In this article:

• Where is it?
• Why is it useful?
• What participants can access
• Creating Sub-events
• Registration for Sub-events
• What Admins see

Where is it?

You’ll create Sub-events in the Configure tab:

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Why is it useful?

Sub-events are great when your event has distinct segments, and you want to manage people’s access to meetings, presentations, and activities.

Here are some examples:

• A conference has both in-person and virtual tracks.
• An event is hosting different groups of participants on different days - like sales regions, or industries.

When you create a Sub-event, MeetMax establishes a separate meeting program, and separate sign-ups for activities and presentations.

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What participants can access

While Attendees and Companies register for your event, they’ll choose a Sub-event. Here’s an example registration form field (we’ll cover this in the sections below):

The Attendee’s choice determines what they can access. The dates of your Sub-events also play an important role here:

• Meeting programs are always separate. When a participant chooses a Sub-event, they can only request meetings from other registrants in that Sub-event.
• Presentations and activities can overlap. If your Sub-events have any overlapping days, on those days participants will be able to sign up for presentations and activities from any Sub-event.

For example, let’s say our two Sub-events have one overlapping day, February 3:

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Creating Sub-events

You’ll first create your main event, and then create each Sub-event.

In this example, our event has an in-person track and a virtual track. Each of these will need its own Sub-event.

Step 1. Head to the Configure tab. Choose Event Settings, then Sub-events:

Step 2. Sub-events can have the same start/end dates, or different ones.

In this example, our Virtual track will start a day later than the In-person track:

Step 3. As an option, you can also give your Sub-event start and end times. Click the link to add those, as shown below.

Be sure to click Save:

Step 4. Click Submit to save.

Repeat these steps to create as many other Sub-events as you need:

You can return to this page any time to edit or delete your Sub-events, or add new ones:

Adding programming to Sub-events

As we discussed above, Sub-events have separate programming, except on overlapping dates.

For each Sub-event, you’ll need to:

• Customize the registration forms as needed
• Establish meeting time slots
• Add or import meeting locations (or virtual locations)
• Add or import presentations
• Add activities

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Registration for Sub-events

When you create Sub-events, MeetMax automatically adds a required field to the Attendee and Company registration forms. (We also add it to the Admin versions.)

The Sub-events field is a drop-down field. MeetMax adds your Sub-event names as choices. You can customize these choices - for example, maybe you want to allow people to register for more than one Sub-event.

When a participant registers for your event, they’ll be required to choose a Sub-event:

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What Admins see

When you add Sub-events, MeetMax makes them available in the Attendee List and Company List.

Head to the Columns tab to add the Sub-events column. Be sure to click Apply:

If you’ve changed the label of the Sub-events form field, you’ll see that reflected in the column title:

You can also filter either list by any Sub-event, to see all its registered participants:

Sub-events can be part of any custom reports you create from these lists.

The rest of your event management proceeds as usual:

• Companies enter meeting availability; Attendees enter blackout times
• Participants submit meeting requests
• Scheduling meetings from meeting requests
• Collecting presentation sign-ups
• Collecting activity sign-ups

MeetMax ensures each participant has access only to what’s available for their chosen Sub-event.