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 you to configure the Event.

Event Details

Event Details contains the core attributes of an Event, including its name, code, dates, status, and related configuration.

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.
Letters, numbers and dashes only; spaces and other special characters are not allowed.
If Event Code is 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 indicates the starting date and time of the Event.
End Date indicates the ending date and time of the Event.
Time Zone is required.
Enter the time zone in which the Event takes place.
Status is required to indicate the current state of the Event.
Testing is the default Status when you created an Event.
This 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 is the Event currently accepting real Registration data.
Once the Event has been set up, fully tested, and you are ready to go live, you must navigate back to Plan > Event Setup > Details page to change the Event's Status from Testing to Live.
Doing this will automatically mark all existing data as "Test" records, cleaning out the database for you before you go live.
If you plan to import data into your Event (i.e., an invite list), you must do this after your Event Status has been set to Live.
If you are collecting fees, you will also need to 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 to select the Forms you want to set to live.
Select the Forms you want to set to Live and click Save.
The Event and the selected Forms status will be updated to Live.
When the Status of the Event 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 indicates the Event is physically in progress.
Typically, live Registration ends when the Event Status is changed from Live to On-Site.
Postponed indicates the Event is to be rescheduled at a later date.
Setting the Event Status to Postponed will enable the User to determine which Forms should be closed or left open.
Cancelled indicates 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 you 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, 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 your 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 = 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 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.