Event Details (or "Add Event")

The Event Details page is used to enter the basic information about an event.
For a new event, the page is titled "Add Event" and has no left navigation panel.
After you enter the event details and click Save, the left navigation panel is displayed with page-links to configure the event (e.g., Attendee Types, Agenda, etc.).
Handy hint: Click Preview on the toolbar at the bottom to preview the event's Primary Form without going to Plan > Forms.
Videos: All "Event Details" videos are available.

Event Details

Event Name is the name of the event.
The Event Name appears on registration forms, websites, and confirmation material.
Maximum length for the Event Name is 255 characters.

Event Code

Event Code is a unique abbreviation of the event title.
Maximum length is 25 characters.
Letters, numbers, and dashes only; no spaces or other special characters.
If you do not specify a unique Event Code, Certain generates one 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. And even then, only when the event Status is 'Planning', 'Testing', or 'Live'. If you need to edit it in any other circumstances, contact Certain Support, since only a System Master user can do so.

Choosing a Unique Event Code

Should be as brief as possible.
Must be unique in your account.
Examples:
For a one-time event called "Global Summit", an Event Code of global, globalsummit, or gsummit would be good.
For an annual event, 2021gsum or gsumfall2021 would work well.
For a road show with several dates/locations, gsumm050521newyork and gsum110721chicago identify specific dates and locations.
Note: You can always search for an event by its title, date, and/or location. A good event code eases finding a specific event.

Start Date and End Date

The starting and ending dates and times for this event.
For a new event, the End Date defaults to the Start Date when using the calendar picker.
If you edit either date and a registration form has Open or Close Dates set relative to the event dates, the form dates update automatically.
For a digital event, the Start Date should match the webinar Start Date and Time.

Time Zone

Time Zone is required. Enter the time zone in which the event takes place.
Default: Pacific Time (U.S. & Canada).
Time Zone is used in Add to Calendar, Email Templates, Confirmation Emails, Custom HTML, Websites, and Web Integration Links.
Time Zone does not affect administration times (Reg Date Created, e-commerce times, report run times, history records) which are always in Pacific Time.
Time Zone is available as a Dynamic Data Field (DDF) for use in Email Templates, Confirmation Emails, Custom HTML, Websites, and Web Integration Links.

Account

Default value is the current account.
If your account has sub-accounts, you can choose one in which to create the event.

Status

Status is required. Indicates the current state of the event.
Typical values: Testing, Live, On-Site, plus additional statuses before or after the event (Incomplete, Requested, Approved, Denied, Planning, Post-Event, Closed, Cancelled, Postponed).
Example: Testing means the planner is testing to ensure event setup and forms operate as expected; new registrations are added as "Test" registrations.
Live means the event is currently accepting real registration data.
Warning: When you save an event after changing its status to Live, you must also set your forms to Live. You will be prompted to select the forms to set to Live (default: All).
Notes for status changes:

1) Your forms are not available for registration until you advertise the form URLs.

2) If payments are processed, ensure all payment methods are set and forms are set to online under Forms > Payments, and the Single Transaction Limit is configured under Event Setup > Financials.

Other statuses describe the event lifecycle (e.g., On-Site, Postponed, Post-Event, Cancelled).

Access Token

You can generate an access token to restrict access to all forms and websites in the event.
Attendees must enter the token to proceed.
The form/website URL is the same whether Live or Test; requiring an access token prevents unauthorized access to leaked links before they are Live.
You can clear the access token to remove this restriction.

Notes

A place to enter planner notes about the event.
If the event is used as a template, Notes are displayed in the template description on the Event Templates page.

External Event ID

An identifier from an external database that uniquely defines the event for that system.
Must be unique for all events within one account.
Maximum length: 255 characters.
Use this field if your event has its own external ID on the planner side, separate from the Event Code.
Warning: Do not change this value unless you fully understand how the Certain platform integrates with your external system.

Registration Capacity

The maximum number of registrations that can be accepted for the event (regardless of attendee type).
Blank means unlimited capacity. Zero means no registrations can be added.
For digital events (see Event Webinar below), Registration Capacity cannot exceed the capacity of the webinar.
Note: If the event includes Automatic Event Waitlisting, setting a Registration Capacity is a prerequisite.
A registration is included in the calculation if it is Complete and has a registration status classified as "Accepted".
The Registration Capacity limit is applied in registration forms, but not if the planner adds a registration on the admin side.
Alerts allow notification emails when registrations reach a percentage of this number.

Event Owner

The Certain user who "owns" the event. Select a user from the list.
The list includes all Administrator, Event Builder, and Registration Support users in the current account, the parent account, and higher parent accounts as applicable.
The list does not include users from any sub-accounts of the current account.
Use: The event owner can filter on their events in the Event List by My Current & Upcoming Events or All My Events.
Default: When you copy an event or create one from a template, you are selected as the default Event Owner.
Video: Assigning an Event Owner (20 seconds).

Custom Event Data

If no Custom Event Questions have been defined in the account, this section is not displayed.
This section shows 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, the Custom Event Question field cannot be left blank when this page is submitted.

Event Webinar

Displayed only if Digital Events is enabled for the event (Plan > Configure > Options).
For digital events, you can either create the webinar on the third‑party platform (e.g., Zoom or ON24) or connect to a webinar on that platform.
You can link only one webinar to an event, and only one event to a webinar.
Best Practice: Do not link the event to a webinar if you will be linking sessions to webinars (Conference Session Setup).

Webinar Option 1: Create Webinar

This option is available for Zoom and ON24.
Before you can create a webinar, an administrator must set up a Connection to that platform in Certain Signal.
Steps:
Choose a webinar/meeting Service (Zoom Webinar, Zoom Meeting, ON24 Webinar).
Select a Connection.
Select a Presentation Type (live or on-demand).
Select Host(s).
Click Next.
The webinar will be created on your chosen platform.

Webinar Option 2: Connect to Webinar

Two prerequisites explained in Digital Events Overview.
Create the webinar on the webinar platform you are using (likely Zoom or ON24).
You will need the ID from that webinar.
An administrator must set up a Connection to that platform in Certain Signal.
Click Connect Online Session to enter webinar details.
Integration Type (Required) selects the integration for this event (e.g., Zoom Webinar, Zoom Meeting, ON24 Webinar).
Integration Connection (Required) selects the Connection in Signal.
Meeting/Webinar Id (Required) Enter the webinar platform ID.
Note: You can use a Meeting/Webinar Id only once in an account.
Note: The Event Name should match the webinar name.
Note: The Event Start Date and Time should match the webinar.
Click Connect Online Session to display webinar details from the webinar platform.
Warning: You cannot change the webinar link after confirmation.
If details are correct, click Confirm Meeting.
Note: If the webinar schedule changes on the webinar platform, correct the event details as well.
Note: If the webinar is cancelled on the webinar platform, cancel the event and registrations in Certain.
Delete Webinar removes the association with the webinar (possible only if there are no registrations).

Location

The Location is the place where the event occurs (conference center, convention hall, hotel, etc.).
If an event is digital only, the venue could be the webinar provider.
Location: Select the primary venue and click Set as Primary Location.
Video: Set Event Location.
Video: Change Location Details.
Add New adds a new Supplier in the Supplier Detail Information pop-up window.
Edit This Location edits the details of the location in the Supplier Detail Information pop-up window.
The location is available as two Dynamic Data Fields (DDFs) when writing emails, setting up forms, and configuring websites (Location and Location Map).
The Location Map DDF shows a Google map thumbnail that 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 (Account Settings > Management > Roles).
If no roles exist or no users are available for roles, this section is not displayed.
List: Roles currently assigned to this event are shown with their Role name and assigned Users.
To add a new role, click Assign Role.
To delete a role, click the delete icon at the end of the row.
To unassign a user from a role, click the X next to the user’s name.
To remove all assigned users from a role, click Remove All Users.
Assign Role: Click Assign Role to add roles to the event and assign users.
Each role automatically has all its available users assigned to it for the event.
Roles are displayed under Role Assignments on the Event Setup page.
You can click the Users field to edit the list for a particular role.
If a role is marked as Required (on Account Settings > Management > Roles), you must select a user for it here.
Note: The event registration contact (the person providing registration support) can be selected from the Contacts page; click Set Contact to assign the contact to the event.
Warning: If you click Edit this Contact, changes affect all events using that contact.
You can Add New to create a new contact via the Contact Detail Information page.
The contact information can be used in data-driven fields (DDFs) on the event website, registration form, and email confirmations or templates.
The From and Reply To addresses of registrant emails come from the contact unless overridden by the email template or account settings.
Location details appear in emails and web content via DDFs, including Location Map.
The Event Owner can filter on their events in the Event List using My Current & Upcoming Events or All My Events.
Default: When you copy an event or create one from a template, you are the default Event Owner.

Custom Event Data (continued)

This section shows any custom questions defined at the account level.
Custom Event Data is visible only if Custom Event Questions exist for the account.

Travel & Accommodation Currency Label

Currency label defines how amounts appear for Flights (Travel module) and Accommodation Blocks (Accommodation module).
Example: If you select "€ - Euro", the € symbol precedes relevant fields on screens and reports.

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Event List (from)
General FAQ - Managing Profiles
Contacts
Content Display
The Consequences of Changing Your Event Code

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