Guide | Organize a congress

The Congress feature in Yapla is a comprehensive and flexible tool for organizing complex events. It is suitable for a variety of needs, from simple schedules to events requiring advanced customizations, such as workshops or multi-day programs. With time blocks and workshops, you will be able to host large-scale events such as music festivals, annual congresses, or training events. In this article, you will see step-by-step how to create a congress in Yapla.

Phase I - Congress Configuration

• Congress Configuration
• Create a Schedule
• Create Workshops
• Create and Assign Speakers
• Create and Assign Pricing

Phase II - Integrating the Congress on the Website and Participant Access

• Create a Registration Page
• Create a Schedule Page
• Create a Participant Login Page
• Tips and Best Practices

 

Phase I - Congress Configuration

Congress Configuration

You must create an event in your Yapla account before converting it into a "Congress."

1. Go to Events > Events and create the base event. If you haven’t already, refer to our guide on creating an event.

2. To enable "Congress" mode in the settings of the event you just created, select your event, then click on the Congress Mode tile, followed by Convert.

⚠️ This action is irreversible. Once the congress is activated, the event will remain in Congress mode. Certain existing configurations will be affected (deactivation of group pricing and the ability to register the same email multiple times). Once the Congress mode is configured, a new "Schedule" section will appear in the event settings.

Create a Schedule

1. You will be directed to the Schedule section. Click on Add a Time Block. Enter the name, time range, and description of this block (e.g., "Morning of Day 1"), then save. This block may or may not contain one or more workshops.

Create Workshops

1. You will now have the option to drag workshops into the frame below your first time block. Click on Add a Workshop. You will be redirected to your list of workshops. Select or create a new one by selecting + Add a Workshop, then fill in the workshop details:
   • Workshop Name.
   • Short and complete description.
   • Capacity limit (optional).
   • Repeat this step for each workshop.
2. Returning to your time block, you can now drag the desired workshops into the frame.
3. Click on the workshops within the time block to adjust their duration.

Manually Assign Participants to Workshops

1. In your event, go to the Registration List tile and find the participant you want to register for specific workshops. Click on the gear icon on the right, then click on See Workshops.

2. Then, select the desired workshops and click Save.

Create and Assign Speakers

1. Before creating a database of speakers that allows you to manage their status (active/inactive), customize associated fields, assign them to events or workshops, and view the events to which each is assigned, you must first complete three configurations:
   
   1. Enable the Data feature in Configuration > Features > then enable Data.
   2. Enable the speaker database. In Event > Settings > Parameters, then check the box Enable Speaker Database in the Speakers section.
   3. Create your list of speakers in Event > Settings > Speaker List and add the required information. Note that you can also configure a form for your speakers in the same section to add additional fields to their profiles.
2. Once these three configurations are complete, you can assign your speakers to their respective workshops in Event > select your event > Schedule > Workshop List > select your workshop > Settings > Speakers. You can select speakers from a dropdown list.

Once assigned, the speakers will appear on your congress schedule page.

Create and Assign Pricing

1. Still in your event, go to the "Pricing" tab and create your pricing options. If you have not yet configured pricing, refer to this article. 
2. In the Workshop Access section, assign your pricing to workshops. You can assign a price to all workshops, selected workshops, or by day:

The In-Person or Virtual Pricing option allows you to offer virtual registration without affecting the number of in-person spots available.

 

Phase II - Integrating the Congress on the Website and Participant Access

The second phase of creating a congress involves creating pages linked to the congress on your website to promote it and collect registrations. If you do not yet have a website, refer to this article on this topic.

1. Access the "Website" tab in your Yapla account.
2. The creation of three pages is necessary to properly promote your congress:

Create a Registration Page

Follow the steps in this article to add the Events Section and a registration page. At step 2, under Module Configuration and Display Mode for Campaigns, select Unique Event and choose your congress from the list.

Create a Schedule Page

Repeat the same steps to create a new page, then use the "Event schedule" module to display the blocks of your congress and the workshops they contain.

Here is a preview of the page on your website.

Create a Participant Login Page

Repeat the same steps to create a login page. Add the "Website" functionality and then the "Login" module. Under Module Configuration, redirect the login to the congress schedule page to allow participants to choose their workshops.

Important: Check the Allow connection to Non-Member Contacts box to allow registration for participants who are not members of your organization.

 

Tips and Best Practices

• Test your congress before publishing it.
• Perform test registrations.
• Check the display of the pages.
• Simulate the process of selecting workshops.

Showcase Your Speakers:

• Ensure their information is complete and attractive (photo, LinkedIn links, etc.).
• Add modules for sponsors or special events (e.g., gala evening).
• Work with the Yapla Professional Services team for advanced needs.

 

Frequently Asked Questions

What is the difference between the Activity and its sessions feature and Congress and its workshops? Which one should I choose in which situation?

Activity and Session

This feature allows you to create a main event with multiple sessions. Participants can choose the session that suits them before registering. It is ideal for training courses, workshops, or recurring activities. You can configure general settings for the entire activity that will be applied by default to all sessions. This includes rates, forms, and automated communications. It is more suitable if you need to manage events with multiple but relatively simple sessions.
Requires the use of the Activity Space and Event Space modules on a Yapla website to manage registrations.

Congress and Workshop

The Congress feature is designed for more complex events, such as annual congresses or festivals, which may span several days and include various workshops. You can create time blocks and workshops, assign speakers, and manage specific rates for each workshop. It is preferable for more complex events that require detailed management of workshops and speakers.
Requires the creation of specific pages on your website for registration, scheduling, and participant login.

 

Go Further

• Watch our webinar Master Your Congress Organization with Yapla (in French)
• Customize your congress pages by adding descriptions, images, and styles according to your event
• Use automated communications to confirm registrations, remind participants to finalize workshop selections, or send key information before the event
• Promote your event on social media, newsletters, or websites
• Manage participant welcome at events with the Yapla Companion mobile app