Knowledge Base

Create a New Conference


Frequently Asked Questions

#1 How to Create a New Conference?

As a licensee of the X-CD system, creation of conferences is unlimited from the admin dashboard.

  1. Click Dashboard
  2. Click Add New Conference button on the left side menu
  3. Populate the Fields for:
    • Event Name - The full name of the event/conference
    • Event Short Name - an abbreviation/acronym for the event/conference
    • Conference Type - click the first field and select an option from the dropdown list of enter a new event type in the 2nd field e.g. Annual Meeting / Webinar / Virtual Conference
    • Event Website Template - If there is an existing template from a former conference, select it here; otherwise, set to Default
    • Event Start Date - The first day of the event in mm/dd/yyyy format
    • Event End Date - The last day of the event in mm/dd/yyyy format
    • Event Description - Provide full details of the event. This information will appear on the Event Site home page
    • Conference Website - The URL for the independent website, if there is one for the Event
  4. Activate the Modules to use for the Conference
    • For each module, click the Check box (checked) to Enable
    • Provide Contact Name
    • Provide Contact Email
    • For Attendee Module, provide an Invoice Prefix value
    • For Contact Form, If there is an existing template from a former conference, select it here; otherwise, set to Default
    • For Registration, If there is an existing template from a former conference, select it here; otherwise, set to Blank Form
    • Attendee Registration
    • Exhibitor Registration
    • Abstract Submission
  5. Click Create New Event button
    Note: This will create the Conference and list all of the activated modules under it. Group logic will be transferred but the Hide/Display logic on fields or field options will not be transferred and will need to be reapplied.

Example of Modules:

 


#2 How to Open / Close my Conference?

  1. Click Dashboard
  2. Click Conference Home located on the far right of the screen by the Conference you wish to Open / Close
  3. Set the Front-End Display field to YES (Open) OR NO (Close)
  4. Click Update Conference button


#3 How to Update my Conference Dates?

  1. Click Dashboard
  2. Click Conference Home located on the far right of the screen by your Conference you wish to Open / Close
  3. Edit the Event Start Date and/or Event End Date fields
  4. Click Update Conference button

NOTE: There are also event start and end dates located under each Module Settings screen for the Attendee Registration Module and Exhibitor Module. If your conference dates have changed, you may need to also update the dates in the Attendee Registration Module and/or the Exhibitor Module, if applicable.


#4 How do I add a Module / Clone a module for a Conference?

IMPORTANT NOTE

Group logic will be transferred, however, Hide/Display logic on fields or field options will not be transferred and will need to be reapplied.

See below for examples for adding/cloning specific modules.

  1. Click Dashboard
  2. Click Conference Home for the Conference to add a module in
  3. Click + Add Module
  4. Select the Module Type from the dropdown list
    • Note: the list displayed will only show modules for which you have purchased.
  5. Click Select Module Type button
  6. Complete the fields for:
    • Event Name
    • Event Short Name
    • Start Date
    • End Date
    • Event Contact Name
    • Event Contact Email
    • Submission Name
    • Author Name
    • Submission Form - select from the dropdown list a previous form to clone
    • Contact Form - select from the dropdown list a previous form to clone
  7. Click Create New Module button
  8. A message 'Go to manage new module - Click here', click on the Click Here link
  9. Then your new module will appear in the list of Conference Modules, click on the module to open it and edit.

Example for Adding/Cloning a Speaker Submission Module

  1. Click Dashboard
  2. Click Conference Home for the Conference to add a module in
  3. Click + Add Module
  4. For Module Type, select Author Submission Site from the dropdown list
  5. Click Select Module Type button
  6. Complete the fields for:
    • Event Name
    • Event Short Name
    • Start Date
    • End Date
    • Event Contact Name
    • Event Contact Email
    • Submission Name
    • Author Name
    • Submission Form - select from the dropdown list a previous submission form to clone
    • Contact Form - select from the dropdown list a previous submission form to clone
  7. Click Create New Module button
  8. A message 'Go to manage new module - Click here', click on the Click Here link
  9. Then your new module will appear in the list of Conference Modules, click on the module to open it and edit.

NOTE: If you charge a fee for your submission, submit a support ticket request X-CD to update your submission payment settings.

Example for Adding/Cloning an Attendee Registration Module

  1. Click Dashboard
  2. Click Conference Home for the Conference to add a module in
  3. Click + Add Module
  4. For Module Type, select Attendee Registration Site from the dropdown list
  5. Click Select Module Type button
  6. Complete the fields for:
    • Module Title
    • Short Name
    • Start Date
    • End Date
    • Module Contact Name
    • Module Contact Email
    • Registration Form - select from the dropdown list a previous attendee registration form to clone
    • Contact Form - select from the dropdown list a previous attendee registration form to clone
  7. Click Create New Module button
  8. A message 'Go to manage new module - Click here', click on the Click Here link
  9. Then your new module will appear in the list of Conference Modules, click on the module to open it and edit.

NOTE: You will need to update and check the payment settings > Attendee Module > Settings > Settings > Payment Settings.

Example for Adding/Cloning an Exhibitor Registration Module

  1. Click Dashboard
  2. Click Conference Home for the Conference to add a module in
  3. Click + Add Module
  4. For Module Type, select Exhibitor Registration Site from the dropdown list
  5. Click Select Module Type button
  6. Complete the fields for:
    • Module Title
    • Short Name
    • Start Date
    • End Date
    • Module Contact Name
    • Module Contact Email
    • Registration Form - select from the dropdown list a previous exhibitor registration form to clone
    • Contact Form - select from the dropdown list a previous exhibitor registration form to clone
  7. Click Create New Module button
  8. A message 'Go to manage new module - Click here', click on the Click Here link
  9. Then your new module will appear in the list of Conference Modules, click on the module to open it and edit.

NOTE: You will need to update and check the payment settings > Exhibitor Module > Settings > Settings > Payment Settings.


#5 How to add event information about my conference?

  1. Click Dashboard
  2. Click Conference Home located on the far right side by your Conference
  3. Edit the Event Description field
  4. Click Update Conference button

#6 Other Conference related articles

Overview

If you are a licensee of the X-CD system, you are able to create as many conferences as you need from your admin dashboard.

  • You will be able to give your new conference a unique event name, event short name, its own unique color scheme/banner/template, start and end dates, event description, and website.
  • You can then activate the modules you wish to use for the conference, and customize each of them to your liking. You are able to activate the Attendee,  Exhibitor and Submission modules.
  • Once your new conference is created in your X-CD system, you may manage the conferences independently from each site

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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