Creating your Simple event

Simple Event vs Conference

Simple events do not contain all of the complex features of the normal events system. They are designed for a quick easy registration and payment without all the extra details. If you are merely registering attendance, then simple events is perfect for you.

To see the difference between normal and simple events features please see below:

Setting up a Simple Event

If you are using a lite account:

  1. Navigate to: “Create Event” otherwise if you are on a professional account then you will need to select “Create Event” and select “Simple Event" from the dropdown. You will be taken through the Event Wizard:

  2. The details tab
    1. Code: This is the event code which will show up on reconciliation reports and the URL for your event, unless you are using a custom URL.
    2. Event Name: The event name is the name that will appear across the top of your screen when a customer views your website, it will also appear on your notification emails, on itineraries and printed tickets.
    3. Timezone: This is the time zone where the event is occurring, so all corresponding event information is presented in the correct time at the event location.
    4. Starts: The date and time the event starts
    5. Ends: The date and time the final proceedings at the event finish.
    6. Capacity: How many tickets can be sold for the event. Please note, if you are allowing multiple registrations and a person registers for a ticket, and then a second ticket, this is considered 2 attendees.
      The definition of a multiple registration: Its allowing the same person to buy multiple tickets to the one event. For example if your event has conference registration and dinner registration as two separate tickets, an attendee may wish to purchase one of each. We don't generally recommend a structure like this unless the two tickets NEED to be mutually exclusive.
    7. Does the event need tickets: If you wish to have a ticketless event, where a contact just nominates to attend the event rather than selecting a ticket. Ticketless events are free, so if you wish to have a price associated with your registration, then you will need to have ticket. Also, if you wish to have an invite only ticket, then you will also need to add tickets for your event.
      For more information on adding tickets: [link:37:Adding a Ticket]
    8. Record Extra Information: Do you wish to ask additional information on top of the four standard fields that are part of the registration process? Email, first, last and phone number? If so select yes.
    9. Currency: Nominate which currency the event will be run in.
    10. Click Next

  3. The Venue Tab
    The venue is responsible for adding your google map to your event drawing from the venue address to create the map, so if you don’t have a venue, then you won’t have a map on your event. You do not need to nominate a venue if its not applicable to your event.
    1. Nominate a venue from the drop down, or click “Add Venue”.
    2. Update the information and click Next.

  4. The Tickets Tab
    Tickets are the entry to your event if you are running a ticketed or paid event. For more information on creating tickets click: [link:37:Adding a Ticket] 

  5. Custom Fields
    Custom fields are a great way to setup up additional questions that are not part of the standard fields that you need your clients to answer. These can be questions such as company name, dietary requirements, position, title etc that you may need to collect for perhaps name badges, marketing purposes etc.

    There are two types of custom fields, global custom fields, and event level custom fields. Both are the same question types, they are just set up in different locations based on how often you are going to pose the question. If you wish to ask the same question across multiple events, then you would set up a global custom field. This allows you to add the question, and then add it to different events without having to type it multiple times.

    Event custom fields are the questions that you are going to use individually for a particular event that will not be repeated for other events. Insert your custom fields here. For more information on custom fields, refer to [link:503:Creating Custom Fields for Contacts]

    Click Next

  6. The payment Gateway:
    For more information on payment gateways refer: [catlink:8:Payment Gateways]

  7. Website
    On the website tab, you are given the options to customize the look and feel of your event website, insert logos or banners and select the color palette you wish to use.
    1. Do you have your own domain: If you want your event to appear on a custom URL, then once you have set up your URL you can add the URL here. Refer: [link:361:Setting Up A Custom URL]
    2. Show Map On Website: The event map is generated from the address you added when you created your venue. If you wish to keep your venue page, but hide the map, this is where you can do so.
    3. Show add to Calendar: If you wish to turn off the calendar link on your website, then you can change this setting to no. 
    4. Password Protect Website: If you only wish certain people to view your event website, such as an VIP invite only event, then you can put a password on the event so that before being able to view and register for the event, the contact needs to insert a password.
    5. Website Color Palette: You have the option to select from a number of pre-loaded templates for your event, or build your own color template by selecting your own colors. If you have a hexadecimal color that has been provided to you by your designer, you can also type this in instead of selecting a color from the palette.
    6. Website header type: If you wish the header to be altered to include a logo, or to replace the whole header with a banner, then you can do so by changing “simple” to the relevant option. For more information on headers and banners refer: [link:1405:HTML Headers for Simple Events]
    7. Website Meta Keywords and Descriptions: These can be filled in with search terms you wish for your event to be found naturally for in internet searches. 
    8. Enforce SSL on Website: The payment pages within iVvy, and the admin login of iVvy have secure certificates to protect and secure data. In some cases, you may wish to add a secure certificate to the rest of the pages that dont store secure content. This can be done by changing this setting to yes.
    9. Google Tag and Analytics: If you wish to track traffic to your event with google, then you need to set up an account and the tracking numbers they give you appear here. 
    10. Show Social Links: For private events, the social links can be hidden (set to no) so people cannot share your website on their social media via a media button. 
    11. Can Attendees Print Tickets: If you aren't using the tickets feature in iVvy, then this setting will turn off the link allowing attendees to print tickets. 
    12. Ticket Logo: If you are printing tickets, to get a logo to appear, upload it here. 
    13. Click Save

  8. Configuring Website Pages
    This is where we configure the content that appears on the website. 
    1. Home page is what appears on your front page with the registration data. 
    2. The other pages can be configured to your requirements. 
    3. Click next.

  9. Configuring the event settings for your event:
    There are other settings within your event that you may wish to consider after you have gone through the event wizard. Once you click next and exit the event wizard, you are taken to your event dashboard.

      1. Navigate to: Event Setup > Event Settings Click on the “General” Tab
        You will note a lot of the data you added in appears on the page, however there are optional fields required down the bottom of your event that you need to consider before launching.
        1. Default Group: This is the marketing group all of your registrations will go into for your event.
        2. Contact Name and Contact Email: This will be inserted into the notification emails as the person to contact and who the emails are from. If you do not fill these emails in, then the notification emails will be sent from

      1. Navigate to: Event Setup > Event Settings Click on the “Registrations” Tab.
        1. Can Attendees log into website: If you wish attendees to be able to log back in to view and edit their registration, if relevant pay, then select yes. If you want a simple registration, then if you set this to no, the contact will not be prompted to create a password during registration, and the login links will disappear.
        2. Can Change Contact Details: If you select yes to allow attendees to log into the website, do you wish them to be able to edit the data they originally put into the fields?
        3. Max # Attendees: This is the maximum number of tickets to be purchased in one go if you are running an event with tickets.
        4. Registration Idle Limit: This is how long a space will be reserved for the contact to finish their registration. If in two hours the registration has not been completed, the space will be released for someone else to register for the event.
        5. Include Terms and Condition: If you wish to have a terms and conditions tick box where the registration has to agree to before continuing, change this to yes and then put in the URL of where your terms and conditions are stored. 

      1. Navigate to: Invoice Tab
        1. If you are running a paid event: This is the data that will appear on the invoice you provide to the registrations. If you are happy with the details pulling from the “Account Section” of your global setup, this can be left blank.
    4. PAYMENTS:
      1. Payment: If you are running a paid event then you will need to consider the payment settings. Tax, cc fees etc.
        1. Payment Reminders: If this is set to yes, then you will be asked to set a date that will send out the reminders to the registrants. Normally as a standard a reminder should be sent out one or two weeks before the event so final payments can be made.

      1. If you are running a paid event, you will need to add an offline gateway for more information view Accepting Payments offline, or the iVvy gateway to take credit card payments.

  10. Viewing & Launching your event.
    Refer [link:201:Launching Your Event.]
event setup