Help your Attendee Assistant give correct answers
We’ve analyzed how people use the Attendee Assistant and created this guide to the most frequently-asked questions. Use the information below (and the downloadable content templates) to help you include relevant information in your event and your Attendee App.
Don't know much about Attendee Assistant? Read this article first.
For some questions, Attendee Assistant can retrieve the answer directly from what's in your event – so you don't to add FAQs/Static Content. Just make sure the relevant parts of your event (like your Agenda) are complete and up to date.
Other questions rely on you adding the information via Static Content components. For these, we’ve included guidance on what to add, and two templates you can adapt to your needs.
For each typical question category listed below, you'll see:
How to set this up in EventsAir:
Where the information should live and what you should include.Example of content:
Where useful, ready-to-adapt wording you can add to your event.
How to use this guide
Download the content templates at the end of this article.
Make any changes required, then cut and paste into to your Attendee App's Static Content component(s), inside an HTML element.
Expand and read the other sections in the article for more helpful tips.
RECOMMENDED:
Monitor question types during your event, using the Attendee Assistant Dashboard widgets, and add new information if needed.
What type of questions do attendees ask?
Attendee questions tend to fall into 3 broad categories:
CATEGORY | Event Agenda / Program | General event/venue | App usage |
TYPE OF QUESTIONS | Basic information for sessions and functions Speaker & presentation details Who else is attending Exhibitors
Sponsors | Location(s) Transport & parking Wi-Fi password Amenities (at the venue & nearby) Check-in process (event and session) Catering or purchasing food Extra details for sessions & functions like dress code, meeting point, buying extra tickets
| How to see and use Personal Agenda
How to update contact photo
Opportunities to network (e.g. Meeting Hub)
How to update Privacy Settings
Session surveys, notes, resource gallery etc. |
WHERE ATTENDEE ASSISTANT FINDS ANSWERS | Modules in your event, and components in your app
| You add information via a Static Content component in your app (use template 1)
| You add via Static Content (use template 2)
|
Privacy and permissions settings in your app are respected by Attendee Assistant. E.g. you’ve said only Exhibitors can see a particular Static Content block, only they will be able to see it. Similarly, Attendee Search information will respect each attendee’s privacy settings.
"Event Agenda/Program" questions
To help your Attendee Assistant answer these questions, add detailed information into your event modules (such as Presentations, Functions, Exhibitions, and your Agenda), then add the relevant components to the Attendee App.
Typically, these questions include:
“Is [name] presenting?” (Questions about who’s presenting)
“Will [topic] be covered in [name of session]?” (Questions about what will be covered in sessions)
“Is [name] here?” / “Is [organization] exhibiting?” (Questions attendees, exhibitors, or sponsors; who and which organizations)
“What time does [session] start?” / “What’s on tomorrow morning?” (Questions about session times and schedules)
“Where is [session] being held?” (Questions about session/function locations)
“Which sessions should I attend?” (Asking for recommendations based on interests or role)
“What time is lunch?” (Questions about when meals and refreshment breaks are on)
“Is there a tour of [subject]?” (Questions about tours, workshops and special-interest sessions)
“Is there a conference dinner?” (Questions about other items on the agenda)
To help your Attendee Assistant answer these questions:
Add these components to your Attendee App (as appropriate):
 | Agenda[For “My Agenda” , see “App Features Information” below.] |
 | Speakers (Speaker Search) |
 | Attendees (Attendee Search) |
 | Exhibitors (Exhibitor Search) |
 | Sponsors (Sponsor Search) |
Check the settings for each one (visibility, filtering of information)
Check your app refresh settings to make sure any late updates are pushed to the app.
RECOMMENDATIONS
Add a meaningful description to every session, including suggested audience where relevant.
Use keywords for your presentations and show them in the app.
Use clear session titles rather than internal codes.
Ensure every session, function and break has an accurate date, start time and finish time.
Enter the room, hall or location name against every session, using the same names attendees will see on venue signage.
Add tours, workshops and information sessions to your Agenda with a clear title, description, date, time and meeting point. [You can also add other information to your Static Content – such as dress code, departure point for tours, what food/drink is covered by the cost of registration and what's extra - things like that.]
Ensure exhibitor and sponsor records are complete, and that organization names are entered consistently.
General event and venue questions
To ensure your Attendee Assistant can answer these types of questions, add information into your app’s “Static Content” information. [Use Content Template 1 - General]
Typically, these questions include:
“Where is the event being held?” (Questions about the venue address)
“How do I get there by train?” (Questions about transport and getting to the venue)
“Where can I park?” (Questions about parking at or near the venue)
“What’s the Wi-Fi network name & password?” (Or where are the toilets, etc.)
“How do I check in?” (Questions about checking in to the event and to sessions)
“Where is [room name]?” (Questions about finding rooms, halls and spaces inside the venue)
“Is lunch included?” (Questions about what catering is provided and what attendees pay for)
“What’s the dress code for the dinner?” (Questions about the social functions, what they include, other information)
“Can I watch [session] later?” (Questions about session recordings and resources)
RECOMMENDATIONS
Save the information in a separate document to make updates easier (you can just update what’s needed and replace the whole thing rather than trying to find the right section).
New or updated information can take up to five minutes to appear in the Attendee Assistant.
Check your app’s data refresh settings if you’re having problems getting information to update.
Attendee Assistant can’t open maps, images, or links. Include all details as text content.
Your venue’s website may have information you can copy directly for this section. Attendee Assistant may summarize lengthy information.
When giving instructions on how to find each room, hall or session space, include details like floor/location, how to access via ramp/elevator, nearest entrance, etc. Use the same room names as in your Agenda, so the two match.
List which meals and refreshments are provided on each day, and what’s at the attendee’s own expense.
If relevant, include information about which registration type has access to which meals (if there are differences based on this), where to find dietary options such as gluten-free or vegetarian if these are offered, and where attendees can buy anything not included.
Although your Agenda may already include function information, you can may want to add extra information about dress code, transport arrangements, table allocation, whether each function is included in registration, RSVP-only, ticketed separately or open to guests.
Add information about where sessions can be watched later, if needed.
If required, add information about collecting merchandise, other venue facilities, etc.
Questions about App features
To have your Attendee Assistant answer these questions, you still add information to a Static Content component - just call it something like "App features". We give you the information in Content Template 2 - App features (just make sure you remove information about components that aren’t in your app.)
Note – Reminder, privacy and permissions settings in your app will be respected by the Attendee Assistant. For example, if you’ve said only Exhibitors can see a particular Static Content block, only they will be able to see it. Similarly, Attendee Search information will respect each attendee’s privacy settings.
Typically, these questions include things like:
“How do I change my photo?” (Questions about editing a profile, photo or contact details)
“How do I save a session to my agenda?” (Questions about using the app to build a personal agenda)
“How do I message another attendee?” (Questions about connecting and networking with other attendees)
“What other features are available in the app?”
EXHIBITORS ONLY: - “How do I scan leads / see my leads?”
DOWNLOAD CONTENT TEMPLATES HERE