Note Before You Begin:
This feature is only available if you have purchased the Live Floor Plan upgrade
If you do not yet have your login to access the Speakers and Schedules Editor, contact your Account Manager
Accessing Your Schedule Editor
Note: If you do not yet have your login to access the Speakers and Schedules Editor, contact your Account Manager.
To access your Speakers and Schedules Editor, you must go to this URL:
*Tip from the Team: Bookmark this page!
Use the login that your Account Manager gave you to log into the editor. If you have not yet received your login, reach out to your Account Manager.
Once you are logged in, you will see a list of your events with Live Floor Plans. Click on the event that you would like to add speakers/a schedule to.
Note: You should ignore all of the tabs on the left side except for the options under Speakers & Schedule. Any changes you made in the other tabs could cause problems with your Live Floor Plan!
Setting Up Your Event Schedule
Step 1: Add Speakers/Acts
The first thing you will need to add is your full lineup of Speakers/Acts. To begin, click the Speakers & Schedule tab on the left side menu, then Speakers.
On the Speakers page, click the bright green Add New Record button at the top.
You should now be on the Enter Information page for a new Speaker/Act. Add as much information as possible on this page. If the speaker/act does not have a First and Last name (such as a band), you can add the Title or Organization to the First Name field.
Be sure to add a picture! This will make the Speakers page on your Public Floor Plan look great.
You can also select whether or not this speaker is a Keynote Speaker. This will be reflected in your public-facing schedule.
At the top there is also a Contact & Social Media tab. This is information that will be accessible to the public via the Public Floor Plan link, so be sure to only include information the speaker or act wants available to everyone. Most likely, they will be more than happy to provide their social media links and order info.
Here is how all of this information looks in the public-facing schedule. The main speaker page shows all of the speakers/acts. Once you click on one, a popup will appear with their details.
The screenshots below will show you in detail where each field you fill in above populates.
Step 2: Add Event Tracks
Next, you should add your schedule tracks. These can be broken down by venue, space, stage, speaker room, day, and more. It's simply a way you can group your speakers/acts. In our example, we have a specific stage ("Acoustic Stage") and a tent with a daily lineup ("The Tasting Tent").
To add a new track, simply click the bright green Add New Record button and add the name of your track. You can also choose a color for your track to easily identify the track on the public schedule. Just make sure that it is a dark color! The lettering on this will be white, so make sure there it can contrast.
Step 3: Create Your Schedule
Now that you have your speakers/acts and your tracks added, you can bring these pieces together to create a schedule.
Click the Schedule tab on the left column, then Add New Record.
Next, add the Scheduled Activity Title (program title), and a description. For example, if it is a speaker you are adding, you could add the name of the seminar in the Scheduled Activity Title field and a description of what is going to be covered in the Activity Description.
At the bottom of this page, you can add the date, time, and location of the session and choose whether or not this is a group header.
On the Extended Information tab, you can choose the track and associated speaker/act with this session. You can choose to add one or more speakers/acts, if you'd like! This gives you a choice to add a lineup of events one at a time, or as one large time block.
On the right side, there is a place to add Session Files. These are files that can be downloaded from the event schedule.
You can also choose to allow feedback from attendees during and after the event.
Here is how your schedule will appear from the Attendee View. The tracks appear in dark red/navy blue. You can also see that you can choose to add one or more speakers to a single session. It's completely up to you how you would like your schedule to be!
When you click on a schedule session, a pop-up will appear with the details of that session. As always, the more information you add, the better this will look!
If things change, you can always go back and change/edit your schedule. It is yours to customize!