Creating an event agenda

Events often offer breakout sessions or micro-events allowing users to tailor their event itinerary to suit their interests, including meals, presentations, receptions, workshops or social gatherings. These sessions, called Schedule Items in Fonteva, are configured in the Event Builder from the Agenda tab on the left navigation in Event Builder.

You will need to have your event in edit mode.  You can refer to Editing an existing event, if needed.

Reference video: Adding a schedule item

Step-by-step guide

Scroll the left-side navigation of the Event Builder to display Agenda.  Click/select Agenda to enter the Agenda screen.

 Enter Agenda Instructions in the box.  This is optional.  If you enter instructions (text in the box) they will display on the Agenda selection screen in event registration.

Adding Sessions

 1.  Scroll down to the Schedule Items section and click + New Schedule Item.

2.  Check/click the Active when the event is active checkbox.  This is needed to have the Schedule Item (session) publish when the Event is in the Registration Open Status.

3.  Enter the Schedule Item Name by clicking/selecting in the box below Schedule Item Name and typing the name for the schedule item (session).  This is a required field and must be entered (red asterisk * indicates a required field).

4. Enter the Capacity by clicking/selecting in the box below Capacity and typing the number of allowed attendees (this is the maximum number).  This is an optional field as not all schedule items may have capacity limits.

5.  by clicking/selecting in the box below Display Name and typing the the display name.  This is a required field and must be entered (red asterisk * indicates a required field).

6.  Enter the Price by clicking/selecting in the box below Price and typing the price for the session.  This is an optional field as a session maybe free or included in the Event Registration/ticket purchase.   The price is only needed for sessions that have additional charges beyond the Registration costs.

7. Check/click the Hide during Registration box to remove the session from the registration's agenda page.

8. Check/click Disabled Registration box if attendees cannot register for the schedule item.  This is useful for breaks, meals, and other schedule items that are not sessions, but should be accounted for in the agenda.

9.  Check/click Required for Registration box to automatically include this item (session) with registration.

10 Check/click the Enable Waitlist box if there is a waitlist for the schedule item (session).  It will allow the attendee to be put on a waitlist for the schedule item (session) when the item (session) is sold out or has reached capacity.

11.  Set the Start Date for the schedule item (session).  Click/select the calendar icon to display the calendar.  This is a required field and must be entered (red asterisk * indicates a required field).

Use the arrows on either side of the month to scroll through the calendar. Click/select day when it is displayed.

12.  Set the Start Time. Click/select the box or click/select the arrows to display the list of hours to select.

Click/select the hour from the list.

Click/select the next box or the arrows in the next box to display the list of minutes to select from.

 Select the minutes from the list. Scroll through the list to reach the desired minute.

.

Click/select in the next box or click/select the arrows to display AM or PM.

Select AM (morning) or PM (afternoon/evening).

13.  Set the Duration of the scheduled item (session), click in the box to display the list of hours to select.  This is a required field and must be entered (red asterisk * indicates a required field).  The application will calculate the End Date and Time based on Duration.

Click/select in the next box or click/select the arrows in the next box to display the list for minutes.

Click/select the appropriate number of minutes, use the arrow to scroll down to display more options.

14.  Check/click Allow Conflicts check box if attendees are allowed to register for multiple Schedule Items (sessions) occurring at the same time.

15.  Enter the Speaker for the schedule item (session) by clicking/selecting in the box below Speaker to display a list to select from.  This is an optional field as not every schedule item may not have a speaker.  If there is not a speaker for this item, the field will remain blank.

Click/select the Speaker from the list 

16.  Optional - Enter the Room / Location by clicking/selecting the box below Room/Location to display a list to select from.  Click/select the Room / Location form the list.  If a list is not displayed, rooms have not been enabled or entered.  

17.   Enter a Description for the schedule item (session) that will display in the portal (event site). The Description should follow AIA  guidelines and be approximately 3 to 4 sentences limited to 250-300 words.

You can add a link in the Description by clicking the Insert Link button.

The insert link screen displays.  Copy and paste the URL, enter text to accompany URL.  Select Open in New Tab checkbox and select Insert.

18.  Save the Schedule Item (session) by clicking/selecting the save button

Need to Attach a Form for you schedule Item?

If you need to collect additional information for this agenda item from the attendee, you can attach a form to the item.   Before a form can be attached, all required fields must be entered.  

Have more than one schedule Item (activity, session)?

Repeat steps 1-17 to add all activities, sessions for the event.

All Schedule Items added?

Save & Exit 

Search and filter schedule items

The Search and filter schedule items field allows for searching for specific schedule items (activities, sessions) for the event.  The items that meet the search criteria will be displayed in a list below the criteria.

Click/select in the box below Schedule item search to enter (type) the search criteria.

 As you enter (type) the criteria, items that meet the input will be displayed below

Click/select Show schedule item filters to display filters

Click/select in the box below Speaker or the arrow to display list of speakers to search.

Click/select the desired speaker for the list.

The list can also be sorted by Date&Time or Alphabetical order. Click/select the box under Sort By or click/select on the arrows in the box.

Select the option for sorting the schedule items.

If Alpha selected the list will display in alphabetical order. 

Editing an agenda item (Video)

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