How to Set up a Schedule for a Hybrid 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 1500 characters). The session description appears in the Schedule venue on the live event side.
5. On the Select day field, select the date for the session.
6. Select a time range for the session in the Start & end time field and click OK.
   
   The event timezone is shown to registrants when they are registering for the event. 

7. Select a Session type. For hybrid events, this can be either Hybrid, Virtual, or In-person.

   1. For Hybrid sessions: Select a virtual venue, a subvenue based on the selected venue, and a Session location.
      A subvenue is an area within a venue. For example: in the Expo venue, individual booths are subvenues. The Subvenue options are listed according to the venue selection.
      

   2. For Virtual sessions: Select a virtual venue and a subvenue.

   3. For In-person sessions: Select a session location.

8. Define a Session capacity. This will limit the number of attendees for this session to the set number.

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 settings are divided into 3 categories: Session details, Check-in settings, and Engagement options.

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.
• For the mobile app, you can add a Session thumbnail (1920x1080 pixels, supports JPG and PNG files upto 4 MB).
• 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. 
  |
• Under Attendees section click Manage attendees to get started with adding attendees to the 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.
• To add event tags to the session, under Event tags click Select tags. Assign tags to this session by clicking them (highlighted with a green tick).
  
  To add a new event tag, enter the tag text in the search bar and click +Add tag.
  
  Click Save to add these tags to your session.
   

 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.