PROGRAM planning

To schedule your program

navigate to
> "Program planning"
> "Program list view" or "Program calendar view"

and select between:

Session
With the program type "Session" you schedule different contributions on a specific topic or within a defined time frame, e.g. abstract presentations and invited talks.

Lecture
Use the "Lecture" program type to plan presentations with invited speakers, e.g. Keynotes or Panel Discussions.

Event
With the program type "Event" you can plan non-scientific events (without speakers), e.g. General assemblies, discussions, social events or breaks.

See also: Program types

Basic data

Note: The full range of functions of a program item is not available until the basic data (described below) has been saved.

• Title*
  Enter the title of your program item.
  *is mandatory
  

• Subtitle
  Add a subtitle if applicable.
  

• Shortcut*
  Enter a shortcut for the program item, e.g. Onko1 for Session 1 – Oncology. The shortcut is used to quickly identify the event in tables in the planning views, e.g:
  
  *is mandatory

• Program no.
  The program number is used to identify program items in the published program. For sessions, the program number is also used as a prefix when assigning presentation numbers, e.g:
  Set P1 as the programme number for Poster Session 1.

  During automatic numbering, the planned presentations will be given a consecutive presentation number derived from the program number, e.g:
  – P1-01
  – P1-02
  – P1-03
  – etc.

  You can also set program numbers later and automatically in the "Numbering" section.
  

• Date, start and end
  Enter the date, start time and end time of the program item.
  You can also drag and drop the dates at any time in the Graphical calender view.
  

• Category*
  Assign a category to the event.
  *is mandatory for sessions
  

• Topic
  Each event can optionally be assigned to a topic.
  

• Room
  Select the room where the event will take place.
  If the room has not yet been determined, you can add the event without a room. It will then be available in the graphical planner on the right under "Not scheduled events: (n)" and can be scheduled later using drag and drop.
  Example:

  

  Important: To appear in the program, an event must be scheduled in a room.
  
  Special cases, e.g:
  Breaks, registration, Get Together, Events on demand
  If you want to schedule an event that cannot be assigned to a room, proceed as follows:
  1. Select "Select all rooms" from the list
  2. In the next step, select "Hide rooms" to hide all rooms.
  

• Hide rooms?
  Use this function for the special cases mentioned above.
  

  Example: Coffee break
  > Add a new event
  > Under Room, select "Mark all rooms".
  > Under "Hide rooms", select Yes
  

  
  

  The coffee break is displayed in all selected rooms:
  

  

• Personal notes:
  For internal notes – will not be published.

  
  

Description

Enter a description of the event here. The description will be published in the digital program versions (smart Conference App and smart Program Web) and in the "Main program report" in Excel.

Status

• Lock or release session for others to edit
  If you are working in a team, as a user with the "Event admin'" role, you can block the event from being edited by others.

• Publish to application and meeting planner
  This option allows you to temporarily set the event to "not public" if required. You can remove this status at any time.

• Group poster session under "Sessions"
  This option is relevant if you are using smart ePoster Web.
  All poster sessions marked here will be listed under the "Sessions" menu item.

Attributes

• Oral or poster session
  When adding a session, you decide under ‘Attributes’:

  – whether you want to plan an oral session, i.e. each talk has a presentation time of e.g. 10 minutes
  – or a poster session, where the abstracts has no presentation time

  

  See also:
  > Plan oral session
  > Plan poster session
  

• Mark as a sponsored event
  If you are using the smart Conference App, you can mark events that are sponsored by companies, e.g. company symposia.
  The marked events are available in the app backend to be associated with a company.
  > Link corporate events

• Available on demand
  If you are planning a presentation on demand, select Yes here.
  Then follow the instructions above under "Basic date" > "Rooms".

Book of Abstracts and Program

In this area, you define properties for publishing the session.

• To be considered for automated numbering
  What to consider when renumbering
  It may be necessary to exclude the program items from the automatic numbering. You can specify this here.
  

• Publish in
  For program export to MS Word, you can specify whether individual program items should be published in the abstract book and/or in the program.

• Print time
  For program export to MS Word you can hide the session start and end time in the program.

Save and schedule session

After saving the session, the following options are available:

The "Scheduling" tab allows you to start scheduling the sessions.

> Plan oral session
> Plan poster session

You can use the ‘Moderation’ and ‘Chair’ tabs to plan the tasks of these people accordingly.

> Add chair / moderators

Save and plan lecture or event

Once the presentation has been saved, the following options become active, e.g.:

Under the ‘Speaker’, ‘Chair’ or ‘Moderator’ tabs, you can link the responsible persons to the event.

> Add speakers
> Add chairs or moderators