Event Setup: Details

Event Setup: Details

Overview

This page explains how to update basic information about an Event. The content is for Administrators and planners using the Certain platform.

The basic instructions state: to update the basic information about an Event, navigate to Plan > Event Setup > Details, or click Event Details on the Event dashboard.

When first creating a new Event, the Event Setup > Details page is the only page displayed.

After the Event has been saved, additional tabs and pages will appear, allowing you to configure the Event.

Event Details

• Event Name appears on Registration Forms, Websites, and confirmation material.
• Maximum length is 255 characters.
• Event Code is a unique abbreviation of the Event Title.
• Event Code allows letters, numbers, and dashes only.
• Event Code does not allow spaces or other special characters.
• If the Event Code is not specified, Certain will generate one automatically.
• Only an Administrator can modify the Event Code once the Event has been saved.
• The Event Code can only be edited when the Event Status is 'Planning', 'Testing', or 'Live'.
• Start Date and End Date are the starting and ending dates and times of the Event.
• Time Zone is required.
• Enter the time zone in which the Event takes place.
• Status is required.
• Select a Status to indicate the current state of the Event.
• Testing is the default Status when an Event is created.
• Testing indicates that the Planner is testing to ensure that Event setup and Forms are operating as expected.
• New Registrations are added as "Test" Registrations.
• Live indicates that the Event is currently accepting real Registration data.
• After initial setup, navigate back to Plan > Event Setup > Details to change the Event's Status from Testing to Live.
• If data import is planned after Live, complete the import after changing the Status to Live.
• If the Event collects fees, take the Forms out of Test Mode (Form > Setup > Form Status) before changing the Event Status to Live.
• After clicking Save, a pop-up window appears: TAKE FORMS LIVE AND SCHEDULE EMAILS.
• Use the pop-up to select the Forms you want to set to Live, then click Save.
• The Event and the selected Forms status will be updated to Live.
• Note: When the Status is changed from 'Testing' to 'Live' under Plan > Event Setup > Details, all of the Test Registrations will be removed.
• These Test Registrations are still accessible in the Registrations to Review section at the bottom of the Event Dashboard.
• On-Site means the Event is physically in progress.
• Typically, live Registration ends when the Event Status is changed from Live to On-Site.
• Postponed means the Event is to be rescheduled at a later date.
• Setting the Event Status to Postponed enables the User to determine which Forms should be closed or left open.
• Cancelled means the Event is to be cancelled and will not be rescheduled.
• Setting the Event Status to Cancelled will result in closing all Event Forms so that they no longer accept responses.
• Access Token allows restricting access to all Forms and Websites in the Event.
• Anyone going to the Form or Website would be required to enter the Access Token before proceeding.
• A Form or Website's URL is the same, whether the Event Status is Live or Testing, so requiring an Access Token prevents unauthorized access to any leaked links before they are Live.
• If needed, you can clear the Access Token to remove this restriction.
• Tags: If any Tags have been set up for the Account by the Administrator, you can select one or more here.
• Registration Capacity: The maximum number of Registrations that can be accepted for the Event (regardless of Attendee Type).
• Blank means unlimited capacity.
• '0' means no Registrations can be added.
• 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.
• Event Owner: The Certain User who "owns" the Event.
• Select a User from the dropdown list.
• Notes: A place for you to enter planner notes about the Event.
• Custom Event Data: This section shows any Custom Questions set up at the Account Level by the Account Administrator (Account Settings > Management > Event Data).
• These Custom Questions are displayed in all Events associated with the Account.
• If no Custom Questions have been defined in the Account, this section is not displayed.

Location

• Location is the place where the Event occurs.
• Location: Select the Primary Venue for the Event, and click Set As Primary Location.
• Add New: If the Venue does not appear in the drop-down list, click Add New to add a new Supplier.
• Edit This Location: Edit the details of the Location in the Supplier Detail Information pop-up window (available only once a Primary Location has been set).
• Note: Changes will affect any other Event using the same Location.

Contact

• The Event Registration Contact is the person providing registration support for the Event.
• The Contacts included in the drop-down list are those set up at the Account Level on the page.
• 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.
• If you click Edit this Contact, any changes you make will affect all the Events using that Contact.

Role Assignments

• Roles are 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 Roles, then the Role Assignments section will not be displayed.

Travel & Accommodation Currency Label

• Currency: The label selected here is used as a label for amounts on Flights in the Travel module and Accommodation Blocks in the Accommodation module.

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