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Program Items

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The Program Items module is one of the core conference planning modules in the Grenadine Event Planning system. Program items represent all “items” that are scheduled at your conference, such as presentations, panels, interviews, talks, workshops, parties, games, screenings, etc. In the Program Items module, planners enter each program item and specify details for those items.

Program items may have the following characteristics:

  • An item title and a short title
  • A full description for display in the event mobile apps and printed programs
  • The room and venue where the item will take place
  • The start time and duration
  • Private notes for use by the conference organizing staff
  • Notes to share with the people participating on the item
  • The format of the item, such as presentation, panel, party, etc.
  • The room setup that is required for that item, for example “theater style room” or “large round tables”
  • Whether the item should be printed in the program or not (you can set some items private for things such as staff meetings)
  • The minimum number of participants (presenters) required for that item, and the maximum permissible
  • The estimated audience size, for assisting in room planning
  • The card size to display in the event mobile apps (events can use larger or more colorful cards to promote or otherwise emphasize certain events or presentations)

Once all items details have been specified, organizers can then list special requirements and extra information for each item. These can include:

  • What equipment are required for the item, such as a projector, speakers, and microphones, internet access, laptops, whiteboards, flip charts, etc.
  • What “tags” or keywords relate to that item (to assist users in searching and classifying items)
  • Any images that will be used and displayed in the item cards in the event mobile apps. Such images can include the logo of a speaker’s employer, for example, or a headshot of the main speaker.

The Grenadine Event Planner will use these requirements to assist organizers later on in making sure that all required equipment are planned for and provided at the proper time and place.

Tracks and themes

To assist users in finding program items that interest them, you can use “tracks” or “themes” and tag each program item with one or more track or theme. Tracks are color-coded and filterable so that your guests can see things that interest them. They are especially useful for large events where sheer program size makes finding one’s way around interest areas can be difficult.

Limited-availability events

Sometimes during your event, some items have limited availability or special considerations for the total number of guests that you can accept. And sometimes you simply want to gather registration lists to know who attended what. For those items, Grenadine Event Planner allows you to specify, for any event in your calendar:

  • If the event is limited capacity (and therefore requires registration) or not
  • What is the maximum capacity (number of people) that you accept for this event
  • If you will also accept a wait-list or not, and in the case where you do, what is the maximum number of people that you are willing to accept on the wait list

For all limited-availability items, attendees can sign-up to attend on the Grenadine mobile apps, through the Grenadine Instant Event Website, or can be signed up by you through the planner. All registrations and de-registrations, as well as wait-list sign-ups, are confirmed to each attendee by email and added to their personal schedule.

Sub-items

Some academic and research-oriented events have special presentations where multiple speakers each take turns presenting their subject matter, and then join the audience and continue to attend while other presenters take their turn. These program items are sometimes called “seminars” or “sessions”. 

Grenadine Event Planner addresses scheduling requirements similar to these by letting you designate “parent” and “child” program items. A child program item has a specific speaker and time, but happens within the same global time and room of the parent item. 

Poster sessions

Poster sessions usually are presented in larger rooms where multiple speakers each have their stand and “poster” with which they can present their subject matter to attendees wandering in the room. 

Grenadine also addresses poster session scheduling requirements by using the parent-child scheduling facility discussed above.