Sessions and Activities

Organize complex events with sessions and activities to create multi-track schedules and track attendance at granular levels.

Understanding Sessions and Activities

Sessions

Sessions are time-blocked segments of your event. Use sessions for:

• Multi-day events (Day 1, Day 2, etc.)
• Time blocks (Morning Session, Afternoon Session)
• Parallel tracks (Track A, Track B)

Activities

Activities are specific items within sessions. Use activities for:

• Individual workshops or presentations
• Hands-on exercises
• Breakout discussions
• Networking segments

Hierarchy

Event
├── Session 1 (e.g., "Day 1 - Morning")
│   ├── Activity 1 (e.g., "Opening Keynote")
│   ├── Activity 2 (e.g., "Workshop A")
│   └── Activity 3 (e.g., "Workshop B")
├── Session 2 (e.g., "Day 1 - Afternoon")
│   ├── Activity 4 (e.g., "Panel Discussion")
│   └── Activity 5 (e.g., "Networking")
└── Session 3 (e.g., "Day 2")
    └── Activity 6 (e.g., "Closing Ceremony")

Creating Sessions

Add a Session

1. Go to your event dashboard
2. Click Sessions in the sidebar
3. Click Add Session
4. Fill in the session details

Session Properties

Session Example

For a two-day conference:

Creating Activities

Add an Activity

1. Go to the Sessions section
2. Select the session to add activities to
3. Click Add Activity
4. Fill in the activity details

Activity Properties

Activity Example

Within "Day 1 - Morning" session:

Participant Registration for Sessions

Registered participants reserve seats themselves in the attendee app: Agenda > Sessions > Reserve a seat. Only active sessions that haven't ended are listed.

A participant can cancel a reservation, which frees the seat. Reservations are optional: crew can still check anyone in to a session. You see each participant's sessions in Participants, and the crew see them in the guest's details in the crew app.

Session and Activity Check-In

Multi-Level Attendance

Track attendance at different levels:

How It Works

1. Event Check-In - Participant arrives and checks in to the event
2. Session Check-In - Each session can have its own check-in
3. Activity Check-In - Track participation in individual activities

Enable Session/Activity Check-In

1. Go to Event Settings
2. Under Check-In Settings, enable:
   • Session Check-In
   • Activity Check-In

On event day, crew scan people into sessions and activities from the GatherHub app: Sessions, pick the session, and scan. A room counter shows how full the room is.

Managing Sessions

Edit Sessions

1. Go to Sessions
2. Click on the session to edit
3. Modify details and save

Reorder Sessions

Drag and drop sessions to reorder them in the event schedule.

Delete Sessions

Managing Activities

Assign Speakers

Link activities to speakers from your speaker library:

1. Edit the activity
2. Select a speaker from the dropdown
3. Speaker details will appear on the event schedule

Set Capacity Limits

Limit participation in popular activities:

1. Set the capacity for the activity
2. Participants can register until capacity is reached
3. Additional registrations are waitlisted or blocked

Viewing the Schedule

Participant View

Participants see their schedule in:

• Registration confirmation email
• The Agenda tab of the GatherHub app
• Event day check-in

Organizer View

Organizers can view:

• Full event schedule grid
• Session attendance counts
• Activity registration lists

Reports

Session Reports

Export session-level data:

Activity Reports

Export activity-level data:

Best Practices

Session Design

• Keep session times consistent (e.g., 90-minute blocks)
• Allow buffer time between sessions for breaks
• Consider meal times in your schedule

Activity Planning

• Don't overload sessions with too many activities
• Balance popular activities across time slots
• Prepare backup plans for speaker no-shows

Capacity Management

• Set realistic capacity based on venue limits
• Monitor registration numbers before the event
• Have overflow plans for popular sessions

Use Cases

Conference with Tracks

Morning Session
├── Track A: Technical Workshop
├── Track B: Business Strategy
└── Track C: Networking

Afternoon Session
├── Track A: Advanced Technical
├── Track B: Leadership
└── Track C: Panel Discussion

Training Program

Day 1
├── Introduction (all participants)
├── Module 1: Basics
└── Module 2: Intermediate

Day 2
├── Module 3: Advanced
├── Practical Exercise
└── Assessment

Workshop Series

Session 1: Week 1
├── Theory Introduction
└── Hands-on Practice

Session 2: Week 2
├── Review
└── Project Work

Session 3: Week 3
├── Presentations
└── Certification

Next Steps

• Track attendance at session and activity levels
• Generate certificates based on session attendance
• Set up speakers to assign to activities