We know you're keen to set up your event. Event Setup is the place to start.
The Event Setup section of the Event Manager App defines key event details. It's the place where you enter the majority of the information about your event that you will share with attendees via your Event Portal.
Make sure you have access to Event Setup
To access Event Setup, you must be assigned either the Event Admin or Event Owner security role by the owner of your event. All other security levels do not have access to Event Setup. If you do not have access to Event Setup this section will not appear in the side navigation menu.
What’s in Event Setup?
Most of the information you will enter in Event Setup is self-explanatory. There are a few items that require a little more info. Below you will a set of tabs that you can use to access various groups of related event configuration settings and administration features.
The Event Setup section includes the following tabs:
- General tab
- Location tab
- Contact Info tab
- Custom tab
- Admin tab
- Billing tab
As the name suggests, the General tab is where you fill-in the main details of your event that you wish to share on your Event Portal.
NOTE: The majority of information you enter here is used to build your public Event Portal. Your Event Portal helps keep your event’s participants informed about your event.
- Event Name is used in all pages of the Event Portal and Event Manager App.
- Event Summary is shown in your event listing on the My Events page.
- Event Description will appear in the Event Info section of your Event Portal.
- Website is where you enter your event website address. If entered, a link to your event website will appear in the header and footer of your portal, and on your registration forms.
- Twitter Hashtag is an optional field, if filled in will show up in the footer of your portal.
- Event Portal Controls. Allows you to open and close your Event Portal. Opening your Event Portal allows participants to access your portal and see important event details. Closing your Event Portal prevents your participants and the public from accessing any details on your Event Portal.
- Show me the Portal. Clicking this link will display your Event Portal in a new web browser tab.
- Share Link. This is a shareable link to your Event Portal. The link can be copied and pasted into any electronic communication or document.
- Kiosk Mode is used if taking registrations or tickets at the door. This will be turned on per device and used by your attendees. Learn more here.
- Timezone. This is the timezone where your event is located. ClearEvent uses this information when displaying dates and times to attendees such as on your event portal and on registration forms.
- Event Start & End Dates. These are the open and close times for your event. ClearEvent displays this information to your participants on your Event Portal and on registration forms. These dates are also frequently used as default values for dates in the Event Manager App.
- Date Format. Choose from 4 options on how you would like to display the event date on your portal. You can combine the date, time and day of week to show up in the portal header.
- Additional Details. This optional field allows you to put important details to be shown on your portal in the header. An example could be letting attendees know what the event hours are per day, Mon: 9AM-5PM, Tue: 10AM-6PM.
- Currency shows the currency for all transactions in your event. For more details, see Payments.
TIP: Share the link to your portal with all your participants! Add the link to email, your website, tweets, Facebook or any other method of promoting your event.The Share Link is “evergreen”, meaning it will always point to the Event Portal for your event, even after you rollover your event for next time.
This is where you define the various locations that are important for your event participants to know. Each location can be shared on the Event Portal or kept for internal use by your event team by selecting the “Show this location on the Event Portal” check box when editing a location.
Locations you define here will appear in the Event Info and Locations sections of your Event Portal. Locations can include phone numbers, GPS coordinates and map links from your favorite map provider like Google Maps or Bing Maps.
Examples of locations you may wish to list here include:
- Your event's physical address of the event.
- A alternate mailing address for your event.
- Parking locations.
- Viewing or spectating locations.
- Key locations within your event like headquarters, stage locations, water stations, etc…
To add a new location, click “+ Add“. In the displayed dialog window, enter the necessary location details.
To edit an existing location, click the location in the list that you want to edit, and click “Edit“. In the displayed dialog window, change any location details you wish.
TIP: If you are making changes to Locations at the same time as someone else on your team, click the Refresh button regularly to make sure you are working with the latest location information for your event.
Choosing your event’s Primary Location
In the list of Locations, checking the “Primary Location?” will cause the Location to be shown in the header of your Event Portal. You can only have one primary event location.
TIP: Given that some events have multiple addresses (mailing address, on-site address, etc.) it’s best to make the primary location the on-site address of your event so that your participants don’t get confused. Not to worry, your participants can access secondary location details from the Locations section of the Event Portal.
To delete a location, select the location and click “Delete“. You’ll need to confirm you want to delete the location.
After making any changes to your Locations, always click Save. Assuming your Event Portal is open, you’ll then be able to click the Event Portal shortcut link in the header to see what your changes look like on the Event Portal.
Contact Info tab
This is where you define any of the key event contacts that you wish to share with your participants. Each contact listed here is shared in the Contacts section of your Event Portal. Alternately, you can keep the contact for internal use by your event team by selecting the “Show this contact on the Event Portal” check box when editing a contact.
Examples of event contacts may include
- Main event organizer.
- Volunteers coordinators.
- Vendor coordinators.
- VIP coordinators.
- Accommodation coordinators.
- Media spokesperson.
- Sponsorship managers.
- Other key individuals within your event.
To add a new contact, click “+ Add” and fill in the details in the dialog editor window. Contacts can include phone numbers, social media details, address details, coordinates and map links.
To edit an existing contact, select the contact in the list that you want to edit, and click “Edit“.
TIP: If you are making changes to contacts at the same time as someone else on your team, click the Refresh button regularly to make sure you are working with the latest contact information for your event.
Choosing your event’s Primary Contact
In the list of Contacts, checking the “Primary Contact?” checkbox will display this contact as your event’s primary contact on your Event Portal. Contact links in the footer of your Event Portal will display the primary contact information. The primary contact is also the person who will receive feedback if sent by participants using the Feedback button on your portal. Note the primary contact must have an email address in their contact listing in order for the Feedback button to appear on your Event Portal. The email address can be any email address suitable for your event.
To delete a contact, select the contact and click “Delete“. You’ll need to confirm you want to delete the contact.
After making any changes to your Contact, always click Save. Assuming your Event Portal is open, you’ll then be able to click the Event Portal shortcut link in the header to see what your changes look like on the Event Portal.
Every event is unique and there are often key details that you want to display on your Event Portal. The Custom tab allows you to enter custom fields and labels that will appear in the Event Info section on your Event Portal.
Examples of custom fields may include:
- Number of years in operation?
- Wheelchair accessible?
- Altitude (important for some competitive events).
- Radio Frequencies.
- Any other important details you wish to highlight.
The editing controls are very similar to those on Locations and Contacts tabs.
The Admin tab is where important event actions are taken.
- Invite and manage your event team
- Rollover your event
- Cancel your event
- Delete your event
Click the links above for more information on each item.
Use the billing tab to upgrade from your current payment plan, or update your credit card details you have on file.
Upgrade your Payment Plan
As your event grows, you may out-grow your current payment plan. Upgrading to a new plan is simple. The Billing tab is where you can upgrade your plan (Event Owners only).
The Billing tab will show the currently selected plan and which plans are available for upgrade. To upgrade your plan select your desired plan and follow the onscreen instructions.
Change Credit Card Details
For paid plans, your credit card will be listed below the Plan badges. The last 4 digits of this card will be shown for easy and secure identification of which card is in use. You can update, or change, your credit card at any time here. Simply click Update Credit Card and follow the on screen instructions.
NOTE: ClearEvent does not receive, or hold, sensitive credit card details on file. ClearEvent only receives and holds an authorization token for the credit card on file to which your Event Plan is billed.