How to Create a Multi-Session Conference, or Festival on Gathr

Simplify your conference or festival event setup with Gathr’s streamlined 4-step event creation process. 

1. Create Your Conference Event

From your Dashboard/Home view, you can easily create your next multi-session event. Select the purple Quick Actions button in the upper left sidebar menu, and choose “Create Film Festival” or "Create Conference/Festival." 

You can also create your multi-session event directly from your Events tab by selecting “Create Conference Event.”

 

2. Add Your Event Details

Set your multi-session event name, add a description, and upload a cover photo, which will be featured front and center on your Event Details page. 

Next, configure your location for your upcoming Event. If you are planning an in-person Event, simply input an address.

For virtual and hybrid Events, you can select from various livestream platforms, such as Zoom Meeting, Zoom Webinar, RTMPS, or you can input your own livestream link. 

Finally, set the start date & time and the end date & time for your conference or festival event. Remember that all your sessions must fall within this window, so plan accordingly when setting your start and end dates & times. 

 

3. Configure Ticketing

Now it’s time to set up your ticketing. 

• Create All-Access Passes

Start with your All-Access Passes. These are special multi-session tickets which grant entry to all sessions or only to selected sessions. For example, a screening pass at a film festival, granting access to all film screenings, a VIP pass at a conference, enabling purchasers to enter all sessions of a conference, or a single day pass, guaranteeing entry to all sessions on a given day of your Event. 

Be sure to name each All-Access ticket tier in a descriptive way, add a quantity, price, and a complete description so your audience knows exactly what they are purchasing. 

You can also offer free All-Access tickets. 

• Set Session Attendance Rules

You can customize access to sessions for your upcoming Event in multiple ways. Choose from these session attendance options:

• • Anyone can attend sessions

The public can visit your Event Details page, select individual sessions, and reserve/purchase their tickets to any number of single sessions; single session attendees are not required to purchase All-Access Passes to attend. 

At the same time, All-Access Pass purchasers receive a link with their ticket confirmation emails to their personalized Event agendas, where they can reserve seats for the sessions they want to attend (no charge).

If an All-Access Pass purchaser wishes to attend a session not included in their All-Access Pass, they must purchase a ticket to the single session(s) they wish to attend. 

When selecting this option, you’ll have to set a global session ticket price, which will be assigned to all your event sessions (you can come back and edit this price later). 

• • Attendees only

Only All-Access Pass holders can attend sessions. Set standalone session pricing, and require All-Access Pass holders to purchase additional tickets for each session in order to attend.  

• • No sales to individual sessions

Only All-Access Passes are available for purchase and only All-Access Pass holders may attend individual sessions. No single session ticket sales.

All-Access Pass purchasers receive a link with their ticket confirmation emails to their personalized Event agendas, where they can reserve seats for the sessions they want to attend (no charge).

Since this is your Event, you can streamline attendee check-in on the day of your Event by using the “Print All Badges” button in your Event Management dashboard under “Manage Attendees.” This way, you can easily print all badges out ahead of time, and simply hand them out as the attendees arrive. 

 

4. Set up Your Sessions

The last step is to set up your sessions. 

On this step, you’ll configure your individual sessions. 

You can also return to create more sessions later on your Event Management dashboard. 

Configure the following for each session:

• Title
• Description
• Start Date & Time
• Duration
• Ticket Price
• Cover Image
• Access - For each session, you can set access parameters. Choose from any of your All-Access Pass tiers, all your All-Access Pass tiers (Anyone), make the session open to anyone,  or restrict the session to No Sales. 

That’s it - you’ve successfully set up your multi-session event!.