Event Details  (or "Add Event")

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Use the Event Details page to enter the basic information about an event.

Note: When you are creating an event, this page is entitled "Add Event", and has no left navigation panel. After you enter the event details and click Save (that is, once the event is created), the left navigation panel is displayed, with page-links that you click to configure the event: Attendee Types, Agenda, etc.

Handy hint: Click Preview on the toolbar at the bottom to preview the event's Primary Form without having to go to Plan > Forms.

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Event Details

Play (icon)Video: Editing event details

Caution:Only an Administrator can modify the Event Code once it has been saved. And even then, only when the event Status is 'Planning', 'Testing', or 'Live'.

(If you need to edit it in any other circumstances, please contact Certain Support, since only a System Master user can do so.)

Choosing a Unique Event Code

Should be as brief as possible.

Note: Must be unique in your account.

For example, if you have a one-time event called "Global Summit", then an Event Code of global, globalsummit, or gsummit would be good choices.

If the event is an annual one, then 2021gsum or gsumfall2021 would work well.

If the event is a road show with several different dates and locations, then gsum050519newyork and gsum110719chicago would identify the specific dates and locations of the events.

Note: You can always search for an event by its title, date, and/or location. But a good choice of event code can ease finding a specific event.

Note: The Time Zone is used in:


It does not affect the administration side of Certain; that is, fields such as Reg Date Created, e-commerce transaction times, report run times, history records, etc., are always U.S. Pacific Time.

However, Time Zone is available as a Dynamic Data Field (DDF) for use in Email Templates, Confirmation Emails, Custom HTML, Websites, and Web Integration Links.

Custom Event Data

If no Custom Event Questions have been defined in the account, this section is not displayed.

This section shows any custom questions set up at the account level by the account Administrator (on the Custom Event Data page: Account Settings > Management > Event Data). These custom questions are displayed in all events associated with that account.

If a Custom Event Question is marked as Required (on the Custom Event Data page: Account Settings > Management > Event Data), the Custom Event Question field cannot be left blank when this page is submitted.

Location

The Location is the place where the event occurs. For instance, a conference center, a convention hall, or a hotel where attendees are also lodged. If an event is virtual (web-based, without a physical presence), the venue could be the event moderator's address.

The location is available as two Dynamic Data Fields (DDFs) when you are writing emails, setting up forms, configuring websites or event views, for example: Location, and Location Map.
(The Location Map DDF shows a thumbnail image of a Google map, which when clicked opens a pop-up Google map of the event location.)

Role Assignments

Background

Roles are a Certain feature designed for team-based event management/production.

An administrator sets up roles, and makes users available to them, in Account Settings > Management > Roles.

If no roles exist in the account, or no users are made available to any that do, then this section is not displayed on the Event Setup page.

List

Roles currently assigned to this event are listed, with their Role name and the Users assigned.

To add a new one, click Assign Role. (See below.)

To delete a role (that is, to not use it in the event), click the icon at the end of the row.

To "unassign" a user  from a role, click x next to their name in the Users column for that role.

To remove all the assigned users from a role, click the 'Remove All Users' icon Remove All Users icon.

Assign Role

Click Assign Role to add roles to this event, and assign users to those roles.

See help for the Assign Roles modal window.

Select the role(s) to add to the event, editing the list of assigned users if necessary, and click Save in that window.

Important: Each role automatically has all its "available" users assigned to it for the event.

Those roles are now displayed under Role Assignments on this Event Setup page.

You can click the Users field to edit that list for a particular role.

Note: If a role is marked as "Required" (on Account Settings > Management > Roles ), you must select a user for it here.

Contact

Select the event registration contact: the person providing registration support for the event.

The contacts you can select from are those set up at the account level on the Menu icon > Contact icon Contacts page. That makes it easy to use the same contact for multiple events but only have to set up their details once.

Click Set Contact to assign the contact to the event.

Warning: If you click Edit this Contact, any changes you make will affect all the events using that contact. (That's because it's the same as going to Menu icon > Contact icon Contacts and editing the contact there at the account level.)

You can click Add New to open the Contact Detail information page to add a new contact. The same contact will then be available for assignment to other events (This is just the same as going to Menu icon > Contact icon Contacts and clicking 'Add New' there.).

Where Contact Information appears:
  1. Emails sent to registrants will have the contact's email address as the From and Reply To addresses, so that registrants will respond to the contact if they have queries.

    NOTE: When you send email to registrants, the From and Reply To fields saved on the email template  take precedence over those of the registration contact on this page and the Account Settings.
  2. The contact information can be used in data-driven fields (DDFs) on the event website, registration form, and in the body of email confirmations or templates. (The latter is helpful when setting up a template event to be used for a series of similar events that have different contacts.)
  3. Each page of the registration form has a link to a registration assistance form that displays the contact information, enabling registrants to send email directly to the registration contact (including event details by default).

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