Events with multiple date sessions

An event can have multiple date sessions that will be expressed in different ways depending on the particular event. This help doc will outline the three most common cases for events with multiple date sessions and how to address them when creating events in Corsizio.

Multiple Date Event Case 1

Multiple date sessions, independent of each other, as multiple events of the same kind.
This case applies when you offer the same event on a regular basis. Your audience can choose the date that suits them best from multiple date sessions offered or register to any of the different event dates whenever they like. Registration happens to each event individually.

Examples

  • Each week, you offer the same set of yoga classes.
  • Each month, you run the same first aid training workshop.
  • Each season, you provide the same leadership retreat.

Solution

To facilitate creating recurring events, such as multiple copies of the same or similar event quickly and easily, use the event cloning feature, which is explained in the Cloning single or bulk events help doc.

Note: Be sure to set up your initial event that you will clone carefully, taking into consideration all important fields and configurations, as there is no bulk edit option after events have been created.

Tip: You can use the transfer feature to easily transfer attendees between different events, especially ones that are the same. This is helpful if an attendee cannot make the date they originally signed up for and would like to be moved to the next available date of this event.

Multiple Date Event Case 2

Multiple date sessions, independent of each other, as a single event with open registration.
This case applies when you offer one event that consists of multiple date sessions, which can be attended independently of each other. Registration happens to the single event once as a whole, regardless of which sessions are attended. Registration can happen before the official first session or anytime up to the last session.

Example

  • You offer a summer arts and crafts club that runs for 2 months, every Saturday from 2 to 4 pm. Each Saturday session provides the opportunity to create a different project, and therefore attendees can choose which Saturday sessions they wish to attend, but they have to sign up to the event once as a whole.

Solution

To create this kind of event, include these steps as part of your event creation process:
  • In Step 1, indicate the start date to be the date of the first session (starting time), and the end date to be the date of the last session (ending time).
  • In Step 1, change the registration close date to stay open until the last session in the series or the time you choose.
  • In Step 1, create a breakdown of dates. This is for display purposes and will be shown to your audience on the event page and in the calendar view on the portal site.
  • In Step 3, as part of the event description, explain your event structure and outline all of the session dates and times for this ongoing event. You can use Markdown formatting to present this information in a visually appealing and organized way.

Note: Automatic email reminders and feedback requests only go out to attendees once for the whole event, based on the start and finish date, and not per any of the individual event sessions.

Tip: You can use the custom fields feature or add-on feature to collect information from attendees about which sessions they are most interested in attending. This will not register them for those specific sessions, as they are registering for the whole event, but it can help you gather information and know better how to plan and prepare for the event.

Multiple Date Event Case 3

Multiple date sessions, dependent on each other, as a single event with closed registration.

This case applies when you offer one event that consists of multiple date sessions, which depend on each other and must be attended in sequence. Registration happens to the single event once as a whole, before the start of the first session.

Here is an example:

  • You offer a yoga workshop that runs for 1 month, every Saturday from 5 to 8 pm. Each Saturday session builds upon the previous session, and therefore attendees must attend all sessions in order, from start to finish, and sign up to the event before the start of the first session.

Solution

To create this kind of event, include these steps as part of your event creation process:
  • In Step 1, indicate the start date to be the date of the first session (starting time), and the end date to be the date of the last session (ending time).
  • In Step 1, leave the default registration close date, which will close registrations when the event starts, or modify it to close even earlier if needed.
  • In Step 1, create a breakdown of dates. This is for display purposes and will be shown to your audience on the event page and in the calendar view on the portal site.
  • In Step 3, as part of the event description, explain your event structure and outline all of the session dates and times for this ongoing event. You can use Markdown formatting to present this information in a visually appealing and organized way.

Tip: If you need to take attendance for each non-consecutive date of your whole event, then it is recommended that you use the QR code feature via the Attendee Check-In Page. This way, each time the attendee arrives for one of your event's multiple sessions and their code is scanned, this gets added to their "Activity Log" in their registration panel on Corsizio, which you can refer to anytime to assess their overall attendance. Otherwise, you cannot take attendance for each specific date of a Case 2 or 3 multi-date event using Corsizio. In these cases, you would only be able to take attendance on the event as a whole. So only when the whole event finishes, then you would toggle each person's attended status on, as applicable. Refer to the help doc Taking attendance for more info about this.

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