Creating and Using Sessions

During event preparation, you need to establish sessions within events, allowing attendees to choose which presentations to attend. It is not mandatory to create sessions for an event with only one presentation, but creating sessions allows an attendee to synchronize to their personal calendar. Additionally, you can associate a speaker with one or more sessions, but not with events. You can also record feedback received on a session using the session’s Feedback Form, as described in the next section of this topic.

Adding a Session to an Event

After you create an event plan, your Siebel application generates the events. You can add one or more sessions to an event.

To add a session to an event

1. Navigate to the Site Map > Events > Event Plans view.

2. In the Event Plans list, select and drill down on the event to which you want to add a session.

3. Click the Schedule view tab, and then click Events.

4. In the Events list, select and drill down on the Event Name.

5. Click the Schedule view tab and then click Sessions.

6. In the Sessions list, create a new record.

   The session record inherits the start date and end date from the event. Modify the Start and End fields as necessary.

   Note: A session’s start and end times cannot be outside the range of its Event Plans start and end times.

7. Drill down on the Session Name.

8. In the Session form, complete the necessary fields.

9. To associate a venue with the session, click the select button in the Venue field.

10. To associate a room with the session, click the select button in the Room field.

    Note: Repeat this procedure for each additional session you want to add to the event.

    The following table describes some of the fields in the session form.

    Field	Comments
    Session Fee	Any fee specific to the individual session, in addition to the event Registration Fee. This field may not be displayed in the Sessions list by default, but can be made visible by using the Columns Displayed command.
    Comments	A text field for notes related to the session. Visible to administrators only. This field may not be displayed in the Sessions list by default, but it can be made visible by using the Columns Displayed command.
    Description	A description of the session. Information stored in this field is visible to potential event attendees who request detailed information about the session.
    Dress Code	The recommended session attire. Values available by default include Business Casual, Business Professional, Evening Dress, Sport, and Casual. This field may not be displayed in the Sessions list by default, but it can be made visible by using the Columns Displayed command. LOV Type: EVENT_DRESS_CODE
    End	(Required) The date and time when the session ends. This field defaults to the value of the End field for the event.
    Fee Type	A description of the kind of fee noted for the session in the Additional Fee field, if any. Typical values include Donation, None, Registration, and Voluntary. This field may not be displayed in the Sessions list by default, but it can be made visible by using the Columns Displayed command.
    Feedback Form	An optional field for entering feedback received about the session.
    Format	The type of session. Values available by default include Keynote, Lecture, Panel, and so on. LOV Type: EVENT_FORMAT
    Session Capacity	The maximum number of people who can attend the session. This field may not be displayed in the Sessions list by default, but can be made visible by using the Columns Displayed command. If a value is specified for Room, this field defaults to the capacity of the room. If no value is specified for Room, this field defaults to the Event Capacity value for the event. For more information about entering room characteristics, see the procedure titled To enter room information for a potential event venue in the Creating Venues section.
    Session Name	(Required) A name to identify the session.
    Related Sessions	One or more other sessions that cover related information. Available values are all sessions for all events. This field may not be displayed in the Sessions list by default, but can be made visible by using the Columns Displayed command.
    Room	The specific room in the venue where the session is held. This field may not be displayed in the Sessions list by default, but can be made visible by using the Columns Displayed command. Available values depend upon information entered under the Rooms view tab of the Accounts screen. For more information about completing this field, see Step 10 of the procedure in this topic. For more information about entering room characteristics, see the procedure titled To enter room information for a potential event venue in the Creating Venues section.
    Start	(Required) Date and time when the session starts.
    Status	The status of the session. Values available by default include Planned, Launched, Completed, and Cancelled. LOV Type: EVENT_STATUS_CODE
    Venue	The location or facility where the session is held, which may or may not be related to primary venue for the event. For more information about specifying a venue, see Step 9 of the procedure in this topic.