Speaker & Session Management User Guide

Transcription

1 Speaker & Session Management User Guide This document is a guide to setting up Speaker and Session Management in Certain, including the Speaker Portal. These advanced features of the Certain platform are not enabled in an account by default. If you re interested in them, please features@certain.com, including your account name. Contents Introduction... 2 Enabling the Products... 2 Speaker and Session Management Module... 2 Speaker Portal... 2 Process Overview... 2 Summary... 2 Detailed Process Flow... 3 Initial Setup... 3 Reviewers... 3 User Interface in Speaker and Session Management Pages... 3 Tracks... 4 Locations... 5 Further Setup/Management... 5 Sessions... 5 Speakers... 8 Sessions on Forms... 8 Grid Scheduler... 9 Assigning Sessions to Attendees Assignments to One Attendee Bulk Assignment Unassigning Sessions Assignments via Import Speaker Portal Introduction Adding and Editing a Speaker Portal Settings Site Layout Branding & Footer Pages The Login Page Reviewing a Session Reports Event Session Summary Reports Custom Reports See Also Certain, Inc. Speaker and Session Management Page 1 of 20

2 Introduction Certain s Speaker and Session Management module and Speaker Portal products enable you to manage the speakers, tracks, sessions, abstracts and locations for events of any size. These can include, for example, large user conferences, with hundreds of speakers and thousands of sessions in a plethora of different locations. Enabling the Products Speaker and Session Management Module In the event, go to Plan > Configure > Options, and select the Speaker and Session Management Module under Functional Areas Needed by This Event. Important Note: Once you have added any data to the Speaker and Session Management module, such as event tracks or sessions, then you cannot change your mind and deselect the module for the event, unless all the sessions have a status of cancelled. The Manage menu on the Top Navigation Menu Links now includes Speakers and Sessions. That takes you to the Sessions page described on page 5. The Left Navigation Panel there includes links to Sessions, Speakers, Locations, Tracks, and Bulk Assignment, all of which are described here, and in the Page Help. Note that when this module is enabled, sessions in the event are added on the Sessions page (see page 5), instead of as agenda items, although you still use agenda items for things such as merchandise. Speaker Portal Once you ve selected the Speaker and Session Management Module (see above), and saved that setting, select the Speaker Portal sub-module below it. Process Overview Summary At a very high level, the Speaker and Session Management process consists of: I. The event planner setting up the event, including things like event tracks and reviewers, and configuring a Speaker Portal. II. Speakers submitting their sessions online in the Speaker Portal. III. Reviewers scoring the sessions. IV. The event planner qualifying and scheduling the sessions, and adding them to the event s registration form(s). V. Attendees selecting sessions as part of their registrations Certain, Inc. Speaker and Session Management Page 2 of 20

3 Detailed Process Flow Who: Planner Speakers Reviewers (optional) What: Initial Setup Submit Session Review Sessions Planner Planner Attendees Essential Tasks Manual Processing Register Where: In Certain Online in Speaker Portal 1 Add Reviewers 2 Add Tracks 3 Assign Reviewers to Tracks 4 Add a Speaker Portal 5 Submit Session (Uploading Abstract) In Certain In Certain In Certain Online in Forms Review Sessions Qualify Sessions 6 Upload Presentation 7 Add Sessions 8 Add Speakers 9 Add Speakers to Sessions 10 Add Locations Schedule Sessions 11 Publish Sessions 12 Add Sessions to Forms 13 Assign Sessions to Attendees 14 Cancel Session Assignments Initial Setup Reviewers Register for Sessions if your process involves separate reviewers: In the event, as an Administrator user, go to Account Settings > Administration > Users, and add users with a User Type of "Reviewer", whose sole activity in Certain will be to score speakers submissions, which may involve first requesting changes. User Interface in Speaker and Session Management Pages Most of the pages in Speaker and Session Management have a user interface like the one for Tracks shown below Certain, Inc. Speaker and Session Management Page 3 of 20

4 The Left Navigation Panel links take you to each page in the module: Sessions, Speakers, Locations, Tracks, Assign Session, and Unassign Session. (The only other page is the Grid Scheduler, explained on page 9, which you reach from the Manage link on the top navigation bar.) The list to the right of the Left navigation Panel is of existing records; click one to view and edit its details on the right. (You can collapse or expand that list pane by clicking or.) To filter the records included in a long list, enter any part of the Track Name in the Search field in the top left corner, and click. The buttons at upper left enable you to Add a new record, or Delete the one currently displayed. Some pages have extra buttons, for example Import on most pages. Tracks A "track" is a way of grouping sessions together by theme. Each track may have one or more reviewers, who score all its sessions. To add tracks, go to Manage > Speakers and Sessions > Tracks, and click Add Event Track. Tracks must be added here before speakers can select them for their sessions, or before you add any sessions to them directly. Each track has a unique Name, a Description, and a Color. (The track color is displayed on the Grid Scheduler see page 9 to make it obvious what sessions are assigned to what tracks.) Assign Reviewers to Tracks An optional feature is to use reviewers to score the sessions for a track. To assign one or more reviewers, click in the Reviewer(s) field to see a list of all Certain users (in the same account) of user type Reviewer, and click the one(s) to assign Certain, Inc. Speaker and Session Management Page 4 of 20

5 Locations To add or edit the locations (rooms and halls) used for sessions, go to Manage > Speakers and Sessions > Locations. Each location has a Name, a unique Code, a Type (Meeting Room, Meeting Hall, or Conference Hall), a maximum Capacity, and a Venue. To add your own custom Type, click the add icon next to that field. Once you have added locations, you can allocate sessions to them by date in the Grid Scheduler (see page 9). To import locations from a.csv file, click the Import button. See the for this page for a template.csv file you can use. Page Help topic Further Setup/Management Sessions Add/Edit Sessions Sessions are added by prospective speakers when they submit them online in the Speaker Portal; see page 14. But they can also be added by a planner; go to Manage > Speakers and Sessions > Sessions. Click Add Session to enter the details manually, or Import to import them from a.csv file. (See the.csv file you can use.) Page Help topic for this page for a template Most of the fields in the screenshot overleaf should be self-explanatory, but are explained in detail in the Page Help topic. However, a few words about some of them here: Occurrences The number of times the session takes place. On the Grid Scheduler (see page 9) the session is initially listed this number of times in the list of Session Occurrences, from which you can drag each one onto the schedule to set its date/time and location. To add your own custom Session Type or Session Level, click the that field. add icon next to To delete a Session Type or Session Level, making in unavailable in any session in the event, select it and then click the delete icon next to it Certain, Inc. Speaker and Session Management Page 5 of 20

6 2017 Certain, Inc. Speaker and Session Management Page 6 of 20

7 To upload the Abstract Document for the session, click Browse to select a file (such as a.pdf) on your computer, and then click Upload to upload it to the event. Similarly, to add Presentation Details (such as a PowerPoint slide deck), click Add Presentation Details, Browse to select the file, and then Upload to upload it to the event. (You can upload more than one.) To add fees for the session, click Add Session Fees to enter details, much as you would enter for agenda items. To add a speaker to the session, click Add Speaker Details, and select a speaker you have added on the Speakers page (see page 8). Qualify Sessions On the same Sessions page, you can click Reviewer Stats to see a drop-down list of the statistics for the current session, including: Average Score Total scores divided by the number of reviewers who have scored the session. Each reviewer can apply a score of 1 10 (see page 19). Reviewers' Progress A colored horizontal bar indicating the percentages of reviewers who have: not reviewed it (the red portion of bar), reviewed it (the green portion of bar), requested modifications (the yellow portion of bar). If no reviewers have been allocated, the bar is gray, labeled "N/A". Requested Modifications Names of the reviewers who have sent the submission back for modifications. (The speaker uploads the updated abstract via the Speaker Portal see page 14.) Remaining Reviewers Names of reviewers who have not yet scored the session. When you are satisfied that you have enough information about a session, you can set its Status by selecting one from the drop-down list: Submitted, Under Review, Reviewed, Qualified, Rejected, Scheduled, or Cancelled. You don't actually see all of those statuses in the drop-down list as available for selection, because for example a session is Scheduled only when it has been added to a schedule on the Grid Scheduler (see page 9). Schedule Sessions When a session has a status of Qualified, each of its occurrences can be scheduled for a date/time and location, using the Grid Scheduler: see page 9. Publish Sessions And once a session has a status of Scheduled, meaning at least one of its occurrences has been scheduled (on the Grid Scheduler see page 9), you can publish the session, making it available for selection and assignment. To do so, first click the Publish button, and select the attendee type(s) for whom the session must be displayed as an option on a form (see page 8) and in Certain Mobile, and to whom they may be assigned on Bulk Assignment 2017 Certain, Inc. Speaker and Session Management Page 7 of 20

8 (see page 11). Then click Publish for Attendee Type. Note: A session is not shown in Certain Mobile or on forms until it has been published. Speakers Speakers register as speakers using the Speaker Portal see page 17. When Speaker and Session Management is enabled for the event, the planner adds other speakers in Manage > Speakers and Sessions > Speakers instead of in Event Setup > Speakers, which is not available when Speaker and Session Management is enabled for the event. (The same speaker records are used in Certain Mobile.) Assign Speakers to Sessions For sessions you add on the Sessions page, click Add Speaker Details on that page and click the speaker s name in the list of speakers, which is of those set up on the Speakers page. You can upload a Speaker s Agreement document for a speaker; and you can access a speaker s sessions when viewing their speaker record, in addition to seeing them on the Sessions page. Speaker Templates To send s to speakers, first set up at least one template on Promote > Communication > Speaker Templates. The dynamic data fields you can append to those s include speaker fields and session fields. Sessions on Forms To enable attendees to select sessions as part of the registration process, go to Plan > Forms, edit the form, and add a Sessions section to the form on its Setup page. On the Sessions section configuration page, click Session Display Options to customize the display of the contents of Session Sections. You only need to edit these customization fields where you don't want to use the default values. Note that these settings apply to all session sections in the form. These include the labels on buttons, such as Add to My Schedule, and the text of messages such as Waitlist Full. If you select Enable Search, a Session Search area will be shown at the top of any form page that includes a Sessions Section. There the registrant can click to search in or to filter the sessions that have been published for their attendee type. If the event has a long list of sessions, this makes it easier for registrant to find the ones they want to attend Certain, Inc. Speaker and Session Management Page 8 of 20

9 When searching, the registrant can enter any part of a Session Name, Session Description, Speaker's First Name, or Speaker's Last Name. Searches are not case-sensitive. The list of sessions displayed is limited to those returned by the search or filter. A filter only shows information included in the unfiltered records. For example, if the registrant chooses to filter on Tags, they see only those tags in use in records on the sessions being listed. In the form the attendee can add to their schedule any of the scheduled session occurrences that have been published for their attendee type. (See Publish Sessions on page 7.) Caution: The Sessions section must therefore always come after the Attendee Type section in the form, so that the form can list the correct sessions. Assigning sessions using Form Logic You can also choose to assign sessions via logic rules. When adding a rule on Forms > Logic, use the 'Assign Sessions' action. Warning: Sessions are always published for specific attendee types. So if a logic rule tries to assign a session to an attendee of any other attendee type, it will fail. Best Practice Note: Don t use logic to assign sessions limited by capacity. If the session were full, it wouldn't be assigned, but the registrant wouldn't see a warning. Grid Scheduler To schedule sessions, go to Manage > Grid Scheduler. You schedule each session occurrence by date/time and location, so you need to have added the locations on Manage > Speakers and Sessions > Locations (see page 5). Each session in Sessions has an Occurrences field: the number of times that session takes place. Here on the Grid Scheduler, before a session is scheduled, it is listed that number of times in the list of Session Occurrences on the left. (You can filter the occurrences shown by searching on any part of a Session Name.) You can choose how to see the schedule: in a Day, 3 Day, Week or Month calendar view. (The last two are only for helicopter perspective. You can only schedule sessions using the Day or 3 Day view.) Drag an occurrence onto the schedule, as explained below. (You can also import from a.csv file see Importing Session Occurrences on page 10, below.) Each location set up on the Locations page (see page 5) has a row in the schedule grid on the right. The schedule shown is for one day at a time, with a column for each hour (divided into fifteen-minute segments). Each time slot on the grid is therefore a particular time on a particular date in a particular location Certain, Inc. Speaker and Session Management Page 9 of 20

10 You can filter the locations included by searching on any part of a Location Name, and setting Maximum and/or a Minimum Capacity. To add a session to the schedule: 1. Ensure the current calendar view is day or 3 days. 2. Navigate to the required date in the schedule by clicking the arrow buttons. 3. Drag a session occurrence from the list on the left to the required time slot in the schedule for the relevant location. The session is shown in the color assigned to it on the Tracks page (see page 4), to help you avoid scheduling sessions at times that clash with others in the same track. 4. That leaves one less occurrence of that session in the list on the left. For example, if a session has an Occurrences value of 5, and has been scheduled only once so far, then there are still four occurrences of it remaining in the list; each of those can still be scheduled for another date/time/location. 5. Once at least one occurrence of a session has been scheduled, the status of that session on Manage > Speakers and Sessions > Sessions changes to Scheduled, and it becomes possible to "publish" that session there (see Publish Sessions on page 7); that is, to make it available for selection on forms (page 8) or for bulk assignment to attendees (page 11). 6. Terminology note: These scheduled session occurrences are usually referred to as session instances or scheduled instances. To change the scheduled date, time or location of a session instance, drag it from its current time slot to its new one. (Note: If you did this in week or month view, you wouldn't be able to see or change the location, so you could risk creating a clash.) Note that you cannot schedule a session for a time when the speaker already has a session scheduled, and that if you try to schedule a session which would result in a speaker having back-to-back sessions, you will need to acknowledge a warning message. To remove a session occurrence from the schedule, select it by clicking it in the schedule, and then click the Unschedule button (in the upper right corner). It is returned to the Session Occurrences list on the left, from which it can be scheduled for another date/time/location. When viewing the grid, click a session to see more than just its name: its Name, Time, and Speakers. Importing Session Occurrences You can import a.csv file to add sessions to the schedule; that is, to create scheduled occurrences of those sessions. You can also update or delete existing session occurrences in the same way. To do this, click the Import button. See the for step-by-step details and a template.csv file. Page Help topic for the Grid Scheduler, 2017 Certain, Inc. Speaker and Session Management Page 10 of 20

11 Assigning Sessions to Attendees There are two ways to assign sessions to attendees: 1. For one attendee at a time, on Manage > Registration > Sessions 2. For multiple attendees at the same time, on Manage > Speakers and Sessions > Bulk Assignment Before you can assign attendees to a session, you will first need to have scheduled at least one of that session s occurrences, using the Grid Scheduler (see page 9), and to have published the session (for at least one attendee type) in Sessions (see page 7). Doing that makes the session instances available for assignment to attendees. Note that when you assign a session to an attendee, you are actually assigning an instance of that session: an instance at a particular date and time, in a particular location, as scheduled on the Grid Scheduler. Assignments to One Attendee To assign sessions to one attendee, first go to the attendee s registration, under Manage > Registrations. For example, click Find on the Event Dashboard (Manage > Registrations), or Search in the Global Navigation Buttons (top right of any page). Then click Sessions in the Left Navigation Panel. The attendee's session instances are listed by date and time. Click Add Session(s) to open a pop-up modal Add Sessions window. The Add Sessions window lists the sessions that can be assigned to the attendee: those with space available (that is, that haven't reached their capacity), and which have been published for the attendee's attendee type. To filter the sessions displayed, you can enter or select details in one or more of the filter fields at the top of the window: Search (enter any part of a Session Name), Event Track(s), Session Type(s), Tag(s), Date. If you select the Show only Waitlisted Sessions check box, the list will include only sessions that are full but have space on a waiting list. (That's determined by the Capacity and Waitlist Limit on the session record, and the numbers of attendees already waitlisted.) Select the check box(es) for the session(s) to assign, then click Assign Session(s) in this pop-up window. Note: You can only assign up to 10 sessions at a time. To assign more, do so in batches of Certain, Inc. Speaker and Session Management Page 11 of 20

12 Details shown for each session include Session Name, Track, Type, Location, and Availability (the number of slots available session Capacity minus the number of assigned attendees). Note: The number of slots available only decreases when the event status is Live and the attendee being assigned the session is not a "Test" registration. Click a session to show its Speaker(s); click it again to hide that information. The details shown may include one or both of these icons: Overlap. The session overlaps with another one that's either selected in the list, or already assigned to the attendee. This is only possible if Allow Overlapping Sessions for Registrations is selected for the event (under "Speaker and Session Management" on Plan > Configure > Options). Waitlist. The session instance is fully subscribed, but there is space on its waitlist. Session List When you ve clicked Assign Session(s) in the pop-up window, to save the new assignment(s), the list of the attendee s sessions includes the addition(s). The details shown for each assignment are like those in the pop-up window, and may include either or both of the two icons: Overlap. The session overlaps with another one that's assigned to the attendee. Waitlist. The attendee is waitlisted for the session. Note: To assign a waitlisted attendee to the session, change the status to Registered; this is possible only if someone else has cancelled, making space now available. Changing Status You can change the Status of a session assignment, as follows: From To When Waitlisted Cancelled Always Waitlisted Registered Capacity is Available Registered Cancelled Always Registered No Show Always Registered Attended Always Cancelled Registered Capacity is Available 2017 Certain, Inc. Speaker and Session Management Page 12 of 20

13 Note: You cannot change the status to 'Waitlisted'. You can only do that by assigning a session that is full but has space on its waiting list. Bulk Assignment To assign sessions to several attendees at the same time, go to Manage > Speakers and Sessions > Bulk Assignment. By default, you will be on the Assign Sessions tab. 1. Select the session instance to be assigned. Registrations are then listed: all those of an attendee type for which the session has been published, and who are not already registered for the same session instance. 2. You can filter the sessions further by selecting an attendee type, and/or selecting a question and then an answer to that question, and/or by typing any part of an attendee name. (The list is updated dynamically.) 3. Select the attendees to whom you want to assign the session occurrence, and click Save. Note: A registrant cannot be assigned to sessions whose times overlap, unless the event has the option to "Allow Overlapping Sessions for Registrations" set under Speaker and Session Management on Plan > Configure > Options (see page 2). Unassigning Sessions To cancel the assignment of sessions to attendees, go to Manage > Speakers and Sessions > Bulk Assignment > and click the Unassign Sessions tab. 1. Select the session instances to be unassigned. The attendees with that instance assigned to them are listed. 2. You can filter the registrations listed in the same way as you can for assigning sessions. 3. Select the attendees for whom you want to cancel their assignment of the session occurrence, and click Save Certain, Inc. Speaker and Session Management Page 13 of 20

14 Assignments via Import You can assign sessions to attendees, or even change the status of existing assignments by importing a.csv file. Go to Manage > Registrations > Import, and select Registration Session Instances as the data to import. Prepare a.csv file with these four columns: Registration Code Session Code Occurrence Code (Available in a Registration Sessions report) Registration Session Status ("Registered", "Cancelled", "No Show, "Attended", or "Waitlisted") Step through the wizard to upload your.csv file and map the columns in the file to fields in the database. Speaker Portal Introduction Each event may have just one speaker portal. It is a way for speakers to register and submit their papers, or for someone to do so on their behalf. A speaker can upload their abstract or paste and edit it in a WYSIWYG box, and can upload a speaker agreement. While the speaker s abstract is being reviewed (see Reviewing a Session on page 19), they log into the speaker portal to see any tasks assigned (especially a reviewer requesting changes), upload a revised abstract, mark tasks done, or even upload additional abstracts. Once their submission has been qualified (see Qualify Sessions on page 7), they can upload their presentation. During sessions, if the Polling, Survey, and Social Q&A product is enabled, they can manage audience interaction see the separate quick guide to Polling, Survey, and Social Q&A. Adding and Editing a Speaker Portal To configure a Speaker Portal your for event, go to: Manage > Speakers and Sessions > Speaker Portal. There are four configuration pages for a Speaker Portal, accessed via the left navigation panel. To enable access, first save details on the Settings page, creating the portal. Settings see page 15 Layout & Color ( Site Layout ) see page 15 Branding & Footer see page Certain, Inc. Speaker and Session Management Page 14 of 20

15 Pages see page 16 Settings The Settings page enables you to edit some general settings for the Speaker Portal, including date and time display formats. Initially the Google Analytics Tracking ID field contains the event-level tracking ID (if one was specified) from Plan > Configure > Options. You can optionally specify a separate one for a Speaker Portal, enabling you to track visits to Speaker Portal pages separately from visits to event registration website pages. If you do not enter a separate Tracking ID here, visits to speaker portal pages will be tracked using the event-level code, if there is one. The Login Timeout is a number of hours. If a logged in speaker is inactive for this long, they are prompted to log in again. You set a Date Display Format, such as 02/09/17, 09/02/17, Tue 02/09/2017, etc.; and a Time Display Format, such as 16:30 or 04:30 PM. Site Layout On the Site Layout page (reached by clicking Layout & Color in the Left Navigation Panel), you choose the color palette and navigation bar. Choose Palette Choose a color palette from the list: Default Palette. Autumn Palette, Cool Palette, etc. Your choice is applied immediately to the layout on the right. Hover your mouse over a palette to display an icon that palette, and where they are used. you can click to list the colors in Choose a NavBar Position Choose whether the navigation bar should be Horizontal or Vertical, and whether the menu options should be shown as Icons &Titles or Titles Only. Branding & Footer On the Branding page, you define the branding for the Speaker Portal: the logo and how it's displayed. Use the Standard Logo Bar If selected, the logo bar is of standard size, in the color determined by the Color Palette selected on Layout & Color. Click Browse to upload a logo, which should be as close as possible to 100px wide x 40px high. Use a Custom Header Graphic If this is selected instead, the header will consist of this graphic only. Click Browse to upload an image which should be as close as possible to 1500px wide x 100px high Certain, Inc. Speaker and Session Management Page 15 of 20

16 You can click Add a Link to the Above Graphic to add the URL of a website or webpage to be opened if the speaker clicks the graphic. Adding a link is optional, but particularly appropriate if the image is for an event sponsor. Pages The pages available in a speaker portal are preconfigured, but you can click the Pages link in the Left Navigation panel to open the Pages configuration page, where you can: choose which pages are included in the Speaker Portal for an event, and in what order, customize the titles and icons to be used for those pages on the navigation bar, add certain pages, preview the site. To add new pages, to which you add and rich content, click Add New. (See overleaf.) To edit a page that's been added, click in that page's row in the list of pages. To preview the site, click Preview Site. Page List When you click the Pages link in the left navigation panel under Speaker, the pages are listed on the right with these details: Icon The icon shown on the navigation bar (when Icons & Titles is selected for display on the Layout & Color configuration page). To use a different icon, click the adjacent down-arrow to select a new one from the built-in library. Title The name shown below the icon on the navigation bar in the speaker portal (for example, "My Information" for the My Information page, etc.). Click a title to edit it. Best practice: Keep titles as short as possible, to maximize legibility on the navigation bar when used on a mobile device. Show Set to Yes to include the page in the speaker portal. This is available, and selected by default, for all pages except Login and Register Speaker. Actions Click to edit the page content (not available for all pages), or to delete it (available only for pages you have added). Note that once you have deleted a page, it cannot be recovered. Grab to Reorder - Drag and drop the hand symbols to change the order of pages. Note that the Login page has a padlock instead of a hand, because it cannot be moved. Login The page on which a speaker can submit a proposal, or can sign in to their personalized Speaker Portal. (Editable.) My Information The speaker's information, as entered on the Register Speaker page (see below), and as can be edited on Manage > Speakers and Sessions > Speakers. (Editable.) My Tasks A list of the tasks assigned to the speaker by reviewers. They can click Done on each one. (Not editable.) 2017 Certain, Inc. Speaker and Session Management Page 16 of 20

17 My Sessions The session(s) at which the speaker is speaking. (Editable.) Register Speaker Submit the details of a new speaker, and upload their abstract (in formats.doc,.docx,.ppt,.pptx, or.pdf). This is the only page available in the speaker portal without the speaker having to log in; a prospective new speaker reaches it by clicking Submit Your Abstract on the Login page. New Basic Pages Click Add New (in the upper right corner of the Pages configuration page) to add a new page to the speaker portal, to which you add your own rich content. For example, you might have an FAQ page, and a Submission Guidelines page. You see the page added to the end of the list of pages in the left navigation panel. Click in the Actions column to edit it. That opens the Basic Page Details panel, where you configure the page as follows. Edit the Page Title (the name shown on the navigation bar) from the default: "New Basic Page". Click Layout to expand the Layout area and edit the page layout in the following areas: Accessible to Speaker Type: Select the speaker type(s) who can see the page. Note that each speaker type may only have one added page available to them, although one page may be available to multiple speaker types. For the first added page, you select from a list of all the speaker types set up on Manage > Speakers and Sessions > Speakers, plus "All".\ For subsequent added pages, the list is of those speaker types that do not already have a page available to them. Note that if you select "All" speaker types for a page, that must be the only added page. If you've already added any others, they are deleted when you save the one available to "All". (You have the opportunity to confirm or cancel.) Layout Editor: Use this area in the middle of the page to add and format your text. Insert Graphic: To add a graphic to the layout, click the spot where you want to place the graphic, 2017 Certain, Inc. Speaker and Session Management Page 17 of 20

18 click Insert Graphic, and Browse for the file on your computer. The image is displayed immediately in the layout. (There isn't a separate "upload" step.) Choose a Form Field: To add personalized fields to the layout from the Speaker's profile record, click the spot in the layout where you want to place the field, and click Choose a Form Field. In the list the fields available (Profile First Name, Profile Last Name, etc.), click the field to add. The Login Page The Login page on the Speaker Portal has two functions: 1. A prospective speaker can click a SUBMIT A PROPOSAL to go to the Register Speaker page on which they enter their details and upload their abstract 2. A registered speaker can log in by entering their Username and Password. See example overleaf Certain, Inc. Speaker and Session Management Page 18 of 20

19 When you edit the Login page, apart from the usual editing facilities described above, you can also change the labels used for the proposal prompt ( If you are a speaker ), buttons ( Submit a Proposal and Sign In ), and fields ( Username and Password ). And at any time you can select to Close Proposal Period, after which potential speakers can no longer submit proposals. Reviewing a Session Reviewers receive notifications when they have new submissions to review. When a reviewer logs into Certain, they automatically go to an Event List page which list only the event(s) in which they have been assigned to a track as a reviewer: Events with Sessions to Review. Only current and upcoming active events are listed; unlike other users, a reviewer can t choose to display recently ended, archived, or inactive events. When a reviewer selects an event, they see a very limited-functionality version of the Sessions page described on page 5. They can see only the sessions on their own tracks. For each one, they can assign a score (from 1 10), and leave comments, or request modifications. The speaker sees these requests as tasks on the Speaker Portal, where they can mark them Done and upload a revised copy of the abstract. The reviewer can then download the revised copy. Reports To report on Speaker and Session Management information go to Reports/Analyze > Summary Reports, to see the standard reports available under Event Session Summary Reports, or click Add Report to add a new custom report. Event Session Summary Reports Sessions Report a detailed list of all the sessions in an event, showing the information set up on the Sessions page. Event Session Summary Report A summary of the total quantity selected by complete registrations for each of the event's sessions. Event Session Status Summary Report A summary of the registrations for each session, grouped by session status. Event Session and Speaker Summary Report A summary list of all qualified sessions and their speakers. Speakers Report A detailed list of all speakers at the event, as can be seen (and edited) on the Speakers page (see page 8). Custom Reports The following custom report types are available when you click Add Report: 2017 Certain, Inc. Speaker and Session Management Page 19 of 20

20 Session Data Reports Registration Sessions Returns one row of data per session, per active registration. Conflict Report Returns one row of data per session per registration, where the session conflicts with an appointment for that registration. (Requires the Appointment Module.) Registrations with Session Items Returns one row per registration, including agenda items as columns. Session Ratings Returns one row of data per session, per registration, where the session has been rated (in Certain Mobile or an Event View). Speaker Session Data Reports Sessions with Instances Returns one row of data per session, per active speaker. Such reports can be used for sending mass s to speakers: see page 8. Sessions Returns one row of data per speaker per session. Speakers Returns one row of data per speaker, listing speaker information. All Speaker fields are available in Columns, Groups, Filters and Custom. See Also The Polling, Survey and Social Q&A Quick Guide describes setting up and using Polling, Survey, and Social Q&A in Certain. To use that product it in an event, for speakers to manage audience interaction at their sessions, you also need to be using Certain Mobile Certain, Inc. All rights protected and reserved Certain, Inc. Speaker and Session Management Page 20 of 20