Creating a Boomathon event and sessions

A Boomathon event is the umbrella for one client programme: it has a name, a registration link, an optional meeting link, a Mission target and one or more sessions. Each session is a scheduled slot with its own preset, registration mode and participants. Creating an event takes one screen.

Creating an event

Click New event in the Boomathon header.
Under Event, enter the Event name.
Under First session, fill in the session details described below.
Check the Credits panel underneath (see Credits for Boomathon).
Click Create event. The button is enabled once the required fields are filled.

Everything else, including the description, Mission target and meeting link, is edited on the event page afterwards.

Session fields

Date (required).
Start time - defaults to 09:00 in your browser's time zone. The time zone is saved with the session and shown to participants.
Session preset (required) - the Boomerang experience the teams will play: number of rounds, round length, difficulty and quotas. A Preset details box shows the player range, number of facilitators, approximate total length and each game's settings. The session's length and end time come from the preset. Partners see only paid presets.
Registration - Self-service (participants register themselves from the event link) or Roster import (you import the names and participants claim a seat from a link). This cannot be changed later; to switch modes, remove the session and add a new one.
Max participants - 24 by default.
Facilitator region - the streaming region for each team's facilitator seat. If Jenson8 has set a default region for your organisation it is pre-selected as Organisation default; otherwise you must choose one. It can be changed until 30 minutes before the start.

The event page

After creating the event you land on its page. The header shows the event name, its status and description, with buttons for the Knowledge board, Leaderboard and Edit details. Three cards sit below:

Registration link - the public address participants use to register (self-service) with a Copy button. Share this with your client.
Meeting link - the Teams, Zoom or Meet link for the event's video call. Click Add or Edit to set it. When set, registration emails include a calendar invite. The hint reminds you this is "The video-call link (Teams / Zoom / Meet), not the registration link."
Event Mission - progress towards the event's block target, shown as a percentage or "MISSION COMPLETE".

Edit details opens a dialog where you can change the Event name, the Description (shown on the registration page) and the Mission target ("Blocks to collect across every session of the event"). The target is calculated for you when the event is created, based on the number of teams and the preset's quotas, and you can adjust it at any time.

Adding and viewing sessions

The Sessions section offers Calendar and List views. Click a day in the calendar, or click + Add session, to open the same session form with its own Credits panel, then click Add session.

In the list, each row shows the date, time and time zone, how many are registered ("Full" when at capacity), the registration mode, a Details button and a Host control, Join live or Summary button depending on status.

The session drawer

Clicking a session opens a drawer with three tabs.

Overview - the big Host control button and a participant list showing each person's team and status.
Settings - change the Session preset and Facilitator region, and see the registration mode (read-only). Click Save. This tab is hidden once the session is completed or cancelled.
Roster - the participants, with import and move controls. See Managing the Boomathon roster and teams.

Rules for changing settings:

Once teams have their streams set up, the preset can only change to one with the same app and game mode. Teams already set up keep their current preset; only new teams use the new one.
The facilitator region locks 30 minutes before the start. The hint shows "Changeable until ..." or "Locked 30 minutes before the start." Changing it moves each team's facilitator seat; a seat whose stream has not started is replaced free of charge.
The registration mode is "Fixed when the session is created. Remove the session and add a new one to change it."

Removing or cancelling a session

Remove (Settings tab) deletes the slot entirely. It is only available while the session is Scheduled.
Cancel session keeps the record but stops it running. Self-service registrants receive an email, "Your Boomathon session for ... was cancelled". Roster sessions send no email, so tell the client yourself.

What is no longer asked

If you used an earlier version of Boomathon you will notice the forms are shorter. The region, industry and organisation-size questions, the editable event status, the per-session meeting link, the rounds and round-length fields and the separate Edit event page have all gone. Status is derived from your sessions, and the preset defines the rounds.