> Support > Creating New Events > Event Wizard > The Event Wizard

The Event Wizard


After you first create your Event, you will be immediately redirected to the Event Wizard. Depending on the event features you've activated, like Abstracts or Hotels, this will be the order the Event Wizard will follow. Click on any of the links below for details on how to complete each of these.

Budgets
Tickets
Speakers
Sessions
Attendee Custom Fields
Sponsors
Booths
Abstract Reviewers
Abstracts
Hotels

Budgets

Tickets 

  1. Click Add Ticket.
     
  2. Fill in the Form.

    Name: The name you want to give the ticket like “General Admission” or “Concession.
    Cost: Price per ticket.
    Capacity: the number of these tickets that will be available for purchase.
    Description: any details relating to this ticket type that will be of value for the buyer.
    Record Guests: if you have allowed attendees to invite guests to the event, you can record the guests information (like Name and Number) by selecting "Yes" here. You can choose to record just the guest name by select "No" in the All Contact Info, or you can record all their contact info and add them to a group by selecting "Yes" here.
    Groups: you can restrict this ticket type to the members of certain Subscription Groups by choosing "Yes" then selecting the Subscription Groups you want it limited to. You can add a new Subscription Group here if you require.
    Show In Programme: whether or not this ticket will be visible in the programme on the event's website.
    Send Confirmation Emails: by selecting "Yes" your attendees will receive an email confirming their ticket registration.
  3. Select Go back to the previous page > Save.

    For illustrated information, visit our create tickets page Adding a Ticket

Speakers

  1. Click on Add Speaker.
  2. Create New Speaker (or Select Existing Speaker if you are using someone who has already been inputted into the system as a speaker.)
  3. Enter in their Full Name, and fill out the rest of the form, uploaded a profile image if you have one.
  4. Add their Fee
  5. Select Go back to the previous page
  6. Click Save

Sessions

  1. Click Add Session.
  2. Fill in the form.
    Name: type in the name of the session.
    Start/End Date: the date and time of the session.
    Description: automatically filled in from the Abstract Submission.
    Is Optional: select whether or not this session is optional for event attendees. "No" will mean that the session is mandatory. "Yes" will give the attendees the option to register for this session if you have selected "Yes" for Multiple Sessions in Settings > Advanced. (see Adding an Event for more information.) Add in any associated cost for registering for the event and a close date for registrations.
    Image: upload the image of the speaker where appropriate.
    Setup Time: the time the speaker has to prepare for the session.
    Breakdown Time: the time the speaker has to breakdown the session.
    Registration Status: If you select Open, attendees will be able to register for the event, but if you choose Closed they won't be able to register.
    Speakers: select the speakers for this event or click on Add Speaker to create a new one.
    Capacity: how many people can register for this event before registrations are closed.
    Allow Waitlist: whether a waitlist will be available in the event that the session books out. If you choose Yes, you can also decide how long you'll let the waitlist become.
    Show In Programme: whether or not the session will appear in the programme online.
    Show Time: whether or not the session's time will appear online.
    Only for Certain Tickets: whether or not the session is only available to people with certain ticket types. If you select Yes, you must then choose the ticket types that can register for this session.
    Notes: any additional information on this session.
  3. Select Go back to the previous page > Save.

    For more information please visit our illustracted knowledgebase article Creating a Session

Attendee Custom Fields

  1. Click on Add Custom Field and select the type of custom field you want.
  2. Fill in the Form
    Name: the name you'd like to give the custom field
    Type: the type of custom field you'd like.
    Is Visible to Attendee: choose Yes if you want the attendeed to be able to see and change this informaiton about them.
    Is Required: choose Yes if you want to make this a compulsory item
    Assign To: choose who you want to subscribe this information to.
    Apply to Guests: whether or not you want this information to be collected for all your attendees, not just the people registering.
    Show On Invoice: choose Yes if you want this information to appear on your registrants invoice.
  3. Click Go back to the previous page and then Save.

    For more information please visit our illustracted knowledgebase article Creating a Custom Field


Sponsors

  1. Click Add Sponsor.
  2. Unless you have already added this Sponsor on a previous date, select Create New Sponsor.
  3. Enter in the Sponsor's name, Website Address, Logo and Description where applicable.
  4. If you have opted to have Custom Sponsorship Levels, choose the Level for this Sponsor. You can also add a new Custom Sponsorship Level at this point by clicking on Add Level and giving the level a Name and Brief Description.
  5. Select the Sponsorships type from Dollar or Contra. When selecting Dollar, you will be prompted to enter in the Total Amount and Amount Paid.
  6. Select Go back to the previous page.
  7. Click Save

    For more information please visit our illustracted knowledgebase article Adding a Sponsor

Booths

Creating Booths when you selected "Booth Types"

  1. Click Add Type.
  2. Fill in the Form.
    Name: the name of the booth type e.g. West Wing
    Description: a more detailed description of the both.
    Type: the type of booth is it.
    Ticket: the type of ticket you want allocated to the booth holder. Go to Creating Tickets for instructions on how to create tickets. If you choose to include a ticket with the booth, you will be prompted for the number of tickets assigned to the booth and whether or not the cost of the ticket is included in the cost of the booth.
    Capacity: how many of these booths are available in total. Once this number of booths had been reserved, there will be no more available for potential exhibitors.
    Maximum Allocation Per Exhibitor: how many of these booths each exhibitor can register for.
    Amount: The cost per booth.
    Setup Time: The time from which the booth will be available for the exhibitor to beginning setting up.
    Setup Cost: Any fees required for setting up the booth
    Breakdown Time: The time the booth must be packed down by.
    Breakdown Cost: Any fees required for breaking down the booth.
    Width: The width of the booth
    Area: The total area of the booth
    Depth: The depth of the booth
    Ceiling Height: the height of the ceiling
    Open Sides: the number of open sides the booth has
  3. Select Go back to the previous page and click Save.

Creating booths when you selected "Individual Booths"

  1. Click Add Type.
  2. Fill in the Form.
    Name: give the group of booths a name e.g. Food and Wine.
    Description: a more detailed description of the booths.
    Type: the type of booths they are.
  3. Select Return to This page and click Save.
  4. Click Add Booth.
  5. Fill in the form.
    Letter: give the booth a letter to indentify it if necessary.
    Number: give the booth a number. Description: a more detailed description of the individual booth.
    Ticket: the ticket that will be given to the exhibitor when they reserve this booth.
    Capacity: how many of these booths are available in total. Once this number of booths had been reserved, there will be no more available for potential exhibitors.
    Maximum Allocation Per Exhibitor: how many of these booths each exhibitor can register for.
    Amount: The cost per booth.
    Setup Time: The time from which the booth will be available for the exhibitor to beginning setting up.
    Setup Cost: Any fees required for setting up the booth
    Breakdown Time: The time the booth must be packed down by.
    Breakdown Cost: Any fees required for breaking down the booth.
    Width: The width of the booth
    Area: The total area of the booth
    Depth: The depth of the booth
    Ceiling Height: the height of the ceiling
    Open Sides: the number of open sides the booth has
  6. Click Save.

Abstract Reviewers

  1. Click Add Reviewer and select Add New. (If you want to reuse a reviewer from a past event, you can select Add Existing.)
  2. Fill in the Form.
    Username: the name the reviwer will use to login.
    Password: The strength of the password will be indicated by the coloured bar underneath, red indicating a weak password and green indicating a strong one.
    Group: Add your reviewer to a user group that you have previously created in the Group field. (User Groups are not to be confused with Subscription Groups. To learn how to create and manage Subscription Groups by viewing the tutorial.)
  3. Click Save.
  4. Send the login details to the reviewer. They will need this begin reviewing abstract submissions

Abstracts

  1. Click on Add Request
  2. Fill in the Form.
    Dates: the open and close dates, and times, for the registration. Note: your Abstract Request will not be visible on your site until the starting date/time. Requests will still be visible on your site after the closing date, but will be shown as ”closed“ and authors will not be able to submit abstracts.
    Types: The type of submission this abstract is for. Choose from Standard, or Custom and indicate what Custom Type you require.
    Template: you may like to provide a template you want the abstract to be presented as. You can upload the template by clicking on Browse and following the prompts.
    Format Accepted: the type of file you want submitted. Choose from Text, Word doc or PDF.
    Length: the required word count or length of the abstract.
    Blind Review: whether or not reviewers can see who the abstract was submitted by. If you select "Yes" the reviewer will not be able to view the author's name.
    Has themes: You may like to have a particular theme for your abstract request. Select "Yes" if this is the case and follow the prompts to create a theme.
    Scoring Criteria: You can add scoring criteria to the abstract request. To do this you must first save your abstract request. Then follow the steps below in To Add Scoring Criteria to your Abstract Request.
    Submission Guidelines: the guidelines for the abstract.
  3. Click Save.
  4. To Add Scoring Criteria to your Abstract Request click Edit next to the Request for Abstract that you want to add the scoring criteria to.
  5. Click on Scoring Criteria.
  6. Click on Add Criteria
  7. Type in the criteria's description and click Save.
  8. When you have added all the criteria click Close.
  9. Click Save.

Hotels

To Add a Hotel:Click on Add Hotel.

  1. Fill in the form. You can also upload an image of the hotel by clicking Browse next to Image.
  2. Choose an Arrival and Departure date. These are the dates you will book for your attendees who register to stay in this hotel.
  3. Select Return to this page.
  4. Click Save.
  5. Click on Add Room
  6. Give the room a Name (eg. Room 22), a Type, and a Capacity which is the number of rooms an attendee can book.
  7. Enter in the Room Cost per night, and the Commission you will receive from each room booking in either dollars or percentage value.
  8. Enter in the Cost To Attendees. This is the amount that will be added to their ticket price when they reserve a room with you.
  9. Choose whether or not to Charge Attendees. If you select Yes, the hotel cost will be added to their invoice.
  10. Enter in the Room Capacity which is the number of people allowed per room.
  11. Choose Yes or No for Is Non-Smoking?
  12. Upload an image of the room by clicking Browse, finding the picture on your computer, and clicking Open.
  13. Can Extend Reservation will allow attendees to extend their booking if you select Yes. Choose the number of days before and after that they can extend their booking by.
  14. Click Save.
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