An Event Plan allows you to organize a single event or an entire program of events. The plan helps you easily create robust registration forms and targeted emails to send to segmented contact lists. You can instantly generate customized reports for all registrations, form submissions, emails, events, and other data within the plan.
In the Event Plans section you will have the option to Create a New Event Plan or Manage your existing Plans.
Create a New Event Plan
Every time you create a new plan, you will be walked through an 8-step Wizard to set up the foundation and framework for your upcoming events. After completion, you will be able to visit your templates and further customize them.
You will first create the Title1 for your Event Plan. This will be the internally-facing name of your group of events so you can keep track of what events you and your team are planning.
When you assign a plan a category all information within the plan will be tagged accordingly. After assigning a category you will be able to filter and sort your reporting by this category so you can determine your event’s success over time.
Your logo must be a PNG or JPG with a maximum file size of 2 GB. This logo will auto-populate for all registration forms, name tags, and your check in page. Keep in mind, you can always customize logos for these three components - this is just meant to help you get set up.
You have the option to skip this step and come back to it as well as edit your logo moving forward.
In this section, you can initially set up as many events as needed. If you choose to create a New Event you will be directed to fill out the basic information for that event.
- Title: This is the name attendees will see for your event.
- Start Date & Start Time: This is the start date and time for your event.
- End Date & End Time:This is the start date and time for your event.
- Timezone: You have the ability to designate the time zone the event will occur within.
- Event Location: The Event Location can either be a street location or just general text describing where the event will take place. Example: The Prudential Center vs. 1 Prudential Place, Boston, MA 02115
- Tickets: If there is no cost of admission to the event, select “This event is free”. Then registrants will be added to your attendee list after submitting your form.
If there is a cost associated with your event you will have the ability to create ticket types with different labels, costs and number available.
Custom Fields: Custom fields are used to collect information from registrants on the event level. You can either select from a list of Stock Options that you can manage under account settings (for information that you repeatedly require for registration ie. State/Province, Email, etc.) or Add a New Custom Field to allow you to capture necessary information from your registrants.
You can have up to 18 custom fields - via either a Drop Down or Text Field and even have the capability to make required or optional to sign up for the event. If select the Drop Down custom field, you will be prompted to list the selections your registrants will choose from. After adding some options, you can reorder them, or clear all of them to start over.
Other Options: Here you can designate how many guestsA that registrants can register as once. You can also include a registration limitB or allow your event to have an unlimited number of registrations.
Forms allow you to collect online registrations for the events in the Sample Event Plan. Set up your first form template by clicking "Yes" below, and then after the plan is created, you can add tickets, add fields, and create more forms. You will also have the option to skip this step and build your forms later if you choose.
You will be able to collect registrations using the form you build here, you will also need to add more details after you complete the wizard and we will walk you through those steps later in the guide.
Next you will have the option to set up an Invitation and Follow up email template1 for your Event Plan. If you already have a Contact List set up you will be prompted to select who you would like to send it to. Again, you will have the option to skip this step and return to if you prefer.
Within the Wizard, you have the option to generate a post-event survey within your plan1. After the plan is created, you can add questions, select recipients, and create more surveys or skip for now.
Reports allow you to quickly view and download data for your Event Plan. In this step of wizard you can choose to have a Registration Report pre-populated in your plan1. You can create more reports for registrations, event data, form submissions, and more once your plan is created2.
On the final step of the Wizard you are able to upload a registration list if you have already have the names of people who have signed up for your event, you will be transported to that event’s Attendee List to upload. You can also move to your Plan Overview.