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 contains page-links that you click to configure the event, such as Attendee Types and Agenda.
> Handy hint: Click Preview on the toolbar at the bottom to preview the event's Primary Form without having to go to Plan > Forms.
Videos
- Videos: All "Event Details" videos
- Video: Editing event details
Event Details
Event Name
Event Name is the name of the event. Event Name appears on registration forms, websites, and confirmation material.The maximum length is 255 characters.
Event Code
Event Code is a unique abbreviation of the event title.The maximum length is 25 characters.
Letters, numbers, and dashes are allowed only.
Spaces or other special characters are not allowed.
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, such as images and PDF documents.
> Caution: Only an Administrator can modify the Event Code once it has been saved. > The Event Code can only be modified when the event Status is "Planning", "Testing", or "Live". > If you need to edit the Event Code in any other circumstances, contact Certain Support. > A System Master user is required to edit the Event Code in those circumstances.
Choosing a Unique Event Code
A unique Event Code should be as brief as possible. A unique Event Code 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 gsum050521newyork and gsum110721chicago 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. > A good choice of event code can ease finding a specific event.
Start Date and End Date
Start Date and End Date are the starting and ending dates and times for this event.> Note: When you select the Start Date for a new event, using the calendar picker, the End Date defaults to the same date. > This default behavior eases editing.
> Note: If you edit either of these dates, and a registration form has its Open or Close Dates set as relative to the event dates, then the form date(s) update automatically. > See Plan > Forms > Setup.
> Note: For a digital event, the start date should match that of the webinar, which is described in Event Webinar below.
Time Zone
Time Zone is the time zone in which the event takes place. Time Zone is required.The default value is Pacific Time (U.S. & Canada).
> 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.
Time Zone does not affect the administration side of Certain.Fields such as Reg Date Created, e-commerce transaction times, report run times, and history records are always U.S. Pacific Time.
Time Zone is available as a Dynamic Data Field (DDF) for use in:- Email Templates
- Confirmation Emails
- Custom HTML
- Websites
- Web Integration Links
Account
Account is the default value for the current account.If your account has sub-accounts, you can select one to create the event in.
Status
Status is required. Status indicates the current state of the event.Typically, Status is one of these three values:
Testing
Testing is when the planner is testing to ensure that event setup and forms are operating as expected.New registrations are added as "Test" registrations.
Live
Live is when the event is currently accepting real registration data.> Warning: When you save an event after changing its status to "Live", you also need to take your forms out of test mode. > You are prompted to select the forms you also want to set to "Live". > The default selection includes All of them.
Three notes about Live:
1. Your forms are not available for registration until you have sent out or advertised the form URLs. 2. If you are processing payments, ensure that:- All your payment methods are set.
- All your forms are set to process online under Forms>Payments.
- The Single Transaction Limit defined under Event Setup > Financials is set with the maximum amount you expect to charge for a single registration, which includes the reg fee plus all other charges.
> Caution: Once you change an event's status to Live, you cannot change it back to Testing.
On-Site
On-Site is when the event is physically in progress.Typically, live registration ends when the status is changed from Live to On-Site.
Additional event statuses are available for use before the event, typically for Meeting Requests, and therefore before registration starts. 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.
Postponed
Postponed is when the event has been postponed.> 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". > The default selection is 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
Access Token lets you generate an access token to restrict access to all forms and websites in the event.Anyone going to the form or website must enter the token before proceeding.
A form's or website's URL is the same whether it is Live or Test. Requiring an access token prevents unauthorized access to any leaked links before they are Live.
Clear the access token to remove this restriction.Tags
Tags use account-level tag setup.If any Tags have been set up for the account and assigned to the "Event" object by your Administrator, you can select tags here.
> Note: The field is not shown if no such tags have been set up.
> Technical Note: All tags are exposed via Certain's API 2.0. > The APIs associated with the objects return the associated tags if you include an includeList=tags attribute.
Notes
Notes is a place for the planner to enter planner notes about the event.If the event is used as a template, these Notes are displayed in the template description on the Event Templates page.
External Event ID
External Event ID is an identifier from an external database. External Event ID uniquely defines the event for that system. External Event ID must be unique for all events within one account.The maximum length is 255 characters.
Use External Event ID 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
Registration Capacity is the maximum number of registrations that can be accepted for the event.The Registration Capacity applies regardless of attendee type.
A blank value means unlimited capacity. A value of zero means no registrations can be added.
For digital events described in Event Webinar below, the Registration Capacity cannot exceed the capacity of the webinar.
> Note: If your event will include Automatic Event Waitlisting, then setting a Registration Capacity here is a prerequisite.
> Caution: If you do not configure Automatic Event Waitlisting and the number of registrations reaches the figure entered here, then an attendee trying to register will be unable to do so. > The attendee will see the warning message configured in 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. > The Registration Capacity limit does not apply if the planner adds a registration on the admin side of Certain.
> Caution: This limit can be exceeded if an incomplete registration was created before the limit was reached. > The incomplete registration is edited after the limit is reached.
Alerts: You can configure an option to send notification emails if the number of registrations reaches a given percentage of this number.See Plan > Configure > Alerts and Alerts.
Event Owner
Event Owner is the Certain user who "owns" the event.You can select a user from the list.
The list of selectable users includes:
- Administrator users in the current account
- Event Builder users in the current account
- Registration Support users in the current account
- Users in the parent account if the current account is a sub-account
- Users in further parent accounts going up the tree if there are multiple layers
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 clicking My Current & Upcoming Events or All My Events. Default: When you copy an event using the Event Copy Wizard, or create one from a template, you are selected as the default Event Owner.> Video: Assigning an Event Owner (20 sec.)
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. The custom questions are located 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 source text indicates required on this page submission), the Custom Event Question field cannot be left blank when this page is submitted.
Event Webinar
Event Webinar is displayed only if Digital Events is enabled for the event in Plan > Configure > Options.For digital events, where you are using a third-party platform such as Zoom or ON24 to host a webinar for the entire event, Event Webinar lets you either:
- Create the webinar on that platform (only if Zoom or ON24).
- Connect to the webinar on that platform.
> Note: You can only link one webinar to an event. > You can only link one event to a webinar.
> 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 connection setup enables data flow between the two systems as your attendees register.
Click Create webinar/meeting and complete the details:
- Select a webinar/meeting Service configured for your account.
Likely services include:
- Zoom Webinar
- Zoom Meeting
- ON24 Webinar
- Select a Connection (as set up in Certain Signal).
- Select a Presentation Type.
Presentation type can be live audio & video or on-demand.
Available options depend on the selected Service.
- Select Host(s).
- Click Next.
The webinar is created on your 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. Obtain the ID from that webinar. 3. An administrator must have set up a Connection to that platform in Certain Signal. 4. The connection setup enables data flow between the two systems as your attendees register.
Click Connect Online Session to open a pop-up window in which you enter the webinar details.
- Integration Type is required.
Select the integration being used for this event.
The options available depend on what is enabled for your account, likely only one.
- 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.
- See your administrator if none are available.
- Meeting/Webinar Id is required.
Enter the ID from your webinar platform.
In Zoom, this is the 'Webinar Id' when you set the webinar up there.
> Note: You can only use a given Meeting/Webinar Id once in an account. > You cannot use the same ID for more than one event (or session).
> Note: The Event Name should be the same as the name of the webinar.
> Note: The Event Start Date and Time should be the same as those of the webinar.
Click Connect Online Session in the pop-up window.
The details of that meeting are displayed 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.
Delete Webinar removes the association with the webinar.Possible only if there are no registrations in the event.
Location
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 selects the primary venue for the event.
Click Set as Primary Location.
> Video: Set Event Location (30 sec.)
> Video: Change Event Location (20 sec.)
- Add New adds a new Supplier 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.
> Video: Add new Location (40 sec.)
- Edit This Location edits 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 will affect any other event using the same location.
> Video: Edit Location Details (1 min.)
The location is available as two Dynamic Data Fields (DDFs) when you write emails, set up forms, and configure websites, for example: Location and Location Map. The Location Map DDF shows a thumbnail image of a Google map. When clicked, the Location Map DDF 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 if no users are made available to any roles, this section is not displayed on the Event Setup page.
List
Roles assigned to this event are listed with their Role name and the Users assigned.
To add a new role, click Assign Role. See below.
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 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.
The roles are displayed 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 selects the event registration contact.The event registration contact is the person providing registration support for the event.
The contacts you can select from are 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, any changes you make will affect all the events using that contact. > This behavior matches editing the contact on the Contacts page at the account level.
You can click Add New to open the Contact Detail information page and add a new contact. The contact becomes available for assignment to other events. This behavior is the same as going to > Contacts and clicking 'Add New'.
Where Contact Information appears
1. Emails sent to registrants use the contact's email address as the From and Reply To addresses. This setup enables registrants to respond to the contact with 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. 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 helps when setting up a template event 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. 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 selects the label used as a label for amounts on Flights in the Travel module and Accommodation Blocks in the Accommodation module.For example, if you select "€ - Euro", then the € symbol precedes those fields where appropriate on screens and reports.