Creating Event Schedules & Sessions
Last updated August 14, 2024
A well-structured event schedule is essential for a successful event, providing attendees with a clear roadmap of sessions, speakers, and activities. EventRaptor makes it easy to create and manage your event schedule, ensuring a smooth flow of information and a positive attendee experience. This guide walks you through the fundamental steps of building your event schedule using the EventRaptor platform.
Building Your Event Schedule
1. **Access the Schedule Tab:** Navigate to the "Schedule" tab within your event dashboard.
2. **Create Event Tracks:** Organize your sessions by creating event tracks or categories. For example, you might have tracks for "Keynote," "Technical," "Networking," or "Workshops."
3. **Add Sessions:** Click on the "Add Session" button to start building your schedule.
4. **Define Session Details:** Enter essential session information, including:
5. **Set Session Type:** Designate the session type (e.g., Keynote, Workshop, Panel Discussion, Breakout Session).
6. **Assign to Event Tracks:** Select the appropriate event track or category for each session.
7. **Manage Speaker Profiles:** If you have speakers, create speaker profiles within EventRaptor. Include speaker bios, contact information, and links to their websites or social media profiles.
8. **Upload Presentations:** If applicable, upload speaker presentations or supporting materials to the appropriate session.
9. **Edit & Reorder Sessions:** Easily edit existing session details or reorder them within your schedule.
10. **Preview and Publish:** Before publishing, review your event schedule to ensure accuracy and clarity.
Additional Scheduling Features
- Break Times: Add dedicated break times throughout your schedule to provide attendees with opportunities for rest, networking, and refreshments.
- Pre-Event & Post-Event Activities: Organize pre-event webinars or post-event surveys or feedback forms to extend the reach and engagement of your event.
- Multiple Event Dates: If your event spans multiple days, you can create separate schedules for each day.
- Time Zone Handling: Ensure clarity for attendees by displaying session times in their local time zone, based on their individual preferences.
Best Practices for Event Schedules
- Plan for Transitions: Allow sufficient time between sessions for attendees to move between locations or virtual rooms.
- Consider Attendee Preferences: Create a schedule that caters to different learning styles, interests, and time constraints.
- Provide Clear Visuals: Present your schedule in a visually appealing and easy-to-understand format.
- Promote the Schedule: Make the schedule readily accessible to attendees, promoting it on the event website, app, and promotional materials.
By effectively managing your event schedule with EventRaptor, you can create a smooth and engaging experience for attendees, fostering a positive event atmosphere and enhancing overall event success.