Managing Event Sessions

Sessions form the backbone of your event schedule. Event Vault gives you full control over session details, speaker assignments, interactive features, and schedule organization using tracks.

Accessing the Sessions Section

1. Log in to the Management Console.
2. Select your event, then choose Sessions from the navigation menu.

Adding a New Session

1. Click the CREATE SESSION button at the bottom of the Sessions page.
2. Fill in the session details:
   • Name: The title of the session (required).
   • Format: Session format — e.g., Workshop, Panel, Keynote, Presentation (optional).
   • Capacity: Maximum number of attendees. Set to 0 for unlimited.
   • Location: Where the session takes place. Linking to a map marker enables in-app navigation (optional).
   • Start Time & Date / End Time & Date: When the session begins and ends.
   • Difficulty: Intended audience level or complexity (optional).
   • Handout Link: A URL to downloadable materials for this session (optional).
   • Track: Assign the session to a track or category (e.g., “Marketing”, “Technical”). Tracks help attendees filter the schedule and find relevant sessions.
   • Speakers: Assign one or more speakers from your speaker list. Assigned speakers can moderate Q&A for the session.
   • Live Q&A / Managed Q&A: Enable interactive Q&A so attendees can submit questions during the session.
   • Polls: Enable live voting polls for attendee engagement.
   • Pre-Registration: Require attendees to register for this session in advance. Uses ticket capacity when set.
   • Schedule Blocking: Prevent attendees from booking conflicting sessions scheduled at the same time.
   • Dynamic Content: Add rich descriptions, custom content blocks, and sponsor integration for the session detail screen.
3. Click Save to add the session to your schedule.

Editing or Removing Sessions

• To edit a session, click the Edit icon next to the session name, update the details, and save.
• To remove a session, click the Delete icon next to the session name.
• Use the Copy icon to duplicate a session with pre-filled details — useful for recurring formats.

Managing Tracks

Tracks let you group sessions by topic, audience, or format, making it easier for attendees to filter the schedule and find relevant content.

1. In the Sessions section, click the Tracks button.
2. Click CREATE TRACK to add a new track.
3. Enter a name for the track (e.g., “Main Stage”, “Workshop Room”, “Technical”).
4. Sessions assigned to a track appear under that grouping in the app’s schedule view.

Live Q&A

Event Vault allows you to enable a Live Q&A feature for any session, giving attendees the opportunity to ask questions in real time.

• Enable Live Q&A or Managed Q&A when creating or editing a session.
• Attendees and staff can submit questions via the companion app.
• Questions must be approved by staff or assigned speakers before becoming visible to all attendees.
• Questions can have the following statuses:
  • Pending: Only visible to the submitter, staff, and authorized speakers.
  • Approved: Visible to all attendees and can be upvoted.
  • Rejected: Only visible to the submitter, staff, and authorized speakers (highlighted in red).
  • Answered: Visible to all attendees, highlighted in green, with the answer shown below the question.

Live Polls

Enable live polls for sessions to gather instant feedback or run audience votes.

• Enable the Polls feature when creating or editing a session.
• Staff can set up and launch poll questions from within the companion app.
• Attendees access the poll screen in the app and vote on available polls.
• Use the Poll Whitelist feature to restrict voting to specific users by uploading a CSV of allowed email addresses.

Importing Sessions in Bulk

You can quickly add or update multiple sessions at once by importing a CSV file. This is the recommended method for large events or when migrating data from another system.

1. Prepare your session data in a CSV file using the Sample CSV as a template.
2. Ensure your CSV file is formatted exactly as shown, with the first row containing the headers in the correct order. Data rows can be empty except for required fields.
3. In the Sessions section of the Management Console, click the IMPORT SESSIONS button.
4. Choose your CSV file and click Upload to import your sessions.

Session Data Format