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How to Configure and Manage Side Events in Grip Manage

Configure settings, manage submissions, and allow sponsors to promote optional events.

Side Events provide a mechanism for event organizers to manage non-official events, often created by sponsors, that are separate from the main event agenda.

What is the basic premise of Side Events?

Side Events allow sponsors or other organizers to create specialized events, such as a VIP roundtable, cocktail reception, breakfast side events, or after parties. This feature ensures that the official event agenda remains clean and distinct from these optional activities.

What are the benefits of using Side Events?

The feature provides flexibility by allowing organizers to:

  • Segment participant visibility using ticket type filters, meaning a sponsor can target a Side Event (e.g., a VIP roundtable) so only participants with a VIP ticket type see it.
  • Allow events outside the main schedule, such as time slots between 8 a.m. and 9 a.m. (for breakfast events) or 7 p.m. and 9 p.m. (for dinners or after parties), even if the main event runs from 9 a.m. till 6 p.m..
  • Maintain quality control by reviewing all submissions and subsequent changes made by the sponsor.

Who can use Side Events?

  • Event Organizers use the Grip Manage dashboard to configure settings, define available time slots, and approve submissions.
  • Side Event Organizers (e.g., sponsors) use the Company Portal to submit, manage, and view attendees for their events.
  • Participants view and join side events via direct links, embedded widgets, or the Grip Engage mobile app.

How do you configure Side Events?

Configuration of Side Events takes place under Event Settings > Settings.

  1. Navigate to the Side Events section: Go to Event Settings, then Settings, and scroll to the section called Side Events.
  2. Add a Side Event Email Banner: This banner will be used for all emails related to Side Events.
  3. Control a Ticket Type Filter: This setting enables the creator of a side event (such as a sponsor) to target specific ticket types, controlling who sees the side event in the participant experience.
  4. Review Side Event Related Emails: You can review templates for various notifications, including:
    • Side event submission received and accepted.
    • Side event RSVP (added to schedule).
    • Side event join application.
    • Side event accepted/rejected attendance emails (sent to participants).
    • Side event join action notification (used when someone invites a participant).
  5. Set a Placeholder Image: This image is important for the grid view display of side events.
  6. Enable the External Registration Flow: Enabling this allows the use of third-party registration links (e.g., Eventbrite or an external form). Caution: If external registration is used, the organizer will not know who is attending, has less control, and it creates a more disjointed participant experience. This flow is currently necessary if you require paid side events, as they are not currently supported as part of the feature.
  7. Enable the Public Side Event Widget: If enabled, someone can embed an overview of all public side events into their website. If disabled, the side event cannot be seen publicly.
  8. Set the Default Side Event View: Choose between the list view or the grid view.
  9. Define Side Event Dates: In the bottom section, specify the available dates, start times, and end times when people can submit side events. You can define multiple days and multiple time slots. Defining these slots allows organizers to prevent side events from being created during crucial times (e.g., a keynote) or to allow them outside of the main event hours (e.g., for breakfast or dinner events).

Managing/Approving Side Event Submissions

To manage submitted side events, navigate to the Content tab and then Side Events.

  1. View Overview and Statuses: You will see an overview of all side events in your event, with statuses such as Pending, Live, and Rejected.
  2. Review Revisions: A side event may be "Live," but still have pending revisions if the sponsor has made changes after the initial approval (e.g., changes to the description, title, or date). As the organizer, you have the ability to review these changes to ensure they are appropriate before they go live.
  3. View Attendees: Within the details of a side event, the Attendees tab displays all registered attendees and their different statuses.
  4. Utilize Advanced Settings: In the Advanced Settings tab, you can create custom action labels and links for each side event. This allows you to change the text on the joining button from defaults like "RSVP" or "Apply" to something else entirely.
  5. Open Public Side Event: The button that says "open site event" will show you the public version of the side event, provided it is currently marked as Live.

Side Event Organizer (Company) Experience

Side event submissions and management typically occur within the Company Portal.

  • The company signs in and navigates to the Side Events tab
  • The company can submit a new side event or look at existing events under the My Side Events section.
  • If the event is live, companies can make changes, but these changes require organizer approval.
  • Companies can view the public side event link to share with their network to drive attendance.
  • Through the View Attendees tab, companies can see all people who have applied or registered.
  • Companies can export the audience that applied, including their contact details.
  • The organizer of the side event also receives an email notification for every application received.

Participant Experience and Joining

Participants can join a side event in several ways:

  1. Direct Link: Shared by the sponsor or organizer.
  2. Embedded Widgets: Used by an organizer inside their website.
  3. Grip Engage Mobile App: Side Events can be embedded into the app, offering a single sign-on experience.

Important Note: Side events are currently displayed in their own separate side event agenda. They are not yet shown within the My Schedule or the Main Event Agenda in the Grip Engage mobile app or web app. This keeps the distinction between the official agenda and the side event agenda clean.

Custom Fields for Side Events

To manage the submission process when many side events are expected (e.g., 200 sponsors creating events), you can set up custom fields.

  • These custom fields can be set up for filtering or for internal admin purposes.
  • Examples include defining the Type of side event (e.g., Cocktail versus Roundtable versus Breakfast).
  • You have flexibility in the types of custom fields you create, including text, text areas, dropdowns, multiple choice, checkboxes, and numbers.

Frequently Asked Questions

Q: Can I charge participants for attending a side event? A: Currently, we do not support paid side events as part of this feature. If you require paid registration, you must enable and use the external registration flow to link to a third-party payment provider.

Q: What happens if a sponsor submits changes to a side event that is already live? A: If a sponsor makes changes (e.g., to the title or description), the side event status will show that it has pending revisions. These changes will not go live until you, as the event organizer, review and approve them within the admin interface.

Q: Is it possible for participants to view side events on the event website? A: Yes. If you enable the public side event widget setting, an organizer can embed an overview of all public side events onto their website.

Q: Why would I choose not to use external registration links? A: Using external registration links carries several downsides: you will not know who is attending the side event, you have less control, and it creates a more disjointed participant experience requiring people to re-enter their details.