Event Setup: Details

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. Once the Event has been saved, additional tabs and pages will appear, allowing Event configuration.

Event Details

Event Name: Appears on Registration Forms, Websites, and confirmation material. Maximum length is 255 characters.
Event Code: A unique abbreviation of the Event Title. Letters, numbers and dashes only can be used. Spaces and other special characters cannot be used.

If not specified, Certain will generate one automatically.

Note: Only an Administrator can modify the Event Code once it has been saved.

The Event Code can only be edited when the Event Status is 'Planning', 'Testing', or 'Live'.

Start Date and End Date: The starting and ending dates and times of the Event.
Time Zone: (Required) Enter the time zone in which the Event takes place.
Status: (Required) Select a Status to indicate the current state of the Event.
Testing: This is the default Status when you created an Event.

This Status 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: The Event is currently accepting real Registration data.
Once the Event has been set up, fully tested, and you are ready to go live, navigate back to Plan > Event Setup > Details to change the Event's Status from Testing to Live.

Changing the Event Status from Testing to Live automatically marks all existing data as "Test" records.

Marking existing data as "Test" records cleans out the database before going live.

Importing data into an Event (i.e., an invite list) must be done after the Event Status has been set to Live.
Collecting fees requires taking 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.

Select the Forms you want to set to live.

Select the Forms you want to set to Live and click Save The Event.

The selected Forms status will be updated to Live.

Note: When the Status of the Event changes from 'Testing' to 'Live' under Plan > Event Setup > Details, all Test Registrations are removed.

Test Registrations remain accessible in the Registrations to Review section at the bottom of the Event Dashboard.

On-Site: The Event is physically in progress.

Typically, live Registration ends when the Event Status changes from Live to On-Site.

Postponed: 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: The Event is to be cancelled and will not be rescheduled.

Setting the Event Status to Cancelled results in closing all Event Forms so that they no longer accept responses.

Access Token: You can generate an Access Token to restrict 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.

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 your Administrator, you can or more here.
Registration Capacity: The maximum number of Registrations that can be accepted for the Event (regardless of Attendee Type).
Blank = unlimited capacity
'0' = 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

The 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 Contact 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.