The Conference section on the left-hand Navigation Menu will allow you to set up most of the important information your account will need to get your conference running as smoothly as possible! Here, you will be able to set up the following:

• Setup - The setup section will allow you to input basic information for your conference. This will generally be your first stop when setting up your conference. Here, you will be able to name your conference, set your conference dates, enable or disable online registrations for your attendees and exhibitors, and much more!
• Landing Page: Here you can design your own custom Conference Landing Page.
• Maps - Creating a map will help your attendees navigate your conference with ease using their Attendee app. You can upload your map and add important markers.
• Schedule at a Glance: This section allows to create a quick Schedule at a Glance to be featured on the Landing Page and in the Attendee app.
• Prospects - This section allows you to create scheduled emails to market your conference to potential guests and visitors (referred to as Prospects). This is a great marketing tool that you can use to promote your event!

Below you can find more detailed instructions on how each of these features works.

The Setup section will allow you to input the most basic information for your conference. This will generally be your first stop when setting up your conference. Here, you will be able to name your conference, set your conference dates, enable or disable online registrations for your attendees and exhibitors, and much more!

The Setup section allows you to enter the following (* = Required):

• Title*: This is a required field, enter the name of your conference that will appear in the app for Attendees and at the top of the webpage.
• Subtitle: Complete with the slogan for the conference that will appear in the app for Attendees and at the top of the webpage.
• Conference Logo: Upload an image as the Conference Logo, that will be used in the App for Attendees (any regular format like JPEG, PNG, or JPG works).
• Time Zone*: Set your Time Zone that the conference is taking place in so when you import the data it will sync with mobile devices properly. If you do not find your time zone in the list then deselect the option “Show U.S time zones only”, this way you can see all time zones and select from there.
• Attendance Mode*: If you have purchased Conference Tracker's virtual component, then you can use this setting to choose your event's attendance method: either On-site, Online, or Mixed (Hybrid).
• Conference Dates*: Set up the start date (this is a required field), and the dates that the conference is going to take place on so the Attendees can see what is happening on these days and so you can schedule workshops/sessions on these days.
• Location: Add the address where this Conference will take place so the Attendees can get directions, find local places of interest, and more from the Conference Attendee app.
• Website: Add the conference or organization website that will appear in the app for Attendees.
• Social Networks: Here, you can add all of the appropriate social network links to your conference or organization.
• Contact Information: Use this section to add an email and/or phone number as the main point of contact for your attendees.
• Banner: The Banner section allows you to upload a banner that will be displayed when your Attendees visit your Public Conference Website. The suggested width is 1200 pixels.
• Hotel Reservation Link: If you are offering any hotel reservation offers via a custom URL, you can add them here. This will be displayed on the Public Conference Website.
• Session Tracks: Enabling this option will allow you to group your sessions into categories. Tracks will be explained in greater detail in the Sessions section below.
• Online Registration: This section allows you to enable the online registration form for Attendees and/or Exhibitors. You can also use these settings to end registration for your event.
• Attendee Portal: Use this option to enable or disable the Attendee Portal. The Attendee Portal refers to the Conference Attendee Mobile App and the Attendee Web Portal (accessed via a web browser). When disabled, Attendees will not be able to access either of these systems.
• Exhibitor Portal and Leads App (if purchased): Use this option to enable or disable the Exhibitor Portal. The Exhibitor Portal refers to the Conference Leads Mobile App and the Exhibitor Web Portal (accessed via a web browser). When disabled, Exhibitors/Sponsors will not be able to access either of these systems.
• Landing Page Type: Here, you have two options for your Conference Website, the Basic Landing Page and the Custom Landing Page.
• Other Features Visibility: Here, you can turn off any features you may not be using during your Conference. Turning off any of these features simply removes them from the Navigation Menu, making the menu more compact. You can always turn any of these features back on if needed. The features that can be turned off include Check-In, Handouts, Invoices, Badges, Certificates, and CEU Reports.

Once you have set the previously mentioned information you must click the Save Changes button for the changes to be set.

At the top of this page, you will see a yellow banner with the following message:



The public conference website this message refers to is a landing page for all registrants of your event. This website includes information about your Conference, such as event dates, location of the event, session schedules, sponsors, exhibitors, and much more! As the message states, to view this page, log out of Conference Tracker first, then visit the link shown on this message. Your registrants will be able to fill out the registration form from this page as well. This is a great way to market your conference!

Click the link below for more information on creating your Landing Page:

Create your own Landing Page

Creating a map will help your attendees navigate your conference with ease using their Attendee app. You can upload your map and add important markers. You can also have different maps to showcase different floors or sections of your conference. For example, you can have the main map that shows each session room's location, and you can have a second map that only shows the Exhibit Hall with all of your Exhibiting Companies.

In this section, you can upload either an image or a document file to be used as a map for the attendees. These maps can only be accessed by attendees using the Attendee app.

To begin creating a new map, simply click on the Create button on the top left of this page. Then follow these steps:

1. Enter a name for the map. This will be displayed in the Attendee app for your attendees to see.
2. Optionally, you can enter a description for the map.
3. Upload a file to be used as the map. You can upload standard image file types (such as .jpg or .png) and even PDFs.
4. Click the Save button on the bottom of the page once you're done.

Markers

You also can place markers on maps. Markers help you label important points on your maps, such as Rooms or Exhibitors. Attendees can see markers you've placed on the map by accessing the map from the Attendee app. To begin creating a marker, click on one of your available maps from the Maps page.

From here, you should be able to see a preview image of the map. To create a marker, follow these steps:

1. Click anywhere on the image to begin creating a marker. A new marker will appear. You can also create a new marker by clicking on the Add Marker button on the right-hand side.
2. On the right-hand side, you will see the marker you just created with a color and a name.
3. You can change the name of the marker by changing the text in the field marked Specify room, company, or label.
4. You can change the color of the marker by clicking on the marker itself and choosing a new color from a preset list of colors.
5. When you're done, click Ok to finish setting up your marker.

You can move your marker around the map by clicking and dragging it.

To remove a marker, click on the red Trash Can icon next to the name of the marker.

Click on Save Changes at the bottom of the page once you're done making changes to your map.

Creating a schedule can help your Attendees quickly see the Conference itinerary without having to scroll through a list of Sessions.

To begin creating Events for your Schedule, simply click on the Add an Event button on the top left of this page. Then follow these steps:

1. Enter a date for the event.
2. Enter a Start Time for the event.
3. Enter an End Time for the event.
4. Enter a Description for the event.
5. Click the Save Changes button on the bottom of the page once you're done.

Now that you have your Schedule built out, it's time to customize the appearance and publish it for all to see.

By clicking the Edit Appearance button, you have the option to change the Background color and the Font color of the Schedule. As well, you can quickly reset it back to the original Conference Tracker colors by hitting the Reset button. Once done, be sure to Save Changes at the bottom of the page.

Clicking the Publish button on the main Schedule page will publish the schedule to both the web portal view for Attendees, as well as the public Conference Landing page. The link to this page can be found at the top of the Pre-Conference> Setup screen.

The Prospects section is a great marketing tool for your conference. Here, you can create multiple Prospects that can be labeled as potential Attendees and/or Exhibitors. You can then create and schedule customized emails that promote your conference to these Prospects. Conference Tracker keeps track of all of these Prospects, providing you with stats on how many Prospects have registered for your conference via the Prospects Emails, how many have unsubscribed, and other great features.

On the main Prospects page, you will see a list of all of your created Prospects. There is also a Search Filter section, which helps you easily find and navigate through your Prospects. You will also see two buttons; the blue Create button and the Email Notifications button.

Clicking the blue Create button takes you to the Create a New Prospect page, allowing you to enter all of your Prospects information. (* = Required)

• General Information - Here, you can input your user's First Name*, Middle Name, Last Name*, Email Address*, and Role*. The Role field allows you to designate whether this Contact is a potential Attendee or Exhibitor. This will come in handy since you can create different Contact Emails that target individual Roles.
• Photo - Use this section to upload a photo for your newly created contact.
• Subscription to E-mail Notifications - Here, you can view the Subscription status of each contact. By default, they will be Subscribed to your Contact emails. If they choose to Unsubscribe, this option will update to reflect that status. You can also manually change this setting.
• Contact Information - In this section, you can fill out your user's contact information. This includes Phone Number, Street Address, City, State, Zip Code, and Company.
• Social Networks: Here, you can add all of the appropriate social network links for your contact.
• Title and Bio - Here, you can fill out your user's Title and their Bio.

Once you have entered all of the necessary information, press the Save Changes button to create the Attendee.

After you have created your Prospects, you can start to create the Email Notifications that will be sent to them. To access your Email Notifications, click on the Email Notifications button on the main Prospects page. Here, you will see a list of all of your already created contact email notifications, along with some search filters to help you organize your emails. You will be able to see general information about each of your created emails, such as if the email is targeted for Attendee Prospects or Exhibitor Prospects, the date it has been scheduled for, and if the email is enabled. You can also delete any of your email notifications by clicking on the three dots found at the end of any of your emails. To create a new Email Notification, you can click on the blue Create button found on this page.

To create a new Email Notification, click on the blue Create button found on the Email Notifications list. In the Create A New Email Notification screen, you will be able to edit the following information for your email notification (* = Required):

• Name* - Here, you can provide a title for your email notification. This will only be used for Conference Tracker, so none of your contacts will be able to see this title.
• Role - In the Role section, you can choose what type of contact this email notification will target: Attendee Contacts, Exhibitor Contacts, or both.
• From - The From section allows you to change the name of the sender of the email notification.
• Reply-To* - Here, you can change the Reply-To email address, just in case any of your attendees reply to the email notification
• Subject* - The Subject field allows you to edit the Subject of the email notification.
• Body* - Here, you can fully edit the message included in your email notification. The body editor has font and formatting settings. There is also a list of keywords supported by Conference Tracker found below the Body field that allows you to customize your email notification message even more.
• Scheduled Date - The Scheduled Date field allows you to set the date for when your email notifications are automatically sent out.
• Enabled - You can turn the Enabled option on to activate this email notification.

Once you are finished editing your email, click on the green Save Changes button at the bottom of this page.

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