Create Conferences

Creating Conferences and Day Conferences

Preseria lets you create two types of events; "Conferences" and "Day Conferences". They have the same features except that a "Day Conference" is limited to one day and one location (room). Use "Day Conferences" if you just want to manage the presentations for a single-day, single-room seminar, meeting or other small event.

Info

A Day Conference is also suitable if you want to create a "breakout session" - a relatively short session where a small group of attendees, drawn from a large conference, discusses specific subjects or aspects of the broad theme of the main gathering. Also called a breakout meeting.

To create a new event (Day Conference or Conference), select your event type in the left menu, then click "New (Day) Conference" and enter the following details:

  • Title: The title of your Conference, Congress, Seminar or Meeting.
  • Location: The hotel or venue of your event (or room, if Day Conference).
  • Timezone: The timezone where your event takes place.
  • Start Date: The starting date of your event (or event date, if Day Conference).
  • End Date: The end date of your multi-day conference (not applicable to Day Conference).
  • Start Time: Start time of event (only applicable for Day Conferences).
  • End Time: End time of event (only applicable for Day Conferences).

Creating Conference Sessions

Info

A "Session" in Preseria is an chronologially ordered collection of presentations. A Session has a start time and an end time and is limited to a specific room/location and a specific day. In essence, a "Day Conference" is a Session without a parent conference.

Once you've created your Conference, you'll have to set up its Sessions. To do so, you must open the Conference you just created and then click the "Add Session" button. You'll then be asked to enter the following details:

  • Title: The title of Session.
  • Location: The room where this session takes place.
  • Date: The date of the session.
  • Start Time: Start time of the session.
  • End Time: End time of the session

You may choose to create the Sessions in Preseria just as they appear in your published conference programme / agenda, or, if you feel it simplifies your setup, you may combine all the Sessions taking place in one room, during one day, into one big Session representing the whole track for that day. If you choose the latter, you can use the "Add Break" feature to split up the groups of presentations. For example:

  • Conference Agenda:
    • "Session A1" (08:00 AM - 10:00 AM)
    • "Session A2" (10:15 AM - 12:15 PM)
    • "Session A3" (02:00 PM - 04:00 PM)
  • Preseria:
    • "Session A1 - A3" (08:00 AM - 04:00 PM)

Keep in mind that the Session Title ("Session A1 - A3" in the example above) will be visible to the presenters when they log in to upload their files.

Tip

If you are in doubt on how to best set up your conference in Preseria, don't hesitate to contact us and we'll happily provide you some advice, based on your event type and the conference programme / agenda.

CSV Import to Mass Create Sessions

Preseria supports mass creating Sessions and Presentations by importing a correctly formatted CSV file containing the Session and Presentation details. We support three different kinds of imports:

Note that the CSV import will not send any emails to presenters. Once the import is complete, you should check the Sessions in Preseria to makes sure it corresponds with your conference schedule and then use the "Send Email" button in the conference overview to send the initial email invitation to presenters. You may also send emails to one session at a time by using the "Send Email" button inside a Session. The "Email Log" button on each Presentation slot will show which emails have been sent to that particular presenter. Also, the grey colored person-icon on a Presentation slot indicate that this presenter have just been imported, and not received his/her first email yet.

  1. Standard Import: Sessions, Presentations, Presenters (including their first & last names)
  2. Standard Import without names: Sessions, Presentations, Presenters (first & last names must be entered by the presenter during registration)
  3. Session-only Import: Sessions (just the conference grid/agenda is created. Presenters must be added manually)

Info

CSV files (.csv) are just plain text files where each line (row) represents one set of data, separated by commas. CSV files can be opened in spreadsheet programs like Microsoft Excel, and Excel files (.xlsx) can be saved as .csv files. This means that if you have the conference agenda and its presenters in an Excel spreadsheet, converting it to a CSV file that Preseria can read shouldn't be too difficult or time consuming.

CSV formatting rules

The times and dates used in the imports needs to be formatted in a special way or else the CSV file will be rejected:

  • A column header row should not be included in the CSV.
  • Dates must be represented in YYYY-MM-DD format where Y = year, M = month and D = day. Ex: 2020-01-31 (not 2020-31-01)
  • Times must be in 24-hour format; HH:MM. Ex: 13:30 (not 01:00 PM)
  • Single-digit hours must contain a leading zero. Ex 09:00 (not 9:00)
  • The Session part of a row must be repeated in the Standard Imports. See below for examples.
  • Titles (Session title, Presentation titles, names) containing commas must be quoted. Ex: "Apples, Oranges and Grapes"
  • The order of rows/lines matters. The Session Start Time along with the Presentation Duration and the row order determines the starting time of a presentation slot. In the CSV file, order the presenters of a Session chronologically from top to bottom.

Hint

Most spreadsheet software, like Microsoft Excel, will automatically quote text in cells that contain commas. The quickest way to create a Preseria compatible CSV is often to start in Excel with a plain .xlsx, then save as CSV and finally open in a text editor where you perform a "Search & Replace All" to fix stuff like wrongly formatted dates.

Standard Import

The standard import creates Sessions, inserts presentation slots (with titles) and assigns presenters (with their full names) to those slots.

Each line/row of the CSV must contain the following "columns" (comma separated values):

  1. Session Title - The title of the session (max 255 characters).
  2. Session Location - The location / room of the session (max 100 characters)
  3. Session Date - The date of the session in YYYY-MM-DD (2020-11-30).
  4. Session Start Time - The scheduled starting time of the session in HH:MM (09:30).
  5. Session End Time - The scheduled ending time of the session in HH:MM (14:30).
  6. Presenter Email Address - The email address of the presenter. Case insensitive.
  7. Presenter First Name - The first (and middle) name of the presenter (max 50 characters).
  8. Presenter Last Name - The last name of the presenter (max 50 characters).
  9. Presentation Title - The title of the presentation (max 255 characters).
  10. Presentation Duration - The duration of the presentation in minutes.

The table below illustrates a Standard Import for a Conference having one plenary session, two parallell sessions and eight presenters. Below it is the CSV as it appears in a text editor. Note that breaks inside a Session can be added by replacing the "Presenter Email Address" with BREAK. All the following comma separated values on that row, except "Presentation Duration", will be ignored when using the BREAK keyword.

Note

Notice the repition of data in the example below. This is necessary for our import algorithm to correctly add presentation slots in their correct order and inside the correct sessions. Also notice the order the presenters appear. In this example Sofia will be the first presenter of the "A1 : Technology uncertainty" session. Her talk will last from the session's start time (14:00) until the end of her presentation's duration (14:00 + 20 minutes = 14:20). Kenneth, the second presenter, will in turn present from 14:20 to 14:40.

Example CSV in a table:

Session Title Session Location Session Date Session Start Time Session End Time Presenter Email Address Presenter First Name Presenter Last Name Presentation Title Presentation Duration
Opening Plenary Hall F1 2020-06-30 08:00 12:00 dag@preseria.com Dag Lerdal Welcome! 30
Opening Plenary Hall F1 2020-06-30 08:00 12:00 eric@preseria.com Eric Johansen Keynote 1: The current state of CCS 45
Opening Plenary Hall F1 2020-06-30 08:00 12:00 BREAK 15
Opening Plenary Hall F1 2020-06-30 08:00 12:00 john@preseria.com John Cena Keynote 2: The future of CCS 45
A1 : Technology uncertainty Room 211 2020-06-30 14:00 16:30 sofia@preseria.com Sofia Vergera CCS Positive impacts 20
A1 : Technology uncertainty Room 211 2020-06-30 14:00 16:30 kenneth@preseria.com Kenneth Jacobsen Calcium looping 20
B1 : Hydrogen production Room 100 2020-06-30 14:00 16:30 jack@preseria.com Jack Black Intergraded CO2 Capture 20
B1 : Hydrogen production Room 100 2020-06-30 14:00 16:30 steven@preseria.com Steven Gerrard The way forward 20

Example CSV as it appears in a text-editor:

Opening Plenary,Hall F1,2020-06-30,08:00,12:00,dag@preseria.com,Dag,Lerdal,Welcome!,30
Opening Plenary,Hall F1,2020-06-30,08:00,12:00,eric@preseria.com,Eric,Johansen,Keynote 1: The current state of CCS,45
Opening Plenary,Hall F1,2020-06-30,08:00,12:00,BREAK,,,,15
Opening Plenary,Hall F1,2020-06-30,08:00,12:00,john@preseria.com,John,Cena,Keynote 2: The future of CCS,45
A1 : Technology uncertainty,Room 211,2020-06-30,14:00,16:30,sofia@preseria.com,Sofia,Vergera,CCS Positive impacts,20
A1 : Technology uncertainty,Room 211,2020-06-30,14:00,16:30,kenneth@preseria.com,Kenneth,Jacobsen,Calcium looping,20
B1 : Hydrogen production,Room 100,2020-06-30,14:00,16:30,jack@preseria.com,Jack,Black,Intergraded CO2 Capture,20
B1 : Hydrogen production,Room 100,2020-06-30,14:00,16:30,steven@preseria.com,Steven,Gerrard,The way forward,20

Download Standard Import Example CSV

📄 Download example CSV file

Standard Import without names

Standard Import without names is exactly like the Standard Import except you skip the Presenter First Name and Presenter Last Name values. In this case the Presenters will be asked to input their First Name and Last Name during account registration.

CSV Example of Standard Import without names:

Opening Plenary,Hall F1,2020-06-30,08:00,12:00,dag@preseria.com,Welcome!,30
Opening Plenary,Hall F1,2020-06-30,08:00,12:00,eric@preseria.com,Keynote 1: The current state of CCS,45
Opening Plenary,Hall F1,2020-06-30,08:00,12:00,BREAK,,,,15
Opening Plenary,Hall F1,2020-06-30,08:00,12:00,john@preseria.com,Keynote 2: The future of CCS,45
A1 : Technology uncertainty,Room 211,2020-06-30,14:00,16:30,sofia@preseria.com,CCS Positive impacts,20
A1 : Technology uncertainty,Room 211,2020-06-30,14:00,16:30,kenneth@preseria.com,Calcium looping,20
B1 : Hydrogen production,Room 100,2020-06-30,14:00,16:30,jack@preseria.com,Intergraded CO2 Capture,20
B1 : Hydrogen production,Room 100,2020-06-30,14:00,16:30,steven@preseria.com,The way forward,20

Session-only Import

The Session-only Import will only create the conference's Sessions without adding any Presentation slots. Use this import if you only want to automatically generate the conference grid/agenda. All Sessions will be empty and you'll manually have to add Presenters using the web interface.

Required columns:

  1. Session Title - The title of the session (max 255 characters).
  2. Session Location - The location / room of the session (max 100 characters)
  3. Session Date - The date of the session in YYYY-MM-DD (2020-11-30).
  4. Session Start Time - The scheduled starting time of the session in HH:MM (09:30).
  5. Session End Time - The scheduled ending time of the session in HH:MM (14:30).

CSV Example of Session-only Import:

Opening Plenary,Hall F1,2020-06-30,08:00,12:00
A1 : Technology uncertainty,Room 211,2020-06-30,14:00,16:30
B1 : Hydrogen production,Room 100,2020-06-30,14:00,16:30