Multi-track agenda

OAK EVENTS agenda module manages events with parallel sessions in different spaces, where each attendee builds their own individual path. Includes mandatory booking, room capacity management, automatic waiting list and real-time change notifications.

What it does

• Session booking: each attendee selects sessions of interest, validated for time and capacity
• Room capacity (cap): maximum limit per session (e.g., 80 seats), beyond which waiting list kicks in
• Automatic waiting list: on cancellation, first in line is promoted and notified
• Calendar conflicts: impossible to register for 2 overlapping sessions in the same slot
• Personalized agenda: each attendee sees only their sessions in their app/calendar
• Change notifications: room or speaker change pushed in real-time to booked attendees

Typical setup

• Medical-scientific congress: 4–8 parallel tracks over 2–3 days, capacity 80–200 per session
• International sales kick-off: 3–5 breakouts per region, variable capacity
• Multi-area convention: thematic tracks (HR, IT, Finance, Operations) with regional cap
• Modular corporate training: differentiated paths by role, mandatory booking for credits

Typical challenges solved

Multi-track management is critical when: organizers want to size catering/materials per session, rooms have strict capacities by occupancy rules, attendees can't physically be in 2 places, speakers need to know how many will attend them. Without a structured system, this information gets lost in messy Excel sheets and uncommunicated last-minute changes.