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VIP activities, private program items and other semi-secret things that happen on the sidelines of your event

Often times, event organizers need to hold special events (or special schedule items) that happen during their main event but that are reserved for special groups of people. I’ve often seen this at conferences where there’s the main track for all attendees, and then there are special parties or gatherings that are sponsored by certain suppliers, to which you need to be invited.

There are also times where an organizer needs to get small groups of people together or organize one-on-one meetings so that people can be scheduled to meet ahead of time. People need to know what’s on their schedule, and who they’ll meet, but it’s not the business of any other attendee to know about these private meetings.

For these situations, Grenadine offers organizers the ability to insert “private items” in an event’s schedule.

What’s a private program item?

A private program item is something that happens at your event but is not visible to the general public. As an event planner, you can schedule, plan and describe the private item, but you don’t want everyone to see what it’s about, or even when and where it takes place. You can use private items this for things such as staff meetings, one-on-one meetings, VIP parties, special showings, etc.

When you have a private item, only those people who have been assigned to the item can see it on their schedule. It works similarly to speaker person bookings, except that attendees will see private events highlighted in blue:

 

 

Assigning someone to a private event

How can a person be assigned to a private item? They can be assigned in one of 3 ways:

  • You assigned them yourself
  • They registered for the item, through a private registration link that you sent them
  • Then bought a ticket for it, through a ticket that you set up for this purpose

However a person gets assigned to a private event, they will see the assignment in their personal schedule once they are assigned. They’ll also see where the event takes place, and who are the other participants in the event.

If you use the Grenadine mail merge tool to send a person their schedule link, they’ll also see any private event on which they are booked within their schedule listing.