'Task
Setup the framework for the Agenda to be added.
Pre-requisites
Instructions
Within the Admin Tools Dashboard, navigate to the “Agenda” module via the charcoal navigational bar on the left-hand side. Complete the Agenda Setup in the following in order:
“Themes” > “Themes” tab > “Create Theme” (mandatory)
Default Theme: Event Name or Event Acronym
Themes (Tracks, Disciplines, Sections) are the primary categorisation of content in the evexus event website/platform. Every Event has a collection of Themes which are then assigned to Talks, Session, Exhibitors, Speakers etc.
Themes are a mandatory element of each Event and you must create at least one Theme before you can schedule the Agenda.
“Talks” > “Talk Types” tab > “Create Talk Types” (mandatory)
Default Talk Type: Plenary or Keynote
Talk Types are used to categorise and track various types of Talks at the Event. Each Talk can be assigned to one Talk Type.
Talk Types should be reflective of the various types of Talks. For example; Keynote, Plenary Talk, Concurrent Talk, Invited Talk, and Sponsored Talk, could be used to denote the three key types of Talks.
Create Talk Rating Questions (if applicable for Abstracts)
Talk Review Questions are Questions posed to Admin Users & Theme Organisers when Rating a Talk.
All Talk Questions are scaled from 0-10 (with 10 being the highest) and each question can be reordered.
When an Admin User Rates a Talk they can provide a rating from 1-10 and these Ratings are aggregated to an average rating. Notes can be captured to get additional commentary from individual reviewers.
Talk Rating Questions should be specifically target to answer precise questions. The more precise the Question, the better quality data that will be received by Raters
“Speakers” > “Speaker Types” tab > “Create Speaker Types”
Default Speaker Type: Speaker
Speaker Types are used to categorise and track various types of Speakers speaking at the Event. Each Speaker can be assigned to one Speaker Type.
The Speaker Type will appear in the individual Speaker's profile and allows Delegates to filter the Speakers page by type.
Speaker Types should be reflective of the various types of Speakers. For example; Keynote Speakers, Plenary Speakers, Invited Speakers, could be used to denote the three key types of Speakers.
“Sessions” > “Session Types” tab > “Create Session Types”
Default Session Type: Plenary or Breakout
Session Types are a way of differentiating various types of Sessions to provide additional information to Delegates and the option to filter sessions.
Each Session must have at least one defined Session Type.
Example Session Types include; Keynote Session, Plenary, Breakout, Concurrent, Workshop, Breakfast Session, Dinner, Networking Function
“Rooms” > “Rooms” tab > “Create Rooms” (mandatory if live stream)
Default Room: Plenary with 1000 pax capacity
Rooms are individual locations that are used to Schedule Sessions.
Each Room should relate directly to a space in a Venue (for Hybrid/In-Person Events), or to an individual stream of content for a Virtual Event.
Each Room is used to manage Agenda availability, and no room can have two Sessions running concurrently.
Each Room automatically creates a Live Stream for each Day it is in use.
“Rooms” > “Rooms” tab > “Create Room Groups” (if applicable)
Room Groups are a logical grouping of all Rooms, either virtual or in a Venue. These are often to denote a Level or Section within a Venue and should match your Venue(s) naming convention.
“Rehearsals” > “Rehearsal Types” tab > “Create Rehearsal Types” (if applicable)
Rehearsal Types are used to represent the different types of Rehearsals used by the Event. These types are often different between each Event and can be configured to suit your requirements.
You can add any Additional Fields if you wish to capture additional information for a particular rehearsal type. For example, you could capture information about a particular stage's layout or technical requirements.
When creating a Rehearsal Type provide the name and an informative description for people who are attending the Rehearsal.
Some common types of Rehearsals include;
Rehearsal Type | Usage |
|---|---|
Dress Rehearsal / Run Through | A complete run through from start to finish, including all technical checks |
Technical Rehearsal | A run through with technical stakeholders to confirm the requirements |
Blocking Rehearsal | A high level run through of requirements with all stakeholders |
“ Days” > “Create Day” (mandatory)
All Event 'Days' are to be added during this step.
Days are a fundamental concept in the evexus event website/platform. All Sessions, Talks, Live Streams, Meetings, and availabilities are driven by these Day records.
One record should be created for each Day that anything is scheduled, this includes social functions, pre-event days, and any ancillary events.
When creating the Event Date & Start/End Times, it is important to use the time zone that the Event will be held in.
“Themes” > “Agenda Categories” > “Create Agenda Category”
Agenda Categories are used to provide additional information to Delegates about a Talk or Session and can be used for any categorisation in addition to Themes.
Agenda Categories do not replace Themes, but can compliment to Theme selections. Themes are the primary categorisation of all items in Joyn and Agenda Categories should be treated as a secondary categorisation only.
Create Agenda Categories as an additional element for filtering.
Use Agenda Categories only when Themes are not providing sufficient filtering capabilities
Outcome
Agenda Setup is now complete and you are now able to input the Agenda.