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Using the Event Import

T.C. DeBacco
Updated

General Notes 

  • To create a new event, you can create an event import file by downloading the event import template and populating it, by exporting an existing event and modifying it, or by using the '+ Add Event' on the Events tab.  All processes produce an Excel workbook that you can then import to create a new event. 
  • Each sheet in this workbook represents one type of data for the event, for example sessions, speakers, and attendees.  Except for the Events sheet, each sheet contains one or more rows - each row represents one item of data (for example, a single attendee). The columns of these sheets represent the fields of the items. In the Events sheet, each row represents an event property, for example, the event name and start date. 
  • You cannot rename, or remove, the Events sheet.  However, you can remove other sheets.  If you rename any other sheet, the import process will ignore that sheet. 
  • See the list of required columns for each sheet below.  You cannot rename or remove these columns.  You can remove or rename other columns.  If you rename a column, the import process will ignore it. 

Copying an Event 

  • You can create a new event by exporting an existing event, changing the data, and then importing the new event. 
  • Open the Event sheet, change the Event name, start date, end date. 
  • Delete data from the previous event that you do not wish to copy into your new event.  You can delete entire sheets - e.g., "Attendees", "Speakers", "Sessions". 

Data Formats 

  • Times must be 24-hour time and in the HH:MM format; for example, 15:00 is 3:00 PM 
  • Dates must be in the format YYYY-MM-DD; for example, 2024-05-01 is May 1, 2024  
  • Email addresses must be valid email addresses or empty. 
  • The list of emails used for speakers on the Sessions sheet cannot be an Excel hyperlink.  If you use Excel to enter these emails, verify that Excel does not display the emails as a hyperlink field. You can use the Excel cell editor to remove the hyperlink. 
  • True/False fields must be either true, false, yes or no in either uppercase or lowercase. 
  • URL fields, for example LinkedIn, Facebook, Twitter, and Instagram must begin with either "https://" or "http://" 
  • Photo and images must be a URL to an image.  SVG images are not supported. 
  • Color fields must begin with a ‘#’ followed by the 6-digit red-blue-green hexadecimal (see https://en.wikipedia.org/wiki/Web_colors); for example, navy blue is #000080. 
  • Some fields allow multiple values, for example, the list of tracks that include a session. Multiple values must be separated by vertical bars (“|”). 

Events 

  • The event name, start date and end date are required. 
  • For Active, enter true if you want the event to be published in the app. 
  • TimeZone may be empty or a standard time zone name, for example: US/Eastern, US/Central, US/Mountain, US/Pacific, US/Hawaii, US/Alaska, Europe/London, or Europe/Berlin.  You can also set the time zone after importing. 

Attendees 

  • The FirstName and LastName are required. 
  • Each attendee must have a unique combination of FirstName, LastName, EmailAddress, and Organization. 
  • Attendees without an email address will not be able to sign-in or access restricted content. 

Speakers             

  • The FirstName and LastName are required. 
  • Each speaker must have a unique combination of FirstName, LastName, EmailAddress, and Organization. 
  • Speakers must have an email address to be associated with a session in the import. 

Sessions 

  • The Name is required.  Multiple sessions may have the same name. 
  • Each session must have a unique combination of Name, Date, and Time. 
  • The Speakers may include one or more email addresses separated by a vertical bar (|). Each email address must match a speaker's email address on the Speakers sheet. The list of emails cannot not be an Excel hyperlink.  If you use Excel to enter these emails, verify that Excel does not display the emails as a hyperlink field. You can use the Excel cell editor to remove the hyperlink. 
  • Venues.Name may be empty or match the name of a venue on the Venues sheet. 
  • Rooms.Name may be empty or match the name of a room on the Rooms sheet. 
  • Tracks, types, or levels may include one or more names.  The values must match the names on the Tracks, Types, and Levels sheets.  Multiple values must be separated by a vertical bar (|). 
  • SurveyUrl may be empty or the URL of a survey.  The URL must begin with "http://" or "http://". 

Session Tracks 

  • The Name is required. 
  • See “Data Formats” for Track Color format. 

Exhibitors & Sponsors 

  • The Name is required. 
  • See “Data Formats” for Logo image format. 

Exhibitor Contacts 

  • The FirstName and LastName are required. 
  • Exhibitor.Name must match the name of an exhibitor on the Exhibitors sheet. 

Venue 

  • The Name field is required. 

Rooms 

  • The Name field is required.
  • Venues.Name must match the name of a venue on the Venues sheet. 

Session Levels, Session Types, Session Tracks, Sessions Levels, Sponsor Levels 

  • For each of these, the Name field is required. 

 

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