How to Create a New Event
Overview
From the EVENTS tab, there are three ways to create a new Event.
The three ways are Create a new Event from scratch, Copy an existing Event, and Use a Template to create a new Event.
Creating a New Event from Scratch
Create a new Event from scratch if this is the first Event in the account.
Create a new Event from scratch if the Event differs significantly from other Events built within Certain previously.
1. Click Add a New Event and select the Don’t Use a Template - Start From Scratch button. 2. The Event Details page opens. 3. Enter all relevant information to create an event. 4. Click Save.
Copying an Existing Event
Copy an existing Event to create a copy of that Event.
Click the Copy symbol next to any Event within the account. You can copy an Event from past, present, live, or test states.
The copying option lets you deselect areas of the Event that you do not wish to copy over. The areas that can be deselected include Agenda Items or Reports.
You can also copy an existing Event by going into Event > Plan > Event Details. Click Copy Event in the upper right of the page.
Using a Template to Create a New Event
Templates enable identical copies of Events.
Templates enable future Events to use the same parameters and/or look & feel.
To mark an existing Event as a Template
1. Within the existing Event, go to Plan > Configure > Options.
2. Scroll down to Event Template Settings.
3. Check the box next to Mark this event configuration as a template to copy for future events.
4. Optionally upload a thumbnail image/logo to identify the Event Template.
5. Check or uncheck the Areas to Copy as needed.
6. Click Save.
> Note: If a real Event is marked as a Template for future use, changes to the “Template” update the actual Event. > Copy an Event specifically for purposes of marking the copy as a Template. > Copying gives flexibility of making changes at a later time.
7. The Template appears under the Events > Templates tab.
To create a new Event from a Template
1. Click the Events > Templates tab.
2. Select the Template to copy.
Entering Event Details
Enter Event Details for a new Event.
Event Details are required whether the Event is created from scratch, copied from an existing Event, or created from a Template.
Title
Title is the name of the Event.
Title can be displayed dynamically on Registration Forms, Web Sites, and confirmation material.
Unique Code
Unique Code is used as the directory name to store files for each Event.
Unique Code also is available for use in Reports.
Certain generates a Unique Code if no Unique Code is supplied. If a Unique Code is supplied, the Unique Code must be no more than 25 characters long. The Unique Code must use letters and numbers only. The Unique Code cannot include spaces.
You may abbreviate the Event name. You may enter an external Event identifier. An example external Event identifier is an accounting code used to reconcile the Event.
Start/End Dates and Times
Start/End Dates and Times are the date and time that the Event begins and ends on-site.
Start/End Dates and Times typically are the date published as the main conference dates.
Start/End Dates and Times are not the date to go live with registration. The go-live date for registration is specified under Form > Setup.
> Note: Once the End Date/Time has been reached, the Event no longer appears by default under the Event List. > Change the view selection from “Upcoming Events” to “Ended in Last 30/60/90 Days” or “All Events” to view Events that have ended.
Time Zone
Time Zone is the time zone in which the Event takes place.
> Note: The Time Zone feature works in conjunction with the Add to Outlook Calendar feature. > The Time Zone feature does not affect the administration side of Certain. > Fields such as Reg Date Created, e-commerce transaction times, report run times, history records, and similar fields display in Pacific Standard Time.
Account
Account is the account in which the Event is created.
> Note: Copying an Event down from a Parent to a Sub-Account is possible. > Creating a new Location, Contact, and any Account-specific fields is required in the Sub-Account. > Account-specific fields include custom Profile questions.
Status
Status uses the Status drop-down list to indicate the current state of the Event.
Status typically is set to Testing. Testing is used for testing whether Event configuration and Forms are operating properly.
Status typically is also set to Live. Live indicates the meeting is currently accepting real registration data.
Several additional Event Statuses can indicate the state of the Event. Additional Event Statuses can be used both before and after the Event takes place.
Notes
Notes is a place to enter planner notes about the Event.
If the Event is being used as a Template, Notes are displayed in the Template Description on the Event Templates screen.
External Event ID
External Event ID is an identifier from an external database.
External Event ID uniquely defines the Event for another system.
External Event ID must be unique for all Events within one account. This field is used if the Event has its own Event ID on the planner side. This Event ID is separate from the Event Code.
External Event ID values are internal company references. External Event ID values are external to Certain.
> Note: Do not change this value unless fully understanding how Certain integrates with the external system.
Venue / Location
Venue / Location is the place where the Event occurs.
Examples of Venue / Location include a conference center, a convention hall, or a hotel where attendees are lodged. If the Venue / Location does not appear in the drop-down list, select Create a New Location in the drop-down.
If the Event is virtual, Venue / Location could be the Event moderator’s address. If the Event has multiple locations, you can enter “Multiple Locations” as the Venue / Location name.
> Note: Venues / Locations are shared across Events within an Account. > After a Venue / Location is created, selection is available for new Events within the same account in the future. > Changes to the Venue / Location record are reflected in any Event within the account using the same Venue / Location.
Sections on Event Details that require Account Administrator setup
Some sections appear on Event Details only if an Account Administrator sets up those sections at the Account Level.
Custom Event Data
Custom Event Data shows custom Event Data-related questions configured at the Account Level by an Account Administrator.
Examples of custom Event Data-related questions include Meeting Type, Meeting Planner, and External Event Website URL.
Custom Event Data fields are used as internal reference information for the organization. Custom Event Data fields can be included in Event consolidation reports. Custom Event Data fields can be added to an attendee-facing Form, website, or email as a data-driven field.
> Note: If no custom Event Data-related questions have been defined in the Account, this section is not displayed under Event Details.
Role Assignments
Role Assignments includes Roles and Users.
Roles is a list of all custom Roles defined for the account. Users is a list of Users available to be assigned to the corresponding Role.
User names are listed in alphabetical order. The default option is blank, meaning no User is assigned.
One User may be assigned per role per Event.
> Note: If no Roles have been defined in the Account, this section is not displayed under Event Details.