There are specific details that should be considered before creating an event. It is recommended that you have this information decided before creating the event.
- The name and address of the venue.
- The date and start and end times of the event
- The price and number of tickets available in the venue.
- The images and copy that will be used to market the event (can be added later in event).
Once you have the information ready you can navigate to the "Events" list (1 in the image below) and click on the green button (2).
The event creation process is two steps with an extra step if a floor plan is added for reserved tickets. The first step asks for the basic information, step two is setting up the ticket prices and quantities. The additional step with a floor plan will ask you to assign tickets to seats.
Once an event is created it can be edited. Most every part of an event can be edited when no tickets have been sold. However, once any ticket orders have been created the date, time and floor plan for an event cannot be edited.
If you would like ticket buyers to select a reserved seat then a floor plan must exist inside the venue. To check if a floor plan exists, use the left-side navigation menu to go to "Venues" and find the venue. If there are no floor plans listed that match your planned layout then you can create a floor plan.
Our Systems Training webinar series has an episode all about creating an event that you can watch here.
Entering the basic information can be quick if you have all of your information on hand, including a formatted description and images. However, the images and description can be edited after the event is created. The items in the image below correspond to the numbers in this list:
- *The event name should be kept within a maximum of 40 characters in length. Keep it short and save any additional details of the event for the event description and not the event name.
- *The venue may already exist in our system. Clicking on the venue from the quick search results will select the venue. If the venue does not appear in the search results then you can use the "+ new venue" option to the right of the venue search box to create the venue.
- Pick the option available for the category that best describes your event.
- The timezone will already be set to the default timezone for your region but can be changed if applicable.
- The type of event selected here cannot be edited after it is set. Most events are considered "One-Time" events, even if they are multiple days long. Learn more about Ongoing and Recurring events here.
- *The event date, start and end times must be set. Once a ticket is sold for the event the date and time cannot change. If the event's end date is different than the start date then click on "Multi-Day Event?" to expose the "End Date" option.
- *The "Event Design" section will ask for images and a description. You can create an event without images but you must add some text for the description before being able to advance to step 2. Images can be added after the event has been created, and the description can be edited at any time before and after your event. Learn more about "Event Visibility" if you would like to make a private event.
* Items 1, 2, 6, and the description part of 7 must be completed before advancing to step 2.
This step will take you through the ticket setup process. This step can be time-intensive, especially if you have several options for prices and specific dates and times for ticket sales to start or end. However, creating one ticket category and price will be sufficient for creating and saving the event. From there you can edit and add more tickets from the saved event.
The numbers in this list correspond with the image below:
- If you would like ticket buyers to select a reserved seat then the floor plan must be selected here. When no floor plan is selected, only General Admission tickets can be created. If a floor plan is selected, then you will not have an option to set quantities of tickets in each category as they would be set by the floor plan.
- Creating a ticket will prompt you to create the Category first and then ask for the Ticket name and price. Check out "What is a Ticket Category?" for more information about how tickets are configured on our system.
- Once any ticket has been created, the "Create Event" button will allow you to save your event.
When a floor plan is added, you will be given the opportunity to assign ticket categories to seats in the floor plan. You will be looking at a floor plan editing window showing you the floor plan selected in the previous step. Your event can be created but not published until seats are assigned a ticket category. However, you can select "Finish Later" and edit the floor plan after the event is created.
For more information on working with floor plans and venues, check out our chapter in the knowledge base for how to Manage a Venue.
Creating your event does not automatically publish it to the site. Once the event is saved you will be able to review and revise your event settings, add more tickets, etc. When you are satisfied with your settings, then you can "Preview" your event by clicking the overflow menu (the 3 dots) next to the title of your event.
To publish an event, click on the toggle switch next to the blue "Manage" or "Edit" buttons. When the toggle is blue then the event will be published to the site and allow for tickets to be purchased.
Make it a Virtual Event
Any new or existing can be a virtual event. This is done by selecting an online venue type and entering an Attendance URL. This URL is simply any link to a live video stream page or some other online meeting space. Simply enter the link and save the Event Basics.
The Event Attendance URL will be accessible on all e-tickets when the email confirmation is sent after any ticket is purchased. For this reason, it is recommended that you enter only the virtual event service domain (i.e. myvideo.com) and then queue up an email broadcast with the live event URL (i.e. myvideo.com/live/39181684) to be sent within a half-hour of the start time.
The information provided above is for creating the simplest event possible. For more event features, browse the options in this chapter of our knowledge base.