This article is an in-depth look into the Event Program page within the Grip Dashboard.
So, you might be wondering, what is the Event Program page? The Event Program page is where all of your content sessions are created, edited and stored within your event. From Standard Sessions to Webinars, Roundtables, and Speed Networking sessions, the Event Program page is where they all live in your Grip event.
In this article we will cover:
- Overview of the Event Program page
- How to create a session
- Speed Networking sessions
- Editing a session
Overview of the Event Program page
1. Below is a short video overview of the Event Program page. You can find this page under the 'Event Settings' tab in the dashboard.
As you can see, the Event Program page is fairly simple and very easy to navigate. There are three sections at the top left; Event Program, Stages, and Tracks. There are four buttons at the top right; Create Session, Preview, Generate CSV file, and Generate Attendance CSV file. Below this you have all the sessions you would have created. More on these in the sections below.
1. Stages are where sessions will take place. Stages are very similar to Meeting Locations. These may be real stages or rooms at an in-person event or ones you create for a virtual/hybrid event. The image below shows the 'Stages' page. You can create a stage on this page before you create a session or during the session creation (more on this in the sections below).
2. To create a stage click the 'Create a stage' button at the top right. You should then be shown the page below.
3. Select the stage name (these are translatable, simply click the flag and add your translation), timezone, and whether or not the stage has a maximum capacity. You can also enter your External Stage ID (Mapwize).
4. From here, select if your stage is the main stage (you can only have one main stage per event), this will make sessions created at this stage available on the Main Stage tab within your event.
5. Enable stage chat. Click the toggle here to turn on the stage chat for sessions on this stage. You can also toggle on the pre-moderated chat functionality or you can moderate it yourself.
6. Choose whether you want to promote this stage to the Homefeed (again, you can only promote one stage in the homefeed per event). This will make sessions created at this stage appear at the top of a user's home feed when in progress (if user has home feed configured).
7. Finally, click 'Create Stage' to save the stage you have created.
1. Tracks are essentially session groups. These could be a subcategory of your session dedicated Artificial Intelligence for an example. The image below shows the 'Tracks' page. Just like stage, you can create tracks before you create a session or during session creation.
2. To create a track click the 'Create a Track' button and you should be shown the page below.
3. Fill out the track name (this is translatable), track description, and choose the track colour (the colour will show in the Event Agenda section within the Grip platform). See images below. Click 'Create Track' to save.
How to create a session
1. Creating a session is very simple. Click 'Create Session'.
2. You will land on the session creation page as shown in the image below.
3. To create a standard session (more on webinars, roundtables and speed networking in the sections below) enter your session name, session names are translatable on both web and mobile.
4. Session names are now multi-language, simply click on the flag and add your translation.
5. Select a start and end date, stage, and track.
5a. Creating a stage within the 'Create Session' page. The process of creating a stage within this page is the same as the process in the section above, stage names are translatable on both web and mobile.
5b. Creating a track within the 'Create Session' page. The process of creating a track within this page is the same as the process in the section above, tracks are translatable on both web and mobile.
6. In the final step you have two options; 'Save and finish', and 'Save and continue'. 'Save and finish' will save your session but you will have to go back in at a later date to complete the creation. 'Save and continue' will take you to the next page to complete your session creation.
7. You will still be on the 'Session details' page where you will need to fill out additional information about your session.
8. Session tags. Tags will display on the session details page within your event. You will be able to add ten tags per session (per language). Each tag has a max of 25 characters. All tags will be filterable. Adding tags will allow for event participants to filter through content that is relevant to them, similar to adding tags on Instagram or other social sites. Fill out your session description, this is translatable on both web and mobile. Session tags are available on both web and mobile.
9. If your session has external links, for example a live stream URL select 'Live Stream URL' and enter the URL of your livestream. Please note, Live Stream URL's and Video Recording URL's are translatable meaning you can have separate links to the same content in different languages. These are based on the participants' language settings. There are five link types you can use, these include; website URL, Session Content URL, Live Stream URL, Video Recording URL, and Polling and Q&A URL, these are all available on both web and mobile.
10. Select your speaker with the dropdown menu.
11. Select whether you want your session to be private or not. If so, select your invitees.
12. Set your session attendee limit. If you have this turned off, the session will inherit the limit of the session stage.
13. Select if you would like to display a session countdown. For a standard session type this is on by default (this is shown on web only).
Click save changes.
14. Head over to the 'Settings' tab for specific session details.
14a. Required attendance for all - Session will be displayed in the 'My schedule' page of all users, although the won't automatically join. It won't be possible to create any other session during this time block.
14b. Attendance confirmation required - Show an extra label with 'Mandatory Attendance' and a pop up to 'confirm attendance' when a user chooses 'Add to schedule'.
14c. Session can be recommended - Session can be recommended to users' in their schedule.
14d. Time blocking - Users will not be able to join other sessions during this time (they will still be able to join meetings).
14e. Session sponsor - Choose a company that will be promoted on the session page.
14f. Open stream - Users will be able to watch the live stream and recording without adding it to their schedule.
14g. Live chat - Select if you wish to enable live chat for this session.
14h. Live translation - Select if you wish to enable live translations for this session (you will need a valid Interprefy token).
15. Click save changes.
Webinars are designed to be one-way broadcasts by invited speakers, with attendees being able to ask questions within the chat or designated q&a tool, but not actively participating in the presentation. Creating a webinar is similar to creating a standard session as shown in the section above.
1. In the 'Event Settings' tab and click 'Event Program'. At the top right you will see a button named 'Create Session'.
2. Enter your session name and select 'Virtual Webinar' in the 'Format' section.
3. Fill out the session details as you would with a 'Standard session' in the section above. Please note, a webinar cannot be longer than 60 minutes. Click 'Save and continue' to continue or 'Save and finish' to save the session details and continue later.
4. Fill out the 'Session details' page as you would with a 'Standard session' shown in the section above. Please note, in order for a speaker to get the speaker view you must add them as a 'speaker' in the dashboard.
5. Click 'Settings' at the top left and choose your settings requirements. The only button missing from the webinar settings section is 'required attendance for all', everything else is the same and explained in the standard session section above.
Click 'Save changes'.
Roundtables are discussions where all attendees can play an active part with open peer-to-peer communication and information exchange. Please note - only 25 participants can actively share their audio and video at the same time in a Grip Roundtable (though more can be present and swap in/out of video). Creating a Roundtable is similar to creating a standard session, and webinar as shown in the sections above. Speakers within a roundtable will be moderators, meaning they will be able to remove people from the session and delete chat. Speakers must be added as a 'speaker' within the dashboard to get the speaker and moderator view.
1. Fill out the 'Session details page' as shown in the sections above. in the 'Format' dropdown, select 'Virtual Roundtable'. Click 'Save and finish' or 'Save and continue'.
2. The Roundtable session details page is the same as webinars and standard sessions as shown in the sections above. The only difference is 'Session Countdown' which cannot be disabled.
3. Fill out the 'Settings' page as shown in the sections above. The only toggle missing for a Roundtable is 'Open stream'.
Click 'Save changes'.
Speed networking sessions
1. In the 'Create a session' page, fill out the session details as shown in the sections above. in the 'Format' dropdown select 'Speed Networking'.
Click 'Save and finish' or 'Save and continue'.
2. The Speed Networking session details page is the similar to webinars, roundtables and standard sessions as shown in the sections above. Like roundtables, the 'Session Countdown' cannot be disabled. The one difference is 'Meeting Generation Settings'. Select whether you would like to restrict meetings based on data type settings (which data types can see each other) or no restrictions.
3. Click 'Settings' at the top left and choose your settings requirements. You have less options here, these are in explained in the sections above.
Click 'Save changes'.
Editing a session
1. In the 'Event Program page' you will see all of the sessions you have created. To edit a session, search for your session using the search bar or simply scroll through and find the session you want to edit. Simply click on that session to edit the details.
Can I have more than one main stage?
No, you can only have one main stage per event.
Can the session countdown be turned off if the session is on a main stage?
No, session countdown is toggled on for all main stage sessions by default and can't be toggled off.
Can I promote multiple stages to the homepage?
No, you can only promote one stage to the homepage per event.
Is there a limit to the number of viewers of a webinar?
Is there a limit to the number of participants in a Roundtable?
Yes. 100 participants but only 25 people can share audio and video simultaneously. We therefore recommend having 25 participants per roundtable.
Are Roundtables recorded?
Are Webinars recorded?
Yes. Webinars are recorded but you would need to pay a premium for full features and functionality including transcripts, translations and many more.
Do speakers need separate access?
No. Speakers will access the Webinar or Roundtable like an attendee, but when they load in, they will have a 'speaker view'.
Is there a time limit on Grip Streaming sessions?
Yes. There is a one hour limit to sessions.
What happens if you run over the one hour limit on a Grip Streaming session?
If you run over the one hour limit on a webinar there is a half an hour grace period before cut off.
Who can share their screen during a Grip streaming webinar?
Only speakers are able to share screens.
Can you change your background on the video?
What is the difference between a speaker and attendee view in webinars?
The views are the same, the only difference is that speakers will see a mute, share screen, and video button toggle whereas attendees won't.
Can I set a limit on the number of attendees for a Speed Networking session?
No. Speed Networking is unsurprisingly all about speed, and as such users can join a Speed Networking without needing to add it to their schedule. Therefore, you cannot set an attendee limit on Speed Networking sessions as you can on regular sessions.
How many users can take part in Speed Networking at the same time?
The current version of Speed Networking allows up to 1000 concurrent to be in the waiting room at any one time. This doesn't include users who are part of meetings already.
When there are more than 1000 users waiting for a meeting, a new joiner will see a message displayed in the Speed Networking environment - on which they will be offered the options of trying once again to join the session or to leave the session.
How long are Speed Networking meetings?
Each meeting will last 3 minutes. Please note, while in the meeting you can show interest in your partner, and if you both show interest in each other, you will form a connection. You'll also receive a summary of all your meeting partners at the end of the Speed Networking session, so you'll be able to express interest in them after the session even if you forget!
Is there a limit on the session length?
As with regular sessions, there are no limits on the length of Speed Networking sessions.
What are the rules for meeting generation?
Meetings are randomly generated between all session participants with two exceptions:
- Meeting won't be generated between members of the same Team.
- Meeting won't be generated between two users who've already met within the current Speed Networking session.
Are Speed Networking sessions time-blocking?
No, Speed Networking sessions are not time-blocking.