Steps to Create an Event Session| EVA Event Tech Hub

Creating a New Session

Session

A Session represents an individual item in your event itinerary, such as keynotes, lunches, workshops, award nights, etc. 

Each session carries its own time, capacity, optional pricing, speakers, sponsors, and visibility rules. 

 1. Creating a Session 

 1.1 Navigate to the Session module and open the Agenda dropdown. 

1.2 Click on the Session. 

  
1.3 Tap Create to continue with the process. 

A close up of a computer screen AI-generated content may be incorrect.

A. Session Details 

2. Basic Details

Fill in the basic information about the session. 

 2.1 Title: Name of the session (max. 80 characters).  

2.2 Code: Unique session identifier, and it must differ for every session across multi-day events.  

 2.3 Category: Choose a session category (example: Workshop, Panel, Training, Networking).  

 2.4 Location: Venue/room/virtual link where the session will take place.  

 3. Session Date & Time: 

3.1 Enter the Start and End Date & Time to define the session duration. 

 4. Event Type

4.1 Type: Select whether the session is Live/Virtual/Hybrid.  

 

 5. Define availability and cost. 

5.1 Capacity: Maximum number of attendees allowed.  Capacity

 5.2 Price Type: Free or Paid session. 

 5.3 If pricing applies, specify the amount in the event’s currency. 

 6. Status Controls 

6.1 Manage session availability. 

Is Active: Enable/disable session visibility without deleting it.  

 6.2 Waitlist Allowed: Lets attendees join waiting list when seats run out.  

  • Max Waitlist Available Quantity: Specify the total number of waitlist slots available. 

  • Waitlist Purchased Quantity: Enter the number of waitlist slots that can be purchased, if applicable. 

 Note: If capacity fills, EVA automatically enables a waitlist (when enabled. 

  
7. Add Session Group 

7.1 Click Add Session Group. 

 7.2 Enter the Name in the Title field. 

Create Session Group Title Cancel Save Group

 7.3 Select Save Group. 

The Session Group will now appear in the Group section. 

Group A X

Important: Do not delete sessions with registrations. Instead, deactivate them to retain attendee history. 

 
7.4 Session Type 

Choose whether the session is: 

  1. Included: Auto-assigned to all eligible attendees 

  1. Optional: Users may choose to add it manually 

Session Type Included O Optional

 7.5 Session Description 

Provide a short overview of what the session covers. 



7.6 Speakers 

     I. Press Add  

     II. Add session speakers by entering: 

  • First Name 

  • Last Name 

  • Email 

  • Speaker Type 

  • Photo 

 Multiple speakers can be added to a single session. 

7.7 Tags 

Assign session tags. 

Tags are used for: 

  • Smart recommendations in Matchmaking 

  • Personalized attendee session discovery 


InfoIf an attendee selects an interest that matches the tag, EVA suggests relevant sessions automatically. 

  
7.8 Sponsors 

Add sponsors linked to the session. 

Required details: 

  • Sponsor Name 

  • Sponsor Logo 

  • Sponsor Website URL 

Create Sponsor Sponsord By Name Sponsor Logo URL Sponsor Website URL Cancel Save


NotesNote: Useful when sponsors support a specific workshop, activity, or lunch. 


 7.9 Ticket Visibility 

Choose which ticket types can access this session. 

-- None -- Available for all users Available via Path Available for all users

 B. Advance Settings 

If the session details need to be displayed on the front end, the status must be set to Active.  

To keep the information hidden, the Inactive option should be selected instead. 

Details Advance Settings Additonal Information Type Yes V Active Category No Inactive Tags Yes V Active Location

Final Step 


Click Save to publish your session.