Usage
Not sure when to create a session or a session group? This article will explain the difference between the two & also help you decide whether you need one or both of them in your next event
Platform
Cvent
Choose a Template with Sessions:
After submitting the MRF and setting up your event, be sure to select a template that includes Sessions. This is required to enable the Sessions feature in your event.
If you choose a template without Sessions, the Sessions functionality will not be available.
What is a Session?
A session is a presentation, discussion, or activity. An included session is automatically included with every registration. An optional session must be selected during registration. In addition, optional sessions can have a different capacity and fee than the event itself
Creating a Session
Access the Session Details page
1. Begin by opening your event. From the left-hand navigation, click Agenda > Session List.
Delete any placeholder sessions
Note: Before creating your own sessions, be sure to delete all placeholder sessions included in the template. Leaving these placeholder sessions in the event may cause scheduling conflicts or other issues during the event.
Enter the session details
2. Click Create Session.
Name the session. Set the date and time. To add a location, click the ellipsis. Select an existing location or click Create Location to add a new one. Enter a name and code, then click Create & Select
3. Describe the session in the provided textbox or click Writing Assistant to use AI technology for assistance with creating a description.
In the Availability section, ensure Optional is selected. To limit who can see the session, switch "Restrict session visibility" to Yes. Check the boxes next to the registration types that should be able to view this session
Optionally set a close date and capacity
4. In the Status & Capacity section, ensure Yes is selected next to "Allow registration"
The "Automatically closes on" field is optional. Before entering a date in this field, make sure you actually want to prevent members from registering for this session at the start of the specified date (i.e. 12:00 am). If left blank, the session will close with the event
Establishing a capacity is optional too, but useful to keep your headcount under control. Once an entered number is reached, no one else will be able to register for this session
Continue to the Display Options section and determine if the session and time will display for members on the Agenda page
Session Fees
5. If applicable, assign a fee to the session. If attendees must pay to access the session, you have two pricing options:
Simple Fee or Advanced Fee:
Simple Fee: Enter a fixed fee directly when creating the session by selecting the Simple Fee option, enter a name for your fee and the fee. Click Finish.
Advanced Fee: If you need to offer discounts, refunds, or more complex pricing rules, choose the option and click Next.
Add Session widget
6. From the left-hand navigation, click Registration, then Registration Process. Click Open Site Designer. From the Registration Page menu in the top-left, select the Sessions page
To the right of the canvas, click Build. Then, from the Registration Information section, drag and drop the Sessions widget onto the canvas.
Additional configuration options will appear to the right. In the Display Settings section, update the Session Header and Instructional Text, if necessary. Choose if you want to allow members to select sessions that overlap in time. In the Display Options section, determine if you want to show the code, description, location, remaining capacity, fees, or custom fields for each session. Follow these steps to add sorting and filtering options to the widget, if desired
What is a Session Group?
Session groups are a way to organize multiple optional sessions in a dropdown or radio button list. Since a member can only select one session from a session group, they can be used to prevent scheduling conflicts, limit selection, or simply shorten the registration process. Common examples include breakout sessions that occur at the same time
Creating a Session Group
Access the Create Session Group page
1. Begin by selecting your event. From the left-hand navigation, click Agenda, then Session Groups. Click Create Session Group. Optional sessions must be created before they can be associated to a session group
Enter the group details
2. Name your session group. Decide if invitees are required to choose a session. Describe the group in the provided textbox
Scroll down to the Status section. Ensure Yes is selected next to "Open for registration." Before entering anything in the "Automatically closes on" field, make sure you actually want to prevent people from registering for these sessions at the start of the specified date (i.e. 12:00 am). If left blank, the session group will close with the event
Check the box next to each session's name to include it in your session group
NOTE: A session can only appear in one session group. Greyed out sessions already belong to another session group, and cannot be associated to the current group
Choose how it will look
3. In the Display Options section, establish whether you want your sessions grouped in a dropdown or a radio button list. If you plan on having multiple session groups, they will be displayed by earliest to latest placement dates
Check the appropriate boxes to select which information you want to present for each session
NOTE: If you want to display prices for sessions within a group, you must display the sessions in a "Radio button list" and select Yes for "Price" in the Display Options section