Creating a New Event from Scratch
Create a new Event from scratch if this is the first Event in your account. Create a new Event from scratch if the Event you need to create differs significantly from other Events built within Certain previously.
1. Click Add a New Event. 2. Select the Don't Use a Template - Start From Scratch button. 3. Open the Event Details page. 4. Enter all relevant information to create an event. 5. Click Save.
Copying an Existing Event
Click the Copy symbol next to any Event within your Account. The destination Event copy applies to past, present, live, or test Events.
Select areas of the Event to copy. Deselect areas of the Event that you do not wish to copy over. Examples of areas to deselect 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 you to specify Events that you wish to make identical copies of in the future. Templates help if you manage multiple Events with virtually identical 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.
Optionally upload a thumbnail image/logo to identify the Event Template. Check or uncheck the Areas to Copy, as needed. Click Save.
> Note: If you mark a real Event as a Template for future use, making any changes to that “Template” will in fact be making changes to your actual Event. You may want to copy an Event specifically for the purposes of marking the copy as a Template, which will give you the flexibility of making changes at a later time.
Your Template will appear under the Events > Templates tab.
To create a new Event from a Template
1. Click the Events > Templates tab. 2. Select the Template you wish to copy.
Entering Event Details
Regardless of whether you choose to create your Event from scratch. Regardless of whether you choose to copy an existing Event. Regardless of whether you choose to use a Template, you will need to enter the following Event Details for your new Event.
Title
The Title field is the name of the Event. The Title can be displayed dynamically on Registration Forms, Web Sites, and confirmation material.
Unique Code
The Unique Code field is used as the directory name to store files for each Event. The stored files can include images and PDF documents. The Unique Code is also available for use in Reports.
Certain generates a Unique Code if you do not supply a Unique Code. Certain requires a supplied Unique Code to be no more than 25 characters long. Certain requires the Unique Code to use letters and numbers only. Certain does not allow spaces in a supplied Unique Code.
You may wish to abbreviate the Event name. You may also wish to enter an external Event identifier, such as an accounting code that your company uses to reconcile your Event.
Start/End Dates and Times
The Start/End Dates and Times field is the date and time that your Event begins and ends. The Start/End Dates and Times apply to on-site dates.
This date and time are typically the date you are publishing as your main conference dates. This is not the date you wish to go live with registration. The registration go-live date is specified under Form > Setup.
> Note: Once the End Date/Time has been reached, your Event will no longer appear by default under the Event List. To view Events that have ended, change the view selection from “Upcoming Events” to “Ended in Last 30/60/90 Days” or “All Events”.
Time Zone
The Time Zone field 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. > Administrative fields such as Reg Date Created, e-commerce transaction times, report run times, and history records will still display in Pacific Standard Time.
Account
The Account field is the Account the Event will be created in.
> Note: It is possible to copy an Event down from a Parent to a Sub-Account. > However, you must create a new Location, Contact, and any Account-specific fields such as custom Profile questions, in the Sub-Account.
Status
Use the Status drop-down list to indicate the current state of the Event. Typically, the Status is set to Testing or Live.
Testing is used for testing whether the Event configuration and Forms are operating properly. Live indicates that the meeting is currently accepting real registration data.There are several additional Event Statuses that can be used to indicate the state the Event is in. These additional statuses apply to both before and after the Event takes place.
Notes
The Notes field is a place to enter planner notes about the Event. If the Event is being used as a Template, the Notes will be displayed in the Template Description on the Event Templates screen.
External Event ID
The External Event ID field is an identifier from an external database. The External Event ID uniquely defines the Event for another system.
The External Event ID must be unique for all Events within one account. Use this field if your Event has its own Event ID on the planner side. Use this field if your Event ID is separate from the Event Code.
The External Event ID provides internal company reference values. The external database identifier is internal to your company and is external to Certain.
> Note: Do not change this value unless you fully understand how Certain integrates with your external system.
Venue / Location
The Venue / Location field is the place where the Event occurs.
Examples of Venue / Location include a conference center, a convention hall, or a hotel where attendees are also lodged. If the Venue / Location does not appear in the drop-down list, you can select “Create a New Location” in the drop-down.
If an Event is virtual, the Venue / Location could be the Event moderator’s address.
If an Event has multiple locations, such as a road-show, you may choose to enter “Multiple Locations” as the Venue / Location name.
> Note: Venues / Locations are shared across Events within an Account. > Once you create a Venue / Location, you will be able to select that Venue / Location when creating a new Event within your Account in the future. > If you make any changes to that Venue / Location record, that change will be reflected in any Event within the Account that is using the same Venue / Location.
Custom Event Data
These sections will only appear on Event Details if they have been set up by an Account Administrator at the Account Level.
Custom Event Data is a section that shows any custom Event Data-related questions configured at the Account Level.The configuration is done 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 can be used as internal reference information for your organization. Custom Event Data fields can be included in Event consolidation reports. Custom Event Data fields can also 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 will not be displayed under Event Details.
Role Assignments
Role Assignments is a section that includes Roles and Users.Roles are a list of all custom Roles defined for the Account. Users are a list of the Users available to be assigned to the corresponding Role.
User names are listed in alphabetical order. The default option is blank. A blank option means no User assigned. One User may be assigned per role, per Event.
> Note: If no Roles have been defined in the Account, this section will not be displayed under Event Details.