Event Details (or "Add Event")

Event Details (or "Add Event")

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 has been created), the left navigation panel is displayed. The left navigation panel includes 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.

Access via

For a new event: Event List > Add Event, or Account Dashboard > Event Calendar > Add Event

For an existing event: Plan > Event Setup > Details

Jump to

• Details
• Custom Event Data
• Webinar for a digital event
• Location
• Roles
• Contact
• Currency

Event Details

Event Name

Event Code

If you do not specify a unique Event Code, Certain generates one for you automatically.

The Event Code is used as the directory name to store static files for each event (images, PDF documents, etc.).

> Caution: Only an Administrator can modify the Event Code once it has been saved. Even then, modifications are allowed only when the event Status is 'Planning', 'Testing', or 'Live'. If you need to edit it in any other circumstances, contact Certain Support. Only a System Master user can do so.

Choosing a Unique Event Code

A unique Event Code should be as brief as possible.

> Note: The Event Code must be unique in your account.

For example, for a one-time event called "Global Summit", good Event Code choices include: global, globalsummit, or gsummit.

For an annual event, Event Code choices include: 2021gsum or gsumfall2021.

For a road show with several different dates and locations, Event Code choices include: gsum050521newyork and gsum110721chicago.

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

Start Date and End Date

> Note: When you select the Start Date for a new event using the calendar picker, the End Date defaults to the same date to ease editing.

> Note: If you edit either the Start Date or End Date, and a registration form has its Open or Close Dates set as relative to the event dates, the form date(s) update automatically. See Plan > Forms > Setup.

> Note: For a digital event, the start date should match that of the webinar. See Event Webinar below.

Time Zone

> Note: Time Zone is used in:

• The Add to Calendar feature in registration forms (see Plan > Forms > Agenda > Agenda Display Options and Plan > Forms > Sessions > Session Display Options)
• Scheduled emails (see Promote > Communication > Email Templates)

Fields on the administration side use U.S. Pacific Time, including Reg Date Created, e-commerce transaction times, report run times, history records, etc.

Account

If your account has sub-accounts, select one in which to create the event.

Status

The typical options are: Testing, Live, On-Site.

New registrations are added as "Test" registrations.

> Warning: After you save an event after changing its status to "Live", you also need to take your forms out of test mode. > > You are therefore prompted to select the forms you also want to set to "Live". > > Default selection: All of them.

Three notes apply to Live: 1. Forms are not available for registration until the form URLs are sent out or advertised. 2. If you process payments, ensure that: 1. All payment methods are set and all forms are set to process online under Forms>Payments. 2. The Single Transaction Limit defined under Event Setup > Financials is set with the maximum amount expected for a single registration. This includes the reg fee plus all other charges. 3. After you change an event's status to Live, you cannot change it back to Testing.

Typically, live registration ends when the status changes from Live to On-Site.

Additional event statuses are available for use before the event.

These statuses are available for Meeting Requests.

These statuses are:

• Incomplete
• Requested
• Approved
• Denied
• Planning

Additional event statuses are available for use after the event takes place.

These statuses are:

• Post-Event
• Closed
• Cancelled

> Note: When you save an event after changing its status to "Postponed", you are prompted to select the forms you also want to set to a status of "Closed". > > Default selection: All of them.

> Note: If forms are closed and the event status is "Postponed", an attendee attempting to register will see the entry page message configured at Forms > Setup > Advanced.

Access Token

Anyone going to a form or website must enter the token before proceeding.

A form or website URL is the same whether the event is Live or Test.

Requiring an access token prevents unauthorized access to leaked links before the links are Live.

To remove the restriction, clear the access token.

Tags

You can select tags for the event.

> Note: The Tags field is not shown if no tags have been set up.

> Technical Note: All tags are exposed via Certain's API 2.0. > > APIs associated with the objects return the associated tags if you include an includeList=tags attribute.

Notes

> Note: If the event is used as a template, these Notes are displayed in the template description on the Event Templates page.

External Event ID

Use this field if your event has its own event ID on the planner side, separate from the Event Code.

These IDs are internal company references that are external to the Certain platform.

> Warning: Do not change this value unless you fully understand how the Certain platform integrates with your external system.

Registration Capacity

Blank Registration Capacity means unlimited capacity.

Zero Registration Capacity means no registrations can be added.

For digital events (see Event Webinar below), Registration Capacity cannot exceed the capacity of the webinar.

> Note: If your event includes Automatic Event Waitlisting, setting Registration Capacity here is a prerequisite.

> Caution: If you do not configure Automatic Event Waitlisting, and the number of registrations reaches the figure entered in Registration Capacity, an attendee trying to register will be unable to do so. > > The attendee will see a warning message configured at Form > Setup > Advanced.

A registration is included in the calculation if it is Complete and has a registration status classified as "Accepted".

> Note: The Registration Capacity limit is applied in registration forms, not if the planner adds a registration on the admin side of Certain.

> Caution: This limit can be exceeded if an incomplete registration (created before the limit was reached) is edited after the limit is reached.

See Plan > Configure > Alerts.

Event Owner

Select a user from the list.

The user list includes:

• Administrator users in the current account
• Event Builder users in the current account
• Registration Support users in the current account
• Administrator users in the parent account if the current account is a sub-account
• Event Builder users in the parent account if the current account is a sub-account
• Registration Support users in the parent account if the current account is a sub-account
• Further parent accounts going up the tree if there are multiple layers

The user list does not include users from any sub-accounts of the current account.

Custom Event Data

This section does not display if no Custom Event Questions have been defined in the account.

This section shows custom questions set up at the account level by the account Administrator.

Custom Event Questions are set up on the Custom Event Data page: Account Settings > Management > Event Data.

These custom questions display in all events associated with that account.

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

Event Webinar

For digital events, where a third-party platform such as Zoom or ON24 hosts a webinar for the entire event, you can either:

• Create the webinar on that platform (only if Zoom or ON24)
• Connect to the webinar on that platform

> Note: You can link only one webinar to an event, and vice versa.

> Best Practice: Do not link the event to a webinar if you will be linking sessions to webinars. See Conference Session Setup.

Webinar Option 1: Create Webinar

This option is only available for Zoom and ON24.

> Note: Before you can create a webinar from here, as explained in Digital Events Overview: > > 1. An administrator must have set up a Connection to that platform in Certain Signal. > 2. The data flows between the two systems as attendees register.

Click Create webinar/meeting and complete the details:

• Select a webinar/meeting Service configured for your account.
• Zoom Webinar
• Zoom Meeting
• ON24 Webinar
• Select a Connection (as set up in Certain Signal).
• Select a Presentation Type (live audio & video or on-demand).
• Available options depend on the Service selected.
• Select Host(s).
• Click Next.
• The webinar is created on the chosen platform.

Webinar Option 2: Connect to Webinar

> Note: Two things must be done before you can enter details here, as explained in Digital Events Overview: > > 1. Create the webinar on the webinar platform you are using (probably Zoom or ON24). > 2. Get the ID from that webinar. > 3. An administrator must have set up a Connection to that platform in Certain Signal. > 4. The data flows between the two systems as attendees register.

Click Connect Online Session to open a pop-up window where you enter webinar details.

• Integration Type is required.
• Select the integration being used for this event.
• Available options depend on what is enabled for your account.
• Probably only one of:
• Zoom Webinar
• Zoom Meeting
• ON24 Webinar
• Integration Connection is required.
• Select the Connection set up in Signal for the selected Integration Type.
• There is probably only one.
• If none are available, see your administrator.
• Meeting/Webinar Id is required.
• Enter the ID from the webinar platform.
• Example: in Zoom, this is the 'Webinar Id' when you set up the webinar.
• You can use a given Meeting/Webinar Id only once in an account.
• The same one cannot be used for more than one event (or session).
• The Event Name should match the webinar name.
• The Event Start Date and Time should match those of the webinar.

Click Connect Online Session in the pop-up window.

The details of the meeting display from the webinar platform.

> Warning: You cannot change the webinar link after you have confirmed it.

If details are correct, click Confirm Meeting.

> Note: If the webinar schedule is changed on the webinar platform, correct the details in the event as well.

> Note: If the webinar is later cancelled on the webinar platform, cancel the event and registrations in Certain.

Location

The Location is the place where the event occurs.

Examples include a conference center, a convention hall, or a hotel where attendees are also lodged.

If an event is digital only, the venue could be the webinar provider.

Location

Click Set as Primary Location.

Add New

If the location venue does not appear in the drop-down list, click Add New to add a new Supplier in the Supplier Detail Information pop-up window.

Edit This Location

Edit the details of the location in the Supplier Detail Information pop-up window.

This option is available only once a primary location has been set.

> Caution: Changes affect any other event using the same location.

The location is available as two Dynamic Data Fields (DDFs) when writing emails, setting up forms, and configuring websites.

The example DDFs are: Location and Location Map.

When clicked, Location Map 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 in Account Settings > Management > Roles.

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

List

Roles currently assigned to this event list the Role name and the Users assigned.

To add a new role, click Assign Role.

To delete a role, click the icon at the end of the row.

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

To remove all assigned users from a role, click the 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.

Edit the list of assigned users if necessary.

Click Save in that window.

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

Those roles display under Role Assignments on this Event Setup page.

You can click the Users field to edit the 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

Contact selection

The event registration contact is the person providing registration support for the event.

The contacts you can select from are those set up at the account level on the Contacts page.

Click Set Contact to assign the contact to the event.

> Warning: If you click Edit this Contact, changes affect all events that use that contact. > > This behavior matches editing the contact at the account level in Contacts.

Click Add New to open the Contact Detail information page to add a new contact.

The same contact becomes available for assignment to other events.

This behavior matches going to Contacts and clicking Add New there.

Where Contact Information appears

1. Emails sent to registrants show the contact's email address as the From and Reply To addresses.

• Registrants respond to the contact when they have queries.
• NOTE: When sending email to registrants, 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. Contact information can be used in data-driven fields (DDFs) on the event website and registration form.

• It can also be used in the body of email confirmations or templates.
• Using contact information in templates helps with setting up a template event to be used for a series of similar events with different contacts.

3. Each page of the registration form includes a link to a registration assistance form.

• The registration assistance form displays the contact information.
• The registration assistance form enables registrants to send email directly to the registration contact.
• The registration assistance form includes event details by default.

Travel & Accommodation Currency Label

Currency

For example, if you select "€ - Euro", the € symbol precedes those fields where appropriate on screens and reports.