We know you're keen to set up your event. The Event Setup section is the place to start.
The Event Setup section of the Event Manager App defines key event details. It's where you'll enter the majority of the information about your event that you'll share with attendees via your Event Portal - the included Event Web App that works on mobile devices, tablets, and desktops.
Accessing the Event Setup section
To access the Event Setup section, 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?
The Event Setup section includes the following tabs, allowing you to modify details shared to your Event Portal:
General tab - Configure basic event settings like event date, currency, open & close your Event Portal, etc.
Pages tab - Manage pages displayed on your Event Portal > Home page.
Location tab - Communicate important event locations to participants.
Contact Info tab - Communicate event contact details to participants.
Custom tab - Communicate key event attributes and properties to participants.
Admin tab - Manage who can manage your event, invite team members, or rollover your event when it's finished.
Billing tab - Manage your subscription plan and payment details for this event.
General tab
As the name suggests, the General tab is where you fill in the general event details 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 visitors and attendees informed about your event.
Event Name - The name of your event as it will be displayed on your Event Portal and all subsequent attendee communications.
Event Summary - A brief summary of your event to display on the Event Portal > Home page.
Event Description - A long description of your event to display on the Event Portal > Event Info built-in page.
Website Link - An optional link to an existing external website. If provided, this link will appear in the header and footer of your portal, and on your registration forms.
Website Link Text - An optional label that will be displayed instead of the raw URL provided in the Website Link field. This label will be linked to the URL provided in the Website Link field.
Twitter Hashtag is an optional field, if filled in will show up in the footer of your portal.
Event Portal Open/Close Button - This allows you to open and close your Event Portal.
Opening your Event Portal allows the general public and attendees to access your portal and see important event details.
Closing your Event Portal prevents the general public and your attendees from accessing any details on your Event Portal. You may also specify a message to display when your event portal is closed (e.g. "This event has ended", or "Sorry, this event has been canceled").
Share Link - This is a shareable link to your Event Portal. The link can be copied and pasted into any electronic communication or document. Be sure to use this link when sharing a link to your Event Portal on social media platforms.
Kiosk Mode - Places the current device into a self-service kiosk that can be used to take registrations or sell tickets on-site. Enabling this setting must be done on each kiosk mode device you wish to set up. Learn more here.
Time Zone - This is the time zone 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.
Start Date & End Date - Used to set the public start and end date for your event. ClearEvent displays this information to your participants on your Event Portal, registration forms, and tickets.
Date Format - Choose from various date formatting rules to control how you would like to display the event date on your Event Portal.
Additional Details - This optional field allows you to show additional important details on your Event Portal in the header area. An example could be letting attendees know what the event hours are each day. For example, "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 Event Portal with all your participants! Add the link to your promotional emails, 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 roll over your event for the next time.
Pages tab
The Pages tab can be used to reorganize built-in pages or display custom content/links on your Event Portal > Home page.
The following types of pages can be managed:
Built-In page
This page is built-in to the ClearEvent system and is used to automatically display core event details (e.g., displaying event information, displaying event schedules, selling tickets, displaying registration forms, showing sponsors, job assignments, etc.).
Built-in pages cannot be deleted, but they can be hidden. Hiding a Built-in page is helpful if your event does not use certain features of ClearEvent. For example, if your event does not sell tickets, you can hide the "Tickets" Built-in page.
Custom page
Custom pages you add are displayed on your Event Portal > Home page. A custom page can contain a title and a block of customizable rich-text content. Content pages are great for communicating details like travel details, Q&As, and much more.
Pinned Registration Form page
Registration forms you add to your event can be pinned directly to your Event Portal > Home page. Normally, all published registration forms are listed under the "Register" Built-in page.
Pinning a form to your Event Portal > Home page can reduce the number of clicks it takes for a guest to register. It can also make it easier to find popular registration forms.
To pin a form, go to the Event Manager App > Registration section > edit a form > Settings tab and click the Pin To Event Portal button.
Once a form has been pinned to the Event Portal > Home page, it can be managed from the Event Setup section > Pages tab.
Redirect page
A page that simply redirects to another website link. Redirect page types can make it easy to add links to external websites to your Event Portal > Home page.
Adding Pages
You can add new Content and Redirect Link page types to your Event Portal > Home page as follows:
Go to the Event Manager App > Event Setup section > Pages tab.
Click the +Add button to open the Add new page popup window.
Select the Page Type. Choose "Content" if you want to add a new content page with rich text. Otherwise, choose "Redirect to a link" if you want to add a link button to an internal or external website link.
Fill in the applicable fields (e.g., Page Label, Accessible Label, Page Icon, Page Title, and Page Content.
Click the Save button.
In the Event Manager App > header area, click the View Event Portal button to preview reordered pages on your Event Portal > Home page.
To add pinned forms to your Event Portal > Home page, go to the Event Manager App > Registration section > edit a form > Settings tab and click the Pin To Event Portal button.
Reordering Pages
You can set the order of the pages displayed on your Event Portal > Home page.
To change the display order the buttons on your Event Portal > Home page:
Go to the Event Manager App > Event Setup section > Pages tab.
Select any visible page you wish to reorder and click the Move Up or Move Down buttons to change the display order of the page.
Click the Save button.
In the Event Manager App > header area, click the View Event Portal button to preview reordered pages on your Event Portal > Home page.
Renaming Pages
All pages, including Built-in pages, can be renamed, allowing you to tailor the attendee experience when they browse your Event Portal.
Renaming a page involves adjusting a page's default Page Label. This is helpful when your event nomenclature differs from the default nomenclature in ClearEvent. For example, instead of "Schedules", your event may call them "Agendas", or instead of "Sponsors" your event may wish to call them "Partners".
To rename a page:
Go to the Event Manager App > Event Setup section > Pages tab.
Select any visible page you wish to reorder and click the Edit button.
In the Edit page dialog, change the Page Label, Accessible Label, and Page Icon settings as needed.
For Built-In Pages, you can reset to the default Page Label and Page Icon settings by clicking the reset buttons beside the fields.
Click OK to close the Edit page dialog.
Click the Save button.
In the Event Manager App > header area, click the View Event Portal button to preview reordered pages on your Event Portal > Home page.
Hiding Pages
At times, you may wish to hide a button displayed on your Event Portal > Home page for a number of reasons:
You are still editing a custom content page and you are not yet ready to share it.
You are not using a particular feature of ClearEvent and want to hide it from attendees.
You wish to temporarily hide content and later display it.
To hide a button from your Event Portal > Home page, you have a few options.
When the Page Type is "Built-in Page", edit the Built-in page and then uncheck the Visible checkbox.
When the Page Type is "Content", "Redirect Link", or "Pinned Form Page", you may either delete the page or edit the page and uncheck the Visible checkbox.
Hiding Pages in Kiosk Mode
Events using the Kiosk Mode feature of the Event Portal to allow on-site self-registration or ticket purchases may wish to hide certain content on their Event Portal to help streamline the Kiosk experience. In this case, adjust the Hide In Kiosk Mode setting for each page.
Go to the Event Manager App > Event Setup section > Pages tab.
Select any visible page you wish to reorder and click the Edit button.
In the Edit page dialog, check the Hide In Kiosk Mode to prevent the page from being displayed when Kiosk Mode is enabled. Pages with the Visible checkbox checked will still be displayed to regular website visitors.
Click OK to close the Edit page dialog.
Click the Save button.
In the Event Manager App > Event Setup section > General tab, click the Enable Kiosk Mode checkbox to enable Kiosk Mode on the current device to inspect your changes.
Locations tab
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.
The 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
An alternate mailing address for your event
Parking locations
Viewing or spectating locations
Key locations within your event like headquarters, stage locations, water stations, etc…
Adding Locations
To add a new location, click “+ Add“. In the displayed dialog window, enter the necessary location details.
Editing Locations
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.
Deleting Locations
To delete a location, select the location and click “Delete“. You’ll need to confirm you want to delete the location.
Saving Locations
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
Adding Contacts
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.
Editing Contacts
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.
Deleting Contacts
To delete a contact, select the contact and click “Delete“. You’ll need to confirm you want to delete the contact.
Saving Contacts
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.
Custom tab
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:
A 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 the Locations and Contacts tabs.
Admin tab
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.
Billing tab
Use the billing tab to upgrade from your current payment plan, or update the 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.