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How to set up a Conference with multiple workshop choices

Posted: August 25, 2015 at 8:03 pm


Ontario Art Education

August 25, 2015 at 8:03 pm

I’m new to Event Espresso. I’m trying to set up EE4 for our 2015 Conference. It takes place on one day, and offers several workshops in different time slots during the day.

Because they can’t be in two places at once, registrants should choose either 1. WS/A + Lunch + WS/B + WS/C, or 2. WS/A + Lunch + WS/D.

The schedule for the day is:

WS/A – 9:00-10:30 = choose ONE of five options
Lunch – 12:00 to 1:00 = choose ONE of five options
WS/B – 1:00 – 2:30 = choose ONE of three options
WS/C – 2:30 – 4:00 = choose ONE of three options
WS/D – 1:00 – 4:00 = choose ONE of four options

I looked at this post from 2013 but that is old (EE3) and talks about how to display the events. It doesn’t say how the Events and Tickets should be set up.

My first question: If I set up the workshops as multiple datetimes with the same date and time, is there a way to prevent them from registering in another workshop in the same time slot?

We are using WordPress 4.0.7, PHP 5.4.43, MySQL 5.5.42, and Event Espresso Version 4.8.5.p.


Tony

  • Support Staff

August 26, 2015 at 4:10 am

Hi there,

WordPress 4.0.7? Can you recheck that please.

My first question: If I set up the workshops as multiple datetimes with the same date and time, is there a way to prevent them from registering in another workshop in the same time slot?

Not currently.

So do each of those options have multiple options?

WS/A – 9:00-10:30 = choose ONE of five options

WS/A has 5 options itself or you mean a selection from the 5 options total?

If they do NOT have individual options within each ticket then there is a few ways to set this up, one way you would need 5 datetimes and 5 tickets. Each ticket would be associated with each datetime, like this – http://take.ms/JYYwe

Then your users would need to chose each ticket separately – http://take.ms/opKCp

However that leave the selection open to problems, as you mentioned, they can’t be in 2 places at once, but they can select ‘clashing’ tickets.

So the other way to handle this is to combine the tickets in selections of:

WS/A + WS/B
WS/A + WS/C
WS/A + WS/D
Lunch.

So then you’d have something like this – http://take.ms/93cpk

And the user selects tickets like this – http://take.ms/6lP9N

You can add further descriptions to these as this is just an example. Lunch is separate in-case lunch is an option for users to take, if not you can also combine that together with the tickets.


Ontario Art Education

August 26, 2015 at 2:53 pm

Tony, thanks for your response. It has given me a few ideas to try.

What is the relationship between datetimes, tickets, and the registration options presented? Is there a way to customize the registration page, perhaps with radio buttons for each time slot?

WS/A has 5 options itself or you mean a selection from the 5 options total?

Yes, WS/A has five options (presenters), so they have to register for only one of the five. I think I need to set them up as individual datetimes so I can enforce an attendee limit for each.

Here is what the schedule looks like. (The Lunch choice is so we can tell our caterer what to provide.)

WS/A – 9:00 -10:30
WSA-1: Senior Basketball
WSA-2: Primary Soccer
WSA-3: Junior Gymnastics
WSA-4: Post Secondary Cross Training
WSA-5: Intermediate Track

Lunch – 12:00 to 1:00
Lunch 1: Tuna Salad
Lunch 2: Ham Sandwich
Lunch 3: Chicken Soup
Lunch 4: Vegetarian
Lunch 5: Special Diet

WS/B – 1:00 – 2:30
WSB-1: Primary Finger Painting
WSB-2: Junior Mixed Media
WSB-3: Senior Digital Art

WS/C – 2:30 – 4:00
WSC-1: Community Service
WSC-2: Social Work
WSC-3: Humanities

WS/D – 1:00 – 4:00
WSD-1: Print Making
WSD-2: Basketweaving
WSD-3: Silk Screening
WSD-4: Book Binding

I don’t know if it complicates matters or makes things easier that it is a one-price conference, or rather a timed-release one-price conference, with an early-bird price and a regular price. I could have one required datetime/ticket for the whole conference that has the dollar amount, and have the individual workshop choices as free.

Then I could create two ticket options “Conference + WS/A + Lunch + WS/B + WS/C” or “Conference + WS/A + Lunch + WS/D”, but I’m not sure how they would select the individual datetime workshops within each time slot.

It looks like I should create myself a project to program a plug-in to handle this for next year!


Tony

  • Support Staff

August 27, 2015 at 3:28 am

What is the relationship between datetimes, tickets, and the registration options presented?

Datetimes are instances of an event, tickets give access to datetimes (a single ticket can give access to 1 or more datetimes)

Tickets are what users register onto, so it is the tickets that users see, not datetimes when registering (they can see the datetimes as dates for the event, but not as registrations options)

With multiple options for each workshop you’d need to create individual tickets for each one and its puts the ‘combined’ ticket options out of action.

WS/A – 9:00 -10:30
WSA-1: Senior Basketball
WSA-2: Primary Soccer
WSA-3: Junior Gymnastics
WSA-4: Post Secondary Cross Training
WSA-5: Intermediate Track

So each of those has a separate attendee limit? Even if it’s the same for each, you need to set a limit and stop registrations for Primary Soccer when that limit is reached yes? (leaving the other options available)

don’t know if it complicates matters or makes things easier that it is a one-price conference, or rather a timed-release one-price conference, with an early-bird price and a regular price. I could have one required datetime/ticket for the whole conference that has the dollar amount, and have the individual workshop choices as free.

You can set a required ticket here, all workshops, lunch etc would be free, because to book onto them, you need to pay the required ticket.

However the individual selections mentioned above basically mean you need to create separate tickets for each option. WSA-1 through WSA-5 would need 5 tickets, as would lunch, WS/B would need 3 tickets and so on.

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Updated by  Tony 4 years, 1 month ago ago

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