Fill Every Room With the Right Delegates and Get Them Talking

Turn Your Agenda Into Sessions Delegates Can Pick

Every talk and workshop on your agenda that delegates cannot pick yet waits in Sessions, ready to open. Its title, time and room come straight from the agenda, so you add only how many people the room holds, a track such as Design or Leadership, and a description delegates read before they choose.

Open a session for picking now, or prepare it and open it when your programme is final. Group sessions by kind and track the way your printed programme does, so a delegate looking for every leadership workshop finds them together. Add sessions that are not on your agenda too, such as a sponsor's breakfast briefing.

Turn on a waiting list for the sessions you expect to fill. When someone drops a session, the next person on the list receives an email to take the place, so a popular workshop stays full without your team chasing people.

• From your agenda: title, time and room already filled in
• Kinds and tracks: talks and workshops grouped the way your programme is
• Waiting list: the next person is emailed when a place comes back

• Let ticket holders pick the conference sessions they attend

Give Every Delegate Their Own Agenda

Delegates find Your sessions on the order page they already have, with each session's day, time, room and the places left. They pick, drop or join a waiting list, and one button adds every pick to their own calendar. A buyer who booked for colleagues picks for each of them.

A session that clashes with one a delegate already picked says which, before they tap, so nobody holds two places at the same hour and leaves a seat empty. There is no app to download and no second account to create, because the agenda lives on the order delegates received when they bought.

Your team sees each delegate's picks too. Look up any ticket holder, see the sessions they chose and add them to another, which suits a speaker's guest or a sponsor who needs a seat in a full room.

• Pick and drop: on the order page delegates already have
• Clash warnings: before two picks overlap
• Their calendar: every pick added in one step
• Add to a session: your team places a delegate by hand

Change a Session Without Breaking Anyone's Plans

Once delegates have picked a session, its time and places stay as they are, so nobody loses a place or finds a clash they never chose. You can still change the title, room, track and description, which covers the speaker swaps and room moves that happen in the last week.

When a talk moves on your agenda, its session says Agenda time changed, so your team sees the difference and never works from two different times. Ask Fai to make a session from an agenda item or open one for picking, and she shows you the session before she saves it.

• Picks protected: time and places held once delegates have picked
• Everything else changeable: title, room, track and description
• Agenda time changed: flagged when the talk moves on your agenda

Let Only the People Who Picked a Session Through Its Door

Your door team scans each ticket at the room door. The door says Let them in, Already in with the time they first came in, or Not for this session with the reason in plain words: they did not pick it, the room is full, the door is not open yet, the session has ended, or another ticket on the same account already used the place.

The door shows how many people are inside, how many picked the session and how many places the room has, so your room never goes over its numbers and your door team never has to count heads. Two doors scanning the same ticket at the same moment let it in once.

• Session door: admits the delegates who picked it
• Plain reasons: every turn-away explained in plain words
• Inside, picked and places: the room's numbers at a glance

• Scan delegates into event sessions at the door and see who came

Put a Volunteer on Every Room Door

Share a door link for each session, and a volunteer scans tickets from their own phone with no dashboard login. The door page shows each person's first name and ticket type so the volunteer can greet them, and never an email address or an order.

Each link opens one session's door and nothing else, and you stop it when the session is over. Ask Fai to make a door link for a session, and she shows it to you before she makes it.

• Session door link: one session, one phone, no sign-in
• Only what the door needs: first name and ticket type
• Fai: makes a door link after your yes

• Let event staff work a desk from their phone with a desk link

Plan Next Year From the Sessions People Attended

Attendance shows, for every session, how many delegates picked it, came in, did not come and were turned away, with the most and least popular sessions at the top. Size next year's rooms from it, repeat the workshops that filled and rethink the ones that did not.

No-shows are the figure most organisers never see. A session where many delegates picked a place and never came tells you to overbook it next time or move it away from lunch, and a session that turned people away at the door tells you it needs a bigger room.

• Attendance: picked, came in, did not come and turned away
• Most and least popular: your strongest and weakest sessions first
• No-shows: delegates who picked a place and never came

Help Delegates Meet the People They Came For

Switch on the attendee directory and ticket holders see Meet other attendees on their order page. Each delegate chooses what others see, from job title and company to their interests and who they would like to meet, and only delegates who joined see each other. People who share an interest, such as ticketing or sustainability, are suggested to each other.

Add your meeting places, such as the meeting lounge on level 2, with how many meetings each holds at once, then add blocks of meeting times for each day. Delegates ask each other to meet at a choice of your times, the person asked accepts one, and each booked meeting gets a free table. Nobody, and no table, is booked twice at the same time, and every request, answer and change reaches the other person by email. Exhibitors switch on meeting bookings from their own exhibitor page, add what they offer and their own times, your meeting times, or both. Ticket holders find them in Exhibitors on their order page and book, the exhibitor's team accepts or declines each booking, and you see every exhibitor meeting beside the others in Meetings.

A delegate unsure what to say to a stranger asks Fai for a first message. She drafts a short note in their language from what both people chose to show, and the delegate edits it and sends it themselves. Fai never sends a meeting request on anyone's behalf.

• Attendee directory: delegates join it and choose what shows
• Meetings at your tables: booked at the times you set, never double-booked
• Shared interests: the right people suggested to each other
• A first message: drafted by Fai and sent by the delegate

• Send Every Exhibitor and Sponsor Home With Results They Can See

Give Every Session a Live Q&A and Polls

Add a Q&A for a keynote or panel, linked to its session on your agenda, and show its QR code on the projector. Delegates scan it with their phone camera to ask questions, vote for the ones they want answered and answer polls, with no app and no sign-in.

Choose whether questions show at once or after a moderator approves them, allow anonymous questions when you want honest ones, and decide whether delegates see poll results after they vote. Your moderator shows, marks answered, hides or puts back each question.

The presenter view puts the top questions in large type with the open poll beside them, so your speaker reads the room at a glance. New questions arrive within seconds, and closing a Q&A keeps every question for afterwards, ready to open again.

• QR code and link: shown in the room, with no sign-in
• Moderation: show, mark answered, hide or put back each question
• Polls: with results for the room or for you alone
• Presenter view: the top questions in large type