How to tell guests a session has moved
Post the change once and it shows on every guest's phone and the foyer screen within seconds. Here's how to do it, with no app for guests.
When a session moves, post the change once in CueDuck and it shows on every guest's phone and on the foyer screen within seconds. Guests don't need an app or an account. They open the event's Board by scanning a QR code or typing a short code, and the new time or room is already there, with the old one crossed out.
Why the usual ways miss people
At a busy event, a moved session has to reach a lot of places at once. An announcement from the stage only reaches the people in that room, and only if they're listening. An email goes to inboxes nobody checks between sessions. A reprinted sheet takes time, and the old one is still in half the lanyards. Signs on doors get missed by anyone already heading the wrong way.
So the guests who most need to know, the ones walking to the old room, are often the last to find out.
How to move a session on the day
Say you're running Harbourside, a two-day conference with three rooms. The 11:00 panel in Room 2 has to move to 14:30 in the Main Hall because a speaker's train is late.
- Open your event on the day. On a phone, the button to post sits where your thumb is.
- Choose Change a session and pick the panel.
- Set the new time and place, 14:30 in the Main Hall.
- Check Was and Now, add a note for guests if you like ("speaker delayed"), then choose Post change.
Within seconds, everyone with the Board open sees the panel at 14:30 in the Main Hall, with 11:00 in Room 2 crossed out. It shows in the schedule and in Changes, and the foyer screen updates by itself.
If the whole morning is slipping, you don't need to move sessions one by one. Running late pushes a session and everything after it back by 5 to 60 minutes in one go.
When it's news, not a schedule change
Not every update moves a session. For things like lost property or a lunch queue, choose Notice, write it and choose Post update.
When guests have to act
If people need to do something, such as leave a room that's closing, turn on Urgent. It leads the Board until you resolve it, and you check it before it goes out.
Who can post the change
You don't have to do it all yourself. Anyone on your team can move a session. Stewards can help too: with a link on their own phone and no account, they can post notices, though moving sessions and urgent updates stay with your team. The person nearest the problem can usually tell guests fastest.
What guests see if the signal drops
Venue wifi isn't always kind. If a phone loses its connection, the Board keeps the last version it had and says it's offline. The foyer screen does the same and tells people to check their phones.
The steps are also in Posting on the day, and Setting up the foyer screen covers the screen.
If you've got an event coming up, put your programme into CueDuck for free at cueduck.com and try moving a session yourself.