Event Management

Child Events (Sub-Events)

Create and manage multiple sub-events within a single parent event. Perfect for conferences with multiple sessions, workshops with different tracks, or multi-day events with various activities.

Overview

Child events (also called sub-events) allow you to organize multiple related activities under one parent event. Each sub-event can have its own schedule, pricing, capacity, and settings while being part of a larger event structure.

Example Use Cases: A tech conference with multiple talk sessions, a workshop series with different topics, a multi-day event with various activities, or a competition with different rounds.

Parent Event vs Child Events

Understanding the relationship between parent and child events:

Parent Event

The main event that contains sub-events:

Has overall event information (title, description, location)
Contains multiple sub-events
Can have its own banner image
Has parent-level contact information
Can have WhatsApp group link
Has overall date range (start to end)

Child Events (Sub-Events)

Individual activities within the parent event:

Have their own title, description, and schedule
Independent pricing and capacity
Can have different locations
Individual feature settings
Separate registration tracking
Own analytics and statistics

Creating Child Events

When creating a new event, you can choose to create a parent event with sub-events.

Step 1: Choose Event Type

During event creation, select "Parent Event with Sub-Events" instead of "Single Event".

Step 2: Configure Parent Event

Set up the parent event details:

Parent event title and description
Main location
Overall date range
Parent event banner image
Contact information
WhatsApp group link (optional)

Step 3: Add Sub-Events

For each sub-event, configure:

Type: Talk Session, Workshop, Competition, Gaming Event, Hackathon, Panel Discussion, Networking Session, Cultural Event, Sports Event, Exhibition, or Other
Title & Description: Specific to this sub-event
Date & Time: Individual schedule for the sub-event
Location: Can be different from parent event location
Pricing: Independent pricing (free or paid)
Capacity: Maximum attendees for this sub-event
Features: Enable/disable features per sub-event

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Add screenshot of sub-event creation interface here

Sub-Event Features

Each sub-event can have its own independent feature configuration:

Team Event

Enable team registrations with min/max team sizes

Special Pricing

Define different pricing tiers (e.g., IEEE Member, Student)

Accommodation

Offer accommodation with pricing and details

Food Coupons

Enable food coupon purchases for this sub-event

Referral System

Allow attendees to use referral codes

Registration Countdown

Set a countdown timer for when registrations open

Managing Child Events

Each sub-event can be managed independently while maintaining its connection to the parent event.

Sub-Event Dashboard

Access individual sub-event management by clicking on a sub-event card. Each sub-event has its own dashboard showing:

Sub-event details and information
Individual registration list
Sub-event specific analytics
QR scanning for this sub-event
Financial overview for the sub-event

Editing Sub-Events

You can edit sub-event details:

Update title, description, and schedule
Modify pricing and capacity
Change feature settings
Update location and contact information
Change sub-event status (Draft, Published, Archived)

Adding/Removing Sub-Events

You can add new sub-events to an existing parent event or remove sub-events that are no longer needed. Note: Removing a sub-event may affect existing registrations, so use caution.

Registration for Sub-Events

Attendees can register for specific sub-events within a parent event.

Sub-Event Selection

When registering for a parent event with sub-events:

Attendees see all available sub-events
They can select one or more sub-events to attend
Each sub-event shows its own pricing and details
Total cost is calculated based on selected sub-events

Registration Tracking

Registrations are tracked per sub-event:

Each registration includes which sub-events were selected
Sub-event registration counts are tracked separately
Capacity limits are enforced per sub-event
Analytics are calculated per sub-event

Access Control for Sub-Events

Granular access control allows you to delegate sub-event management to different team members.

Event-Level Access

Users authorized at the parent event level can access and manage all sub-events within that event.

Sub-Event-Level Access

You can authorize specific emails to manage individual sub-events:

Add authorized emails per sub-event
Authorized users can only see and manage their assigned sub-events
Perfect for delegating different sessions to different team members
Maintains security while enabling distributed management

Access Hierarchy

The system checks access in this order: Event creator → Event-level authorized emails → Sub-event-level authorized emails. This ensures proper access control while allowing flexibility.

Sub-Event Analytics

Each sub-event has its own analytics and statistics.

Individual Metrics

Track performance for each sub-event:

Registration count for the sub-event
Revenue generated from sub-event registrations
Capacity utilization (current registrations vs capacity)
Payment status breakdown
Sub-event status (Draft, Published, Archived)

Common Use Cases

Sub-events are perfect for various event structures:

Tech Conference

Parent event: "Tech Summit 2024"
Sub-events: Multiple talk sessions, workshops, panel discussions, networking sessions

Workshop Series

Parent event: "Web Development Bootcamp"
Sub-events: Day 1 - HTML/CSS, Day 2 - JavaScript, Day 3 - React, Day 4 - Backend

Hackathon

Parent event: "24-Hour Hackathon"
Sub-events: Opening ceremony, Coding sessions, Mentoring sessions, Judging, Awards

Multi-Day Festival

Parent event: "Cultural Festival"
Sub-events: Music performances, Dance competitions, Food stalls, Art exhibitions

Best Practices

Tips for effectively using child events:

Clear Naming: Use descriptive names for sub-events so attendees know what they're registering for
Schedule Planning: Ensure sub-event schedules don't overlap unless intentional (parallel tracks)
Capacity Management: Set appropriate capacity limits for each sub-event based on venue constraints
Pricing Strategy: Consider different pricing for different sub-events based on value and duration
Feature Configuration: Enable only necessary features per sub-event to avoid confusion
Access Delegation: Use sub-event-level authorization to distribute management responsibilities
Registration Clarity: Make it clear which sub-events are included or optional
Analytics Review: Monitor individual sub-event performance to identify popular sessions