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Event manager

Setting Up Speaker Profiles and Sessions

This article will show you how to set up speakers and sessions in an event.

Setting up a small event manually

If you are new to talque and plan a simple event with a limited number of sessions we recommend you to set up speakers and sessions directly in talque.

Add speakers under Admin > Speakers by clicking on the [+ Add] button create your first speaker contact. You need to enter at least the name and email of the speaker, but can fill in all the information at hand.

Then go Admin > Schedule and by clicking on the [+Add] button create your first session. Add at least the title of the session and preferably also the date and time. In the session profile go to Basic Details > Speakers and add the speaker created above (by starting to type the speaker’s name and selecting the speaker from the list that appears).

That’s it! Now you can start involving speakers to contribute content by sending out speaker form emails.

Managing large events by file upload

For larger event we recommend you to upload the speaker and session data from Excel (or .csv) files. The section 'Upload data format' below provides a detailed information of the file format.

Get the templates

Download the Excel speaker template and the session template. The csv templates can be found here.

You can start right away by entering your speakers and sessions into the Excel template. Please don’t add, delete or change any columns in the template, otherwise the file won’t upload later.

Rooms and Formats

Before uploading the files take some time to plan the Rooms and Formats for your event. After uploading the data it is much more difficult to modify it.

Rooms in on-site events will be the something like the ‘Plenary’ and several workshop rooms, e.g. (Room 1, 1st floor). In virtual events you can use rooms to structure your event. If you switch between a live stream for all participants and 2 tracks for parallel workshops you could create rooms Plenary, Workshop 1 and Workshop 2.

You can use rooms to limit the number of participants in a session.

Common formats include Plenary, Roundtable, Workshop, Networking Session, Open Space, Speed Dating.

Create the necessary rooms in Admin > Rooms and Formats. Then add them in the columns Rooms and Formats in the sessions Excel file.

Uploading the data

First upload the speaker list in Admin > Speakers > [Upload CSV] (it accepts both XLSX and CSV files).

Then upload the session list in Admin > Schedule > [Upload CSV]

Tip: If you want to test the upload feature beforehand, do it with small number of speakers and sessions. You cannot update session data later by uploading an updated file. You can only add new sessions. You can only delete speakers and sessions one by one.

More Session Options

Moderators

Moderators are set up by adding them to the speaker list just like speakers. Then open a session profile and add the moderator in Basic Details > Moderators or in the corresponding csv.

Partner Sessions

You can link sessions to partner profiles. Open a session profile, go to Basic Details > Associated partner and choose the partner from the dropdown list.

If you link a session to a partner profile, the schedule overview will not include the speaker image but the partner logo.

Upload data format

Language (speakers column 4) The language of the speaker profile. Can be any of your event languages. You can leave this field blank.

If you want to specify a language, please use one of the following languages supported by talque as a IETF language tag: EN_US, DE_DE, ES_ES, FR_FR, PT_PT