Plan event

Use the program type ‘Event’ to schedule non-scientific events.

You can schedule events at two different levels:

an event that takes place at the main program level
an event that is planned within a session

1. Plan event at the main program level

Open the ‘Programme List’ or ‘Program calendar view’ view
Select the ‘Event’ button

Create and save the event title and other basic data for the event

The room has not yet been decided

If you do not yet know which room the event should take place in, you can create the event without a room assignment. In the Program calender view , you will find events without room assignment under ‘Not planned (n)’.
To schedule these, insert them into the schedule using drag and drop.

Scheduling events across multiple rooms

Coffee breaks, registration counter, the opening or else are events that are often scheduled across multiple rooms or without a room reference. Proceed as follows:

Example: Scheduling a lunch break

Create an event with the title ‘Lunch break’
Under ‘Room’, select ‘Select all rooms’
Under ‘Hide rooms’, select ‘Yes’

The break is scheduled for all selected rooms:

Planning an event within a session

Open session
Open the ‘Schedule session’ tab
Select the ‘Event’ button

Create and save the event title. Other basic data will be taken from the session.

Unplanned lectures | Events:

When you save the event, it will automatically be added to the session schedule as the next or last item on the schedule. The duration will be taken from the preset presentation duration in the settings.
If the possible time that can still be scheduled in the session is less than the default presentation duration in the settings, the event will be added to Unplanned talks | Events.
To schedule it later, simply drag and drop it into the session schedule.

The presentation duration is based on the duration in minutes specified in the session under the selected item:

Linking contributors

After saving the event, all tabs for inserting moderators, for example, are active.

You can insert persons directly or at a later point in time, after the moderator, for example, has confirmed their participation.

> Add chairs / moderators

Examples: Event formats

Event formats that are often planned to take place at the same time as meetings or across all meeting rooms, e.g.:

Opening
breaks or registration
general meeting
framework programme

Events that are often planned within meetings, e.g.:

discussion