Event Settings

What is an Event Date

An ‘Event Date’ is a period of time in which you are wanting to schedule sessions. Generally you will configure one ‘date’ for each day of your event. For example for a typical event you might have

  • Tuesday 10:00 -> 17:00
  • Wednesday 09:00 -> 17:00
  • Thursday 10:00 -> 16:00

Then when you are scheduling sessions you will be presented with a calendar for each of these days.

How do I edit my event's name?

There are two ways to edit the event’s name:

  1. Go to the list of events on the Team Home Page. Click on the pencil icon at the end of the relevant event’s row. Edit the event’s name.
  2. Go to the Event Home Page. Click on the grey pencil button next to the event’s name at the top of the page. Edit the event’s name.

How do I set the time zone for my event?

  1. Go to the Event Home Page, below the event’s dates is a ‘Timezone’ section. If, next to ‘Timezone’ it says ‘Use browser local time’, no timezone is set.
  2. Click the pencil icon to the right to bring up a drop-down menu box
  3. Click on the drop-down menu box
  4. Search for a location that is in the same timezone as your event (e.g. ‘Europe/London’) and choose it.

How do I set the language for my event?

The administrative interface of Lineup Ninja is only available in English. As an event planner, you can write all of the questions for your submitters in another language, and you can translate certain terms in the web app into your own language.

How do I add new dates to my event?

To add a new date navigate to Event Settings and click the button. If you are just starting with your event the change will be saved immediately. If you are adding the date after you have added speakers, locations or Calls For Papers we will ask you how you would like to update the existing content.

You will be presented with the ‘Event Date Wizard’ to guide you through options that are available to you.

If you have a Call For Papers and have asked an ‘availability’ question we will ask you if you want to show the new date to submitters so they can choose it. If you change your mind after making the change you can navigate into the CFP and edit the question to toggle the visibility of the new date.

For your speakers and locations we will ask you how you would like to mark their availability. You can choose to simply mark them entirely available or unavailable for the new date, or you can copy their availability from an existing date. For example if you have configured breaks in your agenda by marking locations unavailable for short periods then you can copy this availability to a new date, saving you the effort of configuring it again.

How do I change the dates of my event?

To change a date navigate to Event Settings and click the next to the date you are changing. If you are just starting with your event then the change will be saved immediately. If you are making the change after you have added speakers, locations or Calls For Papers we will ask you how you would like to update the existing content to reflect the change in date.

You will be presented with the ‘Event Date Wizard’ to guide you through options that are available to you. The exact screens you will see vary depending on the type of change you a making and what content you already have.

There a few types of changes you could be making:

Changing to a new date

When changing the date you can choose what you would like to do with scheduled sessions. You can either move them to be scheduled at the same time on the new date, or unschedule them entirely.

For speakers you can choose whether their existing availability for the date should be copied to the new date, or you can just mark the speaker as available or unavailable for the new date. If you have asked the ‘availability’ question on a CFP, then their answer will also be updated to reflect this change.

Similarly for locations you can choose whether the existing availability for the location should be copied forward to the new date or you can mark the locations as available or unavailable. If you have configured breaks in your agenda by marking locations unavailable then you probably want to choose to use the existing availability.

Changing the start time

If you change the start time of a day you can choose whether you want to move scheduled sessions, speaker and location availability to reflect the new start time, or whether you want to keep the existing times.

For example if you have a day starting 09:00 and change it to 10:00 you can move scheduled sessions forward by one hour, or alternatively keep the current time and unschedule any sessions taking place between 09:00 and 10:00.

Similarly you can choose whether you want to move the availability of speakers and breaks in the availability of locations forward by one hour or keep the current times.

Making the day longer

If the new day is longer then we expand the current availability (or unavailability) of speakers and locations into the new time.

Making the day shorter

If the new day is shorter than the existing day then sessions that no longer fit in the available time will be unscheduled as there is nowhere for them to fit in the new day. To avoid this you can manually reschedule sessions on the planner board so they they all fit within the duration of the new day before making the change.

For example if you are changing the day from 09:00 -> 17:00 to 10:00 -> 16:00 then the new day is two hours shorter.

If you have chosen to move scheduled sessions forward by 60 minutes then sessions that were scheduled 09:00 -> 15:00 will now be scheduled 10:00 -> 16:00. Sessions that were scheduled 15:00 -> 17:00 will be unscheduled.

If you have chosen to keep the current scheduled time then sessions between 09:00 -> 10:00 and 16:00 -> 17:00 will become unscheduled.