Events & Webinars
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Events & Webinars

🎤 An overview of Events

Events allow you to easily create, customize and deliver virtual experiences that will make you and your brand stand out.

Here is what you need to know about Events:

📄 Landing pages

You can create and customize your event’s landing page with images, Social Media links, Speaker info, and the agenda. 

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💡Custom branding

You can customize the online experience with your organization’s logo. The landing page will showcase it.

🗣️ Speakers

  • You can attach their photos, a description, and social media links.
  • You can invite Sessions users or non-users as Speakers. They will not require an account to guest-appear at your event.

📑 Agenda

Make it easy for those attending to know when and what topics will be discussed by publicly displaying the agenda on the landing page. 

Once the Host adds Speakers and publishes the Event, the Speakers will receive an email with details and an access link to the gathering.

If you have a Sessions account, you can find a list of events (yours or those you’ve been invited to collaborate with) by accessing Sessions’ Home → Events (left sidebar).

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All attendees will enter the event with mics and cameras off. Unless the Host or Co-host changes the default setting or asks individual attendees to switch their camera/mic on from the ‘Participants modal’, they will not be able to do this.

📈 Event Analytics

When setting up your event, you can set up UTM codes to help you track where the traffic for your landing page comes from.

To do this, follow these steps:

  1. Go to Home → Events.
  2. Click on the event you want to set up UTM codes.
  3. Click on Sharing and Tracking.
  4. Click on Create UTM code.
  5. Set up your tracking code details: source, campaign, medium, and content.
  6. Copy the URL with the UTM code.
  7. Confirm.
  8. Now paste the URL with the UTM code wherever you need it.
  9. Create as many UTM codes as you need.

You can monitor and track attendee registration using UTM codes by accessing “Sharing and Tracking” from your event’s setup page. This is also the place to access if you want to copy, edit or delete your UTM codes.

After the webinar or workshop ends, you’ll be able to access and download from this event’s Memory the participants’ list, which includes names, roles, registration form answers and attendance status from Memory.

Memory will display the following event analytics:

  • the number of participants who registered and completed the registration form
  • the number of participants who attended
  • the number of chat messages, questions, and polls

📢 Events from the Host's Perspective

🏗️ How to create an event from scratch

  1. From Home’s sidebar, click on Events.
  2. Click on New event.
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  1. Choose a name, date, and duration for your event.
  2. Invite Workspace members to this event. They will automatically be promoted to Co-hosts.
  3. After you have configured these details, click on Create event.
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You’ll be redirected to the event’s setup page where you can:

  • Edit and/or Copy the event’s URL (as long as the event is not published, you can edit it). 
  • Add a description of the event that will be visible to all attendees on the landing page. 
  • Change the event’s date, time or time zone. 
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🗣️ How to invite Speakers to your event

  1. From the Event’s sidebar (left), click on Speakers.
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  1. If the Speaker is a Workspace member or one of your contacts, search them by name or email address in the input box. Click on them when their name appears as a suggestion.  
  2. If the person is not a Sessions user, click on +New speaker. You’ll be prompted to add their information (name, email address, company, LinkedIn URL, photo, speaker bio).
  3. When you’ve finished, click on Save speaker. Continue adding all the speakers attending your event. They’ll appear listed under Speakers. 

❌ Edit or remove a speaker

If you want to edit a speaker’s info or remove them from the list, follow these steps:

  1. Click on that speaker’s More options (⋮). 
  2. Choose between Edit speaker details or Remove speaker, according to your needs.

If you want to delete more than one speaker at a time:

  1. Check the boxes next to their names. 
  2. Click on Remove speakers.
  3. Confirm.
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Once the event is published, the Speakers invited will receive an email with the access link and other necessary information. Speakers have to enter the event by accessing the link provided in this email. This will help the platform recognize them as Speakers and give them special permissions.

Speaker profiles you’ve previously configured are saved. You can always find and reuse a speaker’s profile in other events, without configuring them each time.

📑 How to add an agenda to your event

  1. From the Event’s sidebar (left), click on Agenda.
  2. Click on Select agenda. A drop-down menu will appear, allowing you to:
  3. Choose between your agenda templates (My agendas) or agendas shared within the Workspace (<<Your Workspace name>> agendas). Create a different agenda. For that, click on New agenda. You’ll be redirected to Agendas in a new tab. When you’re done designing the agenda, you can revert to the live meeting.

👉 More instructions for creating

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⚙️ Advanced settings

This is where you can configure all the settings for your event.

Sessions has two predefined sets of recommended settings ideal for managing participants during webinars and workshops. These settings can always be customized to suit your needs as much as possible.

The settings are grouped into settings that are relevant before, during or after the event.

For example, you can choose to lock the session, request guests to provide their email addresses before joining, decide if participants can view the agenda, send reactions or turn their camera/mic on, etc.

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This is where you set up your email reminders: Choose when to remind participants about this session: one hour, one day, or three days in advance.

✍️ Registration forms

As the Event organizer, you can add a registration form. This requires your participants to complete a short form before receiving the link to join your event. It allows you to ask attendees for their names, email addresses, or other relevant details (location, social media links, etc.).

The registration form is by default enabled for events, but as Host or Co-host, you can fully customize it to include all the requirements you may have.

👉 How to create a registration form:

  1. Go to Home → Events.
  2. Find the event to which you want to add a registration form.
  3. Click on it.
  4. Click on Registration (left).
  5. Enable the Registration form by switching the toggle on (if it’s disabled).
  6. Give the form a name and description (optional).
  7. Scroll down to Form fields.
  8. First name, last name, and email are mandatory fields.

If you want to customize the registration form with your own fields, follow these steps:

  1. After configuring the previous steps of the registration form, click Add field.
  2. Choose one of the suggested fields or create a new one by clicking on Custom field.
  3. Configure if the answer field should be text, link, date, etc. from Question type.
  4. Type in your question under Field label.
  5. Click on Create field.
  6. Select it from the list to include it in the registration form.
  7. Check the required box if you want this field to be mandatory for the participants to fill out.
  8. Add as many fields as you want.

If you want to see how the registration form will look for your participants, click on Preview form.

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Event Moderators (Hosts and Co-hosts) and Speakers aren’t required to fill out the registration form.
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People who want to join the event while this is live but haven’t registered beforehand will still be asked to fill out the registration form before joining.

📄 Landing pages

📝 How to customize your landing page

  1. From the Event’s sidebar (left), click on Landing page.
  2. Choose your logo and banner image by clicking on the designated boxes. Add your Social Media accounts.
  3. All changes are automatically saved. 

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👀 Preview the Landing page

At any point in the designing phase of your event, you can sneak a peak at how your Landing page will look for the attendees. For that, click on Preview event at the top of your page.

😃 Participants

If you want to see the complete list of the people who’ve registered for the event, including the host, co-host and speakers, go to Participants (Home → Events → choose the event and click on it → Participants).

You’ll find here the list of participants that you can export as a CSV file. It will contain all the details submitted by attendees in the registration phase, after the event is published.

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✅ Publish event

When you’re confident your event is ready, click on Publish event (top right corner). If the operation is successful, a pop-up banner will inform you that your event has been published.

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Note 1:

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The Host and Assistants of an event can simultaneously edit an event as long as this is a draft. There are no restrictions in the phase.

Note 2:

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Once an event is published, the Host and Assistants can edit the event one at a time. While one person makes changes, the others will be notified that the event is being edited and by whom. 
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If the person editing did not save the changes made and wants to close the window/tab, they will be asked to confirm. Changes will not be saved. 
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If the person editing didn’t save the changes and is idle for more than 10 min, the changes are not saved. The event unlocks and another person can make changes. 
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When the first person finishes editing, another can start editing the event. This system is in place to avoid mistakes or chaos when editing an already-published event.

⚙️ Edit event

You can edit draft or published events. Once these are live or have already ended, they cannot be edited anymore.

To edit a published event, follow these steps:

  1. Sessions Home (left sidebar) → Events.
  2. Find the event you want to edit. Double-click on it.
  3. You’ll be redirected to the Setup page.
  4. Make the necessary changes.
  5. Click on Save changes.

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The Host and Assistants of an event can simultaneously edit an event as long as this is a draft. There are no restrictions in the phase.
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If the person editing did not save the changes made and wants to close the window/tab, they will be asked to confirm. Changes will not be saved. 
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When the first person finishes editing, another can start editing the event. This system is in place to avoid mistakes or chaos when editing an already-published event.
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Once an event is published, the Host and Assistants can edit the event one at a time. While one person makes changes, the others will be notified that the event is being edited and by whom. 
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If the person editing did not save the changes and is idle for more than 10 minutes, the changes are not saved. The event unlocks and other people can make changes. 

⚙️ To edit a draft event, follow these steps:

  1. Sessions Home → left sidebar → Events.
  2. Find the event you want to edit. Click on it. 
  3. You’ll be redirected to the Setup page.
  4. Make the necessary changes.
  5. Changes are automatically saved.

🤩 How to start a published event

Only Hosts and Co-hosts can start it. To do that, follow these steps:

  1. Find the event in Home. 
  2. Click on Go to event. You’ll be redirected to the Landing page. 
  3. Click on Start event.

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Note 1: You can start an event one hour in advance.
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Note 2: If you want to understand how a participant experiences the event, click here.

❌ Delete event

If the event you want to delete has been published, speakers and other people who’ve been invited will receive an email notification informing them that the event has been canceled.

  1. From Home’s sidebar, access Events.
  2. Find the event you want to delete. 
  3. Click on More actions (⋮).
  4. Click on Delete event.
  5. Confirm you want to delete the event.

🎤 Dry runs (Backstage)

You, as the Host, assistants and speakers, can now meet for a dry run one hour before the webinar, workshop, or event starts. You can edit the agenda, tools and files embedded during the dry run. Attendees will not be able to join it.

To start the dry run, follow these steps:

  1. Go to Home → Events.
  2. Find the event you’re looking for. Click on it.
  3. Click on More actions (⋮).
  4. Click on Join backstage.

Here is what you should know about running a dry run:

  • Your event needs to be published before you can start the dry run.
  • It can be started from the app (see above) or from the event’s landing page by the Host or the Co-host.
  • Chat conversations, polls created, questions submitted, transcript and takeaways from the dry run will be visible to the participants when the main event starts.

📢 Events from the participant’s perspective

After you’ve shared your event’s URL, participants can access the event’s landing page.

On the landing page, attendees see the event’s details: time, duration, and a countdown clock for when the event starts.

The top right corner of the landing page displays the following:

  1. Speakers
  2. The event’s agenda
  3. The possibility of adding the event to the calendar 
  4. Login/Logout
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📅 Add to Calendar

All those interested in joining the event can add it to their calendar. This way, they’ll get a reminder before the event starts, ensuring they will not miss it. To do this, attendees have to:

  1. Access the landing page. 
  2. Click on Add to Calendar (top right corner).
  3. Choose a provider from the lists: Apple calendar, Google, Outlook, Outlook.com, Outlook Office, Yahoo. 
  4. They’ll be redirected to their chosen calendar.

🗣️ Speakers

The landing page displays a list of the event’s speakers. As configured by the Host, attendees will see here the following information about a speaker:

  • Picture 
  • Name, company and job title
  • Link to their LinkedIn profile 
  • Speaker’s bio

Depending on how much information the Host added about the speakers (complete or partial info), the speakers will be displayed as follows:

  1. Speaker carousel (complete info). If the speakers have all their info filled in (name, email address, company, job title, Linkedin URL, photo and bio), the Speakers section will display them as a carousel. This requires two or more speakers.
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Speakers that have a complete profile will display a green checkmark to their status in the Speakers list.
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For the carousel, all speakers need to have their profile complete and the green checkmark displayed.

2. Speaker's name and image (partial info). If two or more speakers have names + images attached, then the Speakers section will show their images as a list. Additional info like company, job title and/or LinkedIn link will be displayed for those who have these details configured. 

3. Speakers name (basic info): The speakers’ names will be displayed as a list. Additional info like the company they work, job title and/or LinkedIn link will be displayed for those who have these details filled out.

📝 Agenda

Attendees see here the 

, which is a detailed list of what will happen during the event.

🎙️ Event Speakers

An event can have one or more Speakers.

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The Host can select an unlimited number of Speakers to be part of the event. These speakers can be:

  • Speakers without a Sessions account (Guest Speakers)
  • Speakers with a Sessions account
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➖ Guest Speakers without a Sessions account

If you’ve been invited to speak at an event but you don’t have a Sessions account, this is what you should know:

  1. 1. You’ll be assigned as a Speaker to one or more agenda items.
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- An agenda provides an outline for a session: it lists all the main topics, loads relevant files at the right moment, and links specific speakers to specific topics. You will see it on the left side of your screen.  - When the time comes for you to speak, the platform will put you in the Spotlight (which means you'll take center stage, and everyone will be able to see and hear you). - Whilst you’re a speaker, you’ll be able to control the presentation or any other 
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Tools, Files & Integrations
 you'll be using. For example, you can change the slides of your presentation or start and pause a video.  - Once the event moves on to a different agenda item in which you’re not a Speaker, you are welcome to leave the event or stay on as a normal attendee.

2. You’ll receive an email once the event is public. Make sure you enter the event with the link sent in that email, since it allows the platform to identify you as a speaker, giving you more rights than a regular audience member.

3. Before the event goes live, you'll be able to view its landing page, which contains the event's details, list of speakers, agenda, etc.

4. While live, you’ll automatically be placed in the Spotlight. In other words, you’ll take center stage, and everyone will be able to see and hear you.

➕ Speakers registered to Sessions

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If you have a Sessions account and you’ve been invited to speak at an event in Sessions, here’s what you need to know:
  1. You’ll receive a notification email for the event with the access link. 
  2. You’ll also see the event listed on Sessions Home.
  3. If you’re assigned as Speaker for one or more agenda items, for those agenda items only, you’ll have the right to:
  • Manage the audience (mute participants/ask to unmute, turn their camera off/ask to turn the camera on, etc.)
  • Control the 
    🛠️
    Tools, Files & Integrations
     placed in the agenda item you’re nominated as a speaker (E.g. changing slides, play/pause a video, put up questions on the screen, etc.)

4. You’ll automatically be placed in the Spotlight. In other words, you’ll take center stage, and everyone will be able to see and hear you.

👉 Here is our ultimate guide to webinars which covers everything you need to know about this topic.

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