQUIRED) The name of the session as it will appear to the registrant
  • Owner: Defaults to the User who created the session.
  • Session Type: Indicates the how the session will be categorized. 
  • Session Location: This is the friendly name for the location of the session (such as Main Hall - Room 232)
  • Session URL: Website where the registrant can be directed to find our more information about the session. The presence of this URL turns the Session Location into an active link in online materials. 
  • Session Cost: Displays information about the cost of the session. 
  • Session Capacity: (REQUIRED) Indicates the maximum number of registrants for this session.
  • Session Capacity Includes Guests: Allows the user to set if the session capacity should include guests
  • Session Capacity Message: The message that the registrant will see once the session reaches capacity. It is highly recommended that users create a session capacity message if it is likely the session(s) will fill up.
    If no Session Capacity message is entered and a session reaches capacity, the registrant will see a blank box.. 
  • Description: A description of the session as it will appear to the registrant on the registration form. 
4. Save the Session. Once a Session has been created and saved it can be added to a specific event. 

To view existing Event Sessions or modify the Sessions views: 

1. From within Enrollment Manager, go to Outreach, Event Management then click on Sessions.
2. The default view is a list of Active Event Sessions sorted by Session Name with the following fields(columns) displayed. 
  • Name
  • Session Type
  • Session Starts At
  • Session Ends At
  • Session Capacity
  • Created On
Users can sort by any of the fields presented by clicking on the column header. If desired, users can create custom Advanced Find views of Sessions. Views can be saved and users can set a new default view. 

To add an Event Session to an Event, see the page on Creating an Event
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Tina Bishop,
Aug 27, 2014, 11:49 AM
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