How to set up text-in across a multi-session conference

The agenda has a keynote at 9, four breakouts at 10:30, four more at 1, and a closing panel. Twenty sponsors are on the expo floor. If you set up one sign-up link for all of it, you end the day with a long list and no idea which room anyone was in. Multi-session conference setup comes down to deciding which code goes where, so each part of the event reports on its own without asking attendees to name the session.

Textiful runs each part as a capture flow. Attendees scan a QR code or text a keyword, answer a question or two by text, and the answers land on the right session, poll, or sponsor.

The problem with one code for everything

A single code can't tell Room B from Room D. You end up adding a "Which session are you in?" question, which is one more reply between the attendee and the next talk, and half the answers come back as "the AI one."

The opposite mistake is a new keyword for every talk. Forty keywords is forty things to print, forty chances for autocorrect, and a bill for every keyword past the first.

One code per room, one keyword for the main stage

Map your codes to rooms, not talks.

• Each breakout room gets one flow and one free QR code. Print it on the door sign and on the slide template every speaker in that room uses.
• The main stage gets a keyword. The back rows of a ballroom can't scan a code on the screen, and a keyword can be said out loud. Pick something tied to the event, such as SUMMIT or the event's short name.
• Each sponsor gets its own flow and QR code. How to give sponsors the leads they paid for covers that setup.

QR codes are free and unlimited, so a code per room costs nothing. Keywords are one included on your plan, then $10/month each.

How to set it up in Textiful

1. Add your sessions. Under Audience Tools, then Session Feedback, create each session with its name, speaker, and start and end time. Leave a few minutes after each talk for people to respond.
2. Build the first room's flow. Start from the "Collect session feedback" template. In the Ask for feedback step, choose Whichever is running and pick every session in that room. Each text goes to the session running at that moment.
3. Copy it for the other rooms. Use Copy on the Data Capture Flows list, give the copy its own QR code, and change its sessions to that room's. Sessions in one step can't overlap, which is why each room needs its own flow.
4. Build the main-stage poll. Start from "Poll the audience" with your keyword as the trigger. Open the results page on the projector. How to run a live poll without an app has the details.
5. Tag everyone with the event. Add a Tag the contact step with the event name to every flow, so one filter finds everyone who took part.
6. Invite your team. Give session chairs View only access so they can watch their room's report without editing anything.

The main-stage poll

Give the poll one trigger. Each flow has a single trigger, and when you copy a flow to add a second one, the copy gets its own poll with its own results page. A keynote poll split between a QR code and a keyword shows half the votes on each screen.

Put the keyword large on the slide, say it out loud, and leave it up while votes come in. The results page shows counts and percentages, never names, and has a dark theme for a dim room.

Breakout feedback

Ask at the end of each talk, before Q&A. The feedback step asks for a rating, 1 to 5 or 1 to 10, then an optional comment, and replies like SKIP leave no comment. Each person can rate each session once. How to collect session feedback without paper surveys has the slide wording and the script for the room host.

How short should each flow be?

Short, because people are walking to the next room. Across Textiful flows over 90 days in 2026, one-question flows were completed 89.5% of the time, two-question flows 83.1%, and three-question flows 85.0%. A rating, a comment, and an email is about as long as a breakout flow should go. If you want an email, put it after the rating, so the feedback is saved even if someone stops there.

Keeping the reports separate

• Per session: each session's report shows responses, the average rating, a bar for each score, and the newest 200 comments. It updates during the event.
• Per room and sponsor: the Data Capture Flows list shows text-ins and completion for each flow, and each QR code counts its scans.
• Per keyword: Reports, then Keyword Activity, shows text-ins for the main-stage keyword and can compare two keywords.
• The whole event: filter Contacts by the event tag and click Export CSV. Every rating and comment is a column, headed with the session name.

Before and after

	One sign-up link	A flow per room in Textiful
Which room they were in	A question they have to answer	Known from the QR code they scanned
Session feedback	One survey for the whole day	A report per session, during the event
Main-stage poll	A web page and a join code	A keyword on screen and live results
Sponsors	A shared attendee list	A separate list per sponsor
The whole event	Merged by hand afterward	One tag, one export

You pay per conversation, one for each attendee who starts a flow, however many questions it has. Plans start from $19/month, and a busy day that goes over your plan adds conversations automatically at $15 per 100. See pricing, and for registration at the door, see event check-in by text.

Try it at your next event → Start a free trial