How to Set up a Schedule for a Virtual Event in Zuddl

This article explains how you can create a session and also how you can search for one on your Zuddl dashboard.

Add a session

1. Go to Event Setup > Schedule. This takes you to a page where the entire schedule is visually represented date-wise, over a timeline.

2. Click on the Add session button to start creating a session or tap on a particular time window on the timeline to create a session for that time.
   
   

3. Enter a Session name (of up to 250 characters).
4. In the About the session text field, add a session description (of up to 2000 characters). The session description appears in the Schedule venue on the live event side.
5. On the Select day field, select the date-day for the session.
6. Select a time range in the Start & end time and click Ok.
   
   The event timezone is shown to the registrants during registrations. 

7. Select a virtual venue from the dropdown. A venue is a place in an event where sessions take place.

   If you have selected Stage as a venue, an additional field Speakers is shown.

8. Select a subvenue based on the selected venue. A subvenue is a particular area within a venue for example, within an expo venue, booths are subvenue. The Subvenue options are populated according to the venue selection.
9. Optional. If you wish to hide the segment from the event participants, select the Hide session checkbox.
10. Click on the Select Speakers link, search and select the speakers from the list. You can also add new speakers by clicking Add a speaker button. Learn how to add a speaker.
11. Click Add session.

The created session appears as a card on the calendar view on the session listing page.

Manage session

Session details

• Under Session location, select an added location from the dropdown. Learn how to add a location.
  
• Under Session capacity, enter the maximum number of attendees that can join or access the session.
• Click the Select speakers link to search for a speaker and select from the list. You can also click the Add a new speaker button to add a new speaker. To remove a speaker, simply clear the checkbox. 
  
• Under Sponsors, click the Select sponsors link to search for a sponsor and select from the list of added sponsors. You can also click the Add a new sponsor button to add a new sponsor. To remove a speaker, simply clear the checkbox. 
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• Under Attendees section, click Manage attendees, to get started with adding attendees to this session. There are two ways in which you can add attendees,
  
  
  • Click on Add attendees button to select attendees by their name, email address, Audience group, or ticket type.
    
    
  • Click Add audience groups to select an audience group from the list to which access to this session will be granted.
    The selected audience groups along with the number people are shown under the Audience groups section 
  • You can also search for an attendee using Filters based on audience groups and Ticket type.
• Under Event tags, click the Select tags link to search for a tag or add a new tag by entering the tag title in the search bar and clicking the +Add tag link
   

 Check-in settings

• Toggle on Enable session check-ins and select who can check-in
  • Only people registered for the session: This includes people who have paid, scheduled the session from the mobile app or web, or have been registered to a session by the organizer.
  • Everyone with access to this session: This includes people with access to this session granted via access control and anyone that has been registered for the session.
  • Everyone attending the event: This includes everyone attending the event
• Toggle on Enable session check-out for session attendees to check-out from the session.

Engagement details

• Poll:  You can take polls for your session attendees. You should create a poll using Create polls link under Polls.
• Chat: This enable chat option during the session
• Q&A: This allows attendees to ask questions during a session under the Q&A tab.
• Files: This allows you to add pre-loaded files for your session speaker which can be used during the session. You should add files by clicking the Add files link under Files. 
• Survey: This allows to create and publish a survey for your session attendees
  
  
  For hybrid events, if the merge engagement is toggled off, you are shown the following prompt when publishing a poll.
  
  

 Delete a session

Search for a session

1. Go to Venue Setup > Schedule.

2. On the session listing page, click on the search icon and enter the session or speaker name to search for a particular session. You can also filter the list using the Select Venue and Select Subvenue dropdown.