After completing your Event and Workshops, it is time to assign seats to your attendees. Under your Workshops tab, you will see a complete list of your Workshops. At the top left, there is a blue button the says “Equitable Distribution”. To automatically assign seats press Equitable Distribution.
Seats will be assigned to the Attendees based on their saved Workshop preferences. Each Attendee will have the opportunity to select their Workshop preferences after they register for the Event. Saving preferences is not contingent on the paid status of the Attendee. However, the paid status will affect the participation in the Equitable Distribution. Please make sure the status of the Attendees is up to date at the time you select Equitable Distribution.
How It Works?
Equitable Distribution attempts to be the fairest assignment of Attendees with minimum manual assignment by Event Coordinators. Equitable Distribution initiates a selection process for Workshop availability based on Attendee preference.
First, the Attendees are randomized. This eliminates the concern of the first come first serve basis. Attendees are assigned based on rounds. Each round an Attendee will have one (1) choice of a Workshop. Selections are based on the highest available preference.
After the first round, the order of selection is reversed. The last to pick in the previous round will be the first to pick in the following round. This continues for each subsequent round until the last possible round is completed.
This is all automatic and done instantly.
What if an Attendee Does Not Save Preferences?
If an Attendee does not save their preferences for the Workshops, the system sets the preferences in the order the Workshops were created. This also is true for Attendees that save a partial number of potential preferences. For instance, if there are ten (10) Workshops and the Attendee only saves preferences for four (4), then the Attendee’s fifth through tenth pick will be set on the first available Workshops. The order will be set in the order the Workshops were first created.
How Many Times Can Equitable Distribution Be Triggered?
Once. This eliminates confusion with shifting schedules, unfairness with preference assignments, and minimizes work for Event Coordinators.
Can Attendees Be Added to a Workshop After Equitable Distribution?
Yes, each Workshop has a Workshop Attendees tab after Equitable Distribution. This tab will list all Attendees for that Workshop. Additionally, there is an “Add Member” button on the top left. By selecting Add Member you can manually assign Attendees to that Workshop.
Managing Workshop Attendees
Workshop Attendees can be managed in the Workshop Attendee tab. The Status allows you to remove, waitlist or join an Attendee to a Workshop. Additionally, you can assign a room and time for that Attendee.
