Agenda session – How to create an event schedule?


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Update the program on a regular basis

Agenda is one of the most frequently displayed screens in event applications. With the Meeting Application you will ensure that the information contained therein is always up to date – the agenda shows all changes in real time.

A properly completed agenda provides full information about events taking place within the conference and allows application users to create their own schedule by adding interesting sessions to the My Schedule tab.

WARNING!
Before completing the agenda, make sure that the correct time zone is given in the initial settings, in the Basic Info section – its correct setting guarantees the correct display of the session in the agenda.

Adding days to the agenda

To add a day to the agenda, press the “+” located at the top of the component and select the appropriate day from the calendar. Days without any sessions planned yet will not be visible in the mobile application.

Adding session in the agenda

To add a session to the agenda, press “+” in the bottom right corner, or move the cursor to any time interval and click “+ Add Session”. Before saving, fill in all fields marked with “*”.

WARNING!
Entering a session on the agenda is possible only after creating place tags (Tag Place) and path (Tag Path). You can create these tags in the TAG DATABASE component, or when creating a session by clicking the label next to the Choose Place and Choose Path checkboxes. Learn more about tags in the Meeting Application app.

Sessions on the agenda can be displayed for selected user groups. If you want to personalize the display of the schedule for the sake of the end-user group, you must first add the “User Group” tag to the component by clicking the label icon in the upper right corner of the agenda component. Session tags will be added automatically when creating the session. If you want to change a tag in a session or add a new one, you must first add it to the entire component, as described above, and then add it to the session individually.

Don’t forget to mark which participants belong to a given group, which you can do in the application panel in the Application Users tab.

Live Video Streaming

By using the Live Video Streaming capabilities provided by Meeting Application, you get the ability to record sessions, create individual rooms for each lecture, and display/distribute video recordings after the event.

To share streaming from your event in the application, use our tool by generating a link to streaming, or add a link to the streaming tool in the designated window. These links will be displayed in the application’s agenda and on a dedicated landing page under the TV icon with the “play” symbol.

Learn how to stream using our tool (link)

Adding tickets to the session

If some sessions have a limited number of seats or require payment, put this information on the agenda by adding an admission ticket.

Tickets for selected sessions, after joining the session, are saved in the application under the ticket icon visible on the top bar in the event’s side menu and in the user’s profile.

PRO TIP: For free sessions, but with a limited number of seats, add a specific pool of tickets with a price of 0, which will allow participants to “reserve” seats in the hall.

Adding speakers to the session

Complete the Speakers component (link) before adding speakers to the agenda. Then, return to the agenda and in the Speaker field select the appropriate items from the drop-down list.

Additional materials for participants

Additional materials can be added for each session on the agenda. These can be abstracts, presentations, offers in the form of added files, or links to e.g. a blog related to a given session.

The entered file should be subjected before lossless compression to reduce the file size. The preferred file format is PDF.

Language versions of the agenda

If you have selected more than one language in the settings, each session you add requires translation. To translate the selected session, when adding it, press the flag in the upper part of the window, choosing the language you want to complete.

Data import to the agenda

Data import can be performed for a single and multilingual agenda. A separate CSV file should be prepared for each language version. No additional information is required prior to import. Guidelines for importing an agenda can be found in the article: Import – a way to quickly add content.

Questions to the speakers in real-time

After creating the agenda in the Constructor module, you can go to the Application section from where you manage the event.

If you want to manage a specific session – select it and a menu with additional functions will appear – by default, it appears on the right, but if you do not see it, then look at the bottom of the screen – this is related to the individual resolution settings of the browser. If you want session participants to be able to ask questions to speakers, move the “Questions for Speaker” slider to the right. Asked questions will appear on an ongoing basis in the application and on the external page, the link to which is visible at the top of the panel. This link is individual for each session. The segregation of questions on the external site takes place in two ways – the most-liked questions (with the most likes received from participants) and the latest questions.

Feedback from the agenda session

Participants can rate selected sessions through applications. An extensive feedback collection tool allows you to gather opinions on any factor. Data obtained from the assessment can be downloaded by going to the application> agenda session> export ratings section. These data are detailed and can be used for research or creating reports.

To gather feedback, create your own questions in the agenda component. These questions will be enabled by default and identical for each session on the agenda. To disable session scoring for the entire agenda, uncheck the Feedback option at the top of the component. To disable rating options only for selected items, go to its details and select Disable Feedback here.

In the Agenda component, add Feedback questions by selecting the “Add new question” button. In the administrative panel you can create 3 types of such questions:

  • Closed – closed, multiple-choice questions. Add a question and many options to answer it. The answer options will appear as selectable buttons in the application.
  • Open – open questions allow users to enter text responses.
  • Stars – closed questions that users can answer by selecting the appropriate number of stars from 1 to 5.

Export questions and session results from the Agenda

In the agenda component, you can export session assessments, discussions and a list of session participants. The data can be downloaded as a CSV file. being either in the Constructor part or in the Application through the function Export Rating, Discussion, Attendees, marked with a cloud icon with a down arrow. Press the export button and choose what you want to download:

  • Discussion – all questions asked by users during the conference will be exported in the file. The export will contain full information: to what session, by whom and at what time the question was asked and how many people liked it.
  • Ratings – export of session feedback. The exported file contains quantitative and qualitative assessment results: stars, choice of answers to additional questions, and comments.
  • Attendees – the exported file contains a list of participants of the selected session

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Add speaker profiles that will be visible in a separate component in the application and in the event agenda.


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Data import to the event agenda!

Import the event agenda into the app in one click. If you decide to import speakers, do so in the first step to add them to the session.


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