In this article:

• Where is it?
• Two methods to add presentations
• Setting up to use the calendar
• Adding presentations from the calendar
• Editing a scheduled presentation
• Tips to speed up scheduling

Where is it?

Everything you need is in the Presentations tab. If you don’t see all these menu options in your account, they’ll appear as you start adding presentations:

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Two methods to add presentations

This Calendar method saves time, and lets you simultaneously add presentations and work out your overall presentation schedule. This method assumes that all presentations in your event will have the same basic configuration. (You can, however, update any presentation later.)

Alternatively, you can add presentations individually. You can use both methods interchangeably.

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Setting up to use the calendar

Before you start scheduling, take these preliminary steps. Head to the Presentations tab and choose Calendar:

Calendar Settings

Head to the top right corner of the calendar display. Click on the gear icon:

Here you’ll configure the basic settings, which will apply to all the presentations you’ll add.

 • Slot Increments: Controls where you can place presentations on the calendar. With this setting at 30, for example, you can place a presentation on the hour or on the half-hour. If it’s at 60, you can place them only on the hour.

 • Event length: Sets the default presentation length.

 • First hour visible: Determines what hour the calendar displays as the first hour of the day. If you set this to 8, for example, the calendar starts at 8:00 am.

 • Breakout length: You’ll use this setting if all of your presentations will have breakout sessions immediately following. If you’re not using breakouts, leave this blank. If only some presentations will need breakouts, enter those individually.

 • Presentation to breakout gap: Sets the number of minutes between the end of a presentation and the start of its breakout. (Again, if you’re not using breakouts, leave this blank.)

Adding presentation rooms

To use the calendar, you’ll need to add each of the rooms where presentations will happen. Head to the top left corner of the calendar display, and click Add Room:

Enter the name of the room, then click Submit. Repeat this process to add all of your presentation rooms:

Calendar view

The calendar has several display options, which you can choose from the buttons at the top right corner. Generally speaking, it’s easiest to add presentations from the Week view:

With that, you’re ready to get started.

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Adding presentations from the calendar

In the left pane of the calendar, you’ll see all of the Companies who’ve registered for your event. (You might also see Attendees, Company Reps, or Guests, depending on how your event is set up.)

To create a presentation, choose anyone from the left pane, and click and drag them to the date and time of their presentation. You’ll be prompted to choose a room for each one:

MeetMax uses your default settings for duration and breakout sessions. We also assign each room a color, so you can easily see which presentation is where.

Once you’ve added some presentations, the left pane splits into two sections: Already scheduled and Unscheduled:

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Editing a scheduled presentation

Need to make changes? No problem.

• Need to move a presentation to a different day or time? Click and drag it.
• Need to change its duration? Hover over the bottom edge of a presentation, and then you can click and drag to change the length:

If you want to make more detailed edits, like adding or removing presenters, click on any presentation to open its form. This is the same form you use to add a single presentation. Learn more about the form here:

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Tips to speed up scheduling

You can save even more time with the calendar with these two tricks:

Choose a room in advance

This trick saves you the step of assigning a room to each presentation individually. It’s helpful if you’re adding a series of presentations that will all be in the same room.

Before you start dragging and dropping presentations, head to the top left corner of the calendar. Use the drop down menu to choose one of your presentation rooms:

That way, every presentation you add will assign to this room, and you’ll skip the step of choosing a room each time. Drag and drop all the presentations that will happen in this room. Then change the selected room and proceed.

Filtering the presenter list

If you have a long list of presenters in the left pane of the calendar, you can use the Filter tool. It’s in the top right corner of the pane:

You can filter by any criteria you need, and even combine filters to focus on exactly who you need to schedule.:

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What’s next?

Now that you’ve added presentations, you can:

• Use the Grid view
• Use the Presentation and Presenters Lists
• Resolve scheduling conflicts
• Organize your presentations into tracks
• Your Attendees can now indicate their interest in presentations