Configure and Create Events

Rhythm's Meetings & Shows application lets you build an event from the ground up — from a simple webinar to a multi-day conference with sessions, functions, and its own microsite. Because events have many moving parts, a little setup up front makes the rest go smoothly. This article walks you through the full process in the order you'll actually do it: configuring the global settings your event depends on, creating the event itself, completing the required registration setup, adding sessions, and launching an event microsite.

Helpful hint: If you host recurring or multiple similar events, you don't have to build each one from scratch. Once you've set up an event the way you like it, you can clone it for the next year.

Table of Contents

• Before You Begin: Global Event Setup
  • Events
  • Registrations
  • Sessions
  • Speakers
  • Functions
  • Coupons
• Create an Event from Scratch
• Event Configuration
  • Registration
  • Session Tracks
  • Coupons
  • Event Microsite
• Event Setup
  • Sessions
  • Functions

Before You Begin: Global Event Setup

Some configuration lives in your global Meetings & Shows setup — not inside an individual event — and can then be reused across any event. At least a few of these items must exist before you can finish creating an event. You'll find them all on the app's setup checklist.

1. From the Meetings + Shows app, click Setup in the left menu. (You are not inside an event yet — this is the global setup.)
2. You'll land on the Events & Nominations Setup checklist, which groups the app-level configuration into sections: Events, Registrations, Sessions, Speakers, Functions, Abstracts, Exhibitors, and a final Almost Done section. Click any item to configure it.

Helpful hint: You won't need every section to launch a basic event. The essentials are covered below (Events, Registrations, and — if you're using them — Sessions and Functions). Abstracts and Exhibitors are more advanced and are documented separately.

Events

Event Types

You need at least one event type before you can assign one to an event.

1. Under Setup, select Events, then Types.
2. Click the Create Event Type button. 
3. Name the event type.
   
   Helpful hint: Common event types include webinar, conference, annual meeting, chapter event, etc. Event types should be at a global scale.
    
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. (Optional) Use the Display in Portal As option at the bottom to keep one name in the console while showing a different name in the portal.
6. Click the Save Changes button.

Event Custom Fields

If you intend to collect any custom field data during an event, you must create the custom field at the global event level.

1. Under Setup, select Events, then Custom Fields.
2. Click the Create Event Custom Field button. 
3. Select the field type using the drop-down menu.
4. Name the custom field.
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Indicate whether the custom field is required at the global level.
   
   Note: You can override this value on a form-by-form basis.
    
7. Optionally, add a form prompt and help text.
8. Indicate whether the custom field should have a default value.
9. Click the Save Changes button.

Registrations

Registration Deadlines

Global registration deadlines are reusable names you can use across all events. 

1. Under Setup, select Registration, then Deadlines.
2. Click the Create Registration Deadline button. 
3. Name the registration deadline.
   
   Helpful hint: Common registration deadline names include early bird, regular, late, and onsite.
    
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Click the Save Changes button.

Registration Add-On Types

If you want to enable add-ons on any registration process, you first need to configure registration add-on types.

1. Under Setup, select Registration, then Add-On Types.
2. Click the Create Registration Add On Type button. 
3. Name the add-on type.
   
   Helpful hint: Common add-on types include merchandise and digital material.
    
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Click the Save Changes button.

Registration Change Fees

A change fee is what the system charges someone for modifying their registration after it's submitted. The system requires a change fee on every registration process, even if it's $0. Set one up now so it's available later.

1. Under Setup, select Registration, then Change Fees.
2. Click the Create Registration Change Fee button. 
3. Select the appropriate business unit.
4. Name the change fee.
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Determine the price of changing a registration (even if it’s $0) and apply a discount for members if applicable.
7. Click the Save Changes button.

Registration Custom Fields

Registration custom fields allow you to collect tailored information during an event’s registration process. Once you create a custom field, it will be available to add in a field group on a registration form.

1. Under Setup, select Registration, then Custom Fields.
2. Click the Create Registration Custom Field button. 
3. Select the field type using the drop-down menu.
4. Name the custom field.
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Indicate whether the custom field is required at the global level.
   
   Note: You can override this value on a form-by-form basis.
    
7. Optionally, add a form prompt and help text.
8. Indicate whether the custom field should have a default value.
9. Click the Save Changes button.

Registration Forms

Forms determine what information is collected and what additional options are available when someone completes a registration. Rhythm provides two defaults out of the box — one for a small conference and one for a large conference. You can use a default as-is, copy one and customize it, or create one from scratch.

1. Under Setup, select Registration, then Forms.
2. Click the Create Registration Forms button. 
3. Reference instructions in the Create a Form article for guidance on creating a form.
4. Every registration form should have the “Select Registration Package” component. 
5. Optionally, you can choose to include any of the following:
   • Add Guests
   • Add Membership Package to Registration
   • Embedded Membership Application
   • Badge
   • Choose Add-Ons
   • Choose Courses
   • Choose Functions
   • Choose Sessions
   • Field Group (for custom fields)
6. Every registration form should have an Order Details, Review Order, and Complete Page.
7. Once you’re done with configuration, click the Save Changes button.

Registration Waitlist Processes

If you intend to allow a waitlist for any of your events, you must first configure waitlist processes at the global level.

1. Under Setup, select Registration, then Waitlist Processes.
2. Click the Create Waitlist Process button. 
3. Name the waitlist process.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Determine the waitlist mode — automatic or manual.
6. If you selected automatic, you will need to determine how many minutes/hours/days/business days a contact should have to register before the next person on the waitlist is eligible to register. 
7. Configure the notification email that lets a contact know they’re eligible for registration.
8. Optionally, enable final notifications to send a final email notifying the contact of the available registration slot.
9. Once you’re done with configuration, click the Save Changes button.

Sessions

Session Types

A session is a part of the event itself, such as a breakout or keynote with a speaker.

1. Under Setup, select Sessions, then Types.
2. Click the Create Session Type button. 
3. Name the session type.
   
   Helpful hint: Common session types include keynote, breakout session, presentation, etc.
    
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Click the Save Changes button.

Session Custom Fields

Session custom fields allow you to track tailored information on a session itself. 

1. Under Setup, select Sessions, then Session Fields.
2. Click the Create Session Custom Field button. 
3. Select the field type using the drop-down menu.
4. Name the custom field.
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Indicate whether the custom field is required at the global level.
   
   Note: You can override this value on a form-by-form basis.
    
7. Optionally, add a form prompt and help text.
8. Indicate whether the custom field should have a default value.
9. Click the Save Changes button.

Session Page Layout

Configure page layouts to determine which custom fields appear when creating, editing, or viewing a session.

1. Under Setup, select Sessions, then Session Page Layouts.
2. Click the Create Session Page Layout button. 
3. You can either create a page layout from scratch or choose to clone an existing layout as a starting point.
4. Name the session page layout.
5. Click the Add Component button to add any of the following to your page layout:
   • Field Group
   • Text Block
   • Table
   • Web Component
6. If you choose to add a Field Group, you will only be able to add custom fields. Built-in fields will appear in their standard locations in the console.
7. When you have completed configuration, click the Save button.

Session Registration Fields

Custom session registration fields allow you to collect tailored information from an attendee during registration.

1. Under Setup, select Sessions, then Registration Fields.
2. Click the Create Session Registration Custom Field button. 
3. Select the field type using the drop-down menu.
4. Name the custom field.
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Indicate whether the custom field is required at the global level.
   
   Note: You can override this value on a form-by-form basis.
    
7. Optionally, add a form prompt and help text.
8. Indicate whether the custom field should have a default value.
9. Click the Save Changes button.

Speakers

Speaker Profile Fields

If you wish to collect specific information on a speaker’s profile, you will need custom fields.

1. Under Setup, select Sessions, then Speaker Profile Fields.
2. Click the Create Speaker Profile Custom Field button. 
3. Select the field type using the drop-down menu.
4. Name the custom field.
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Indicate whether the custom field is required at the global level.
   
   Note: You can override this value on a form-by-form basis.
    
7. Optionally, add a form prompt and help text.
8. Indicate whether the custom field should have a default value.
9. Click the Save Changes button.

Speaker Profile Types

You must have at least one speaker type if your event has sessions.

1. Under Setup, select Sessions, then Speaker Types.
2. Click the Create Speaker Type button. 
3. Name the speaker type.
   
   Helpful hint: Common speaker types include keynote, moderator, panelist, presenter, etc.
    
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Click the Save Changes button.

Speaker Topics

Optionally, you can track different speaker topics.

1. Under Setup, select Sessions, then Speaker Topics.
2. Click the Create Speaker Topic button. 
3. Name the speaker topic.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Click the Save Changes button.

Functions

Function Types

A function is something like a gala, golf outing, or 5k — a ticketed add-on to the event. You only need function types if you plan to offer functions.

1. Under Setup, select Functions, then Function Types.
2. Click the Create Function Type button. 
3. Name the function type.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Click the Save Changes button.

Function Custom Fields

If you intend to collect any custom field data during function registration, you must create the custom field at the global event level.

1. Under Setup, select Functions, then Ticket Fields.
2. Click the Create Ticket Custom Field button. 
3. Select the field type using the drop-down menu.
4. Name the custom field.
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Indicate whether the custom field is required at the global level.
   
   Note: You can override this value on a form-by-form basis.
    
7. Optionally, add a form prompt and help text.
8. Indicate whether the custom field should have a default value.
9. Click the Save Changes button.

Coupons

If you want to create coupons that can be used across any event, set them up at the global configuration level.

1. Under Setup, select Coupons.
2. Click the Create Coupon button. 
3. Name the coupon.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Determine if the discount should be applied directly to the line item or if it should be a separate, negative line item.
6. Determine the maximum dollar amount discount the coupon can yield. If there is no maximum, leave the field blank.
7. Determine where the discount is eligible:
   • Registration Packages
   • Session Fees
   • Function Fees
   • Registration Add Ons
   • Exhibitor Booth Fees
   • Exhibitor Add On Products
8. Determine how the discount should be applied — by a fixed amount or a percentage. Enter the dollar amount or percentage once you’ve selected the discount type.
9. You can also specify what types or packages are eligible for the discount. 
10. Click the Save Changes button.

Abstracts

For more information about setting up abstracts, visit this article.

Note: Abstracts must be included in your subscription to have access to abstract management functionality. 

Exhibitors

For more information about setting up exhibitors, visit this article.

Note: Exhibits must be included in your subscription to have access to exhibitor management functionality. 

Create an Event from Scratch

1. Navigate to the Meetings + Shows app and click the Create New Event from Scratch button.
2. Select the event type. These options will reflect what you configured at the global level.
3. Select the business unit the event’s revenue will flow to.
4. Name the event.
   
   Helpful hint: If your event is held on an annual basis with the same naming convention every year, start the name of your event with a year or number (e.g., “2026 Annual Meeting” or “58th Annual Conference.). Leading with a year makes events easier to distinguish in reporting and if you ever want to clone them later on. Note, however, beginning with a number is not required. Events with unique names, like one-time webinars or one-off meetings, would not necessarily need a year or number.
    
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Determine whether the event should be visible in the portal.
   
   Helpful hint: Keeping the event hidden from the portal allows you to complete and review event configuration before the public can see it. You can always return to this setting and make it visible later.
    
7. Craft a description of the event that will display in the portal.
8. Add a masthead image for your event by either uploading a file or using a URL.
9. Add a thumbnail image for your event by either uploading a file or using a URL. This image will appear on the Browse Events portal page.
   
   Helpful hint: We recommend using a square image for the thumbnail, with a minimum height of 200px.
    
10. Decide where to host the event:
    • Portal Integrated: This event will be shown in your member portal as a simple landing page. This is recommended for simple events and webinars. 
    • Standalone Microsite: This will create a microsite in Rhythm for the event, with customizable pages and navigation. This is recommended for conferences and more complex events.
    • External: This should be used if your event is hosted on an external URL.
    • None: Not available to end users.
11. If you selected Portal Integrated, determine which event options to enable:
    • Schedule of sessions and functions
    • Group registrations
    • Registrant directory
12. If you selected External, enter the event URL.
13. If your event is in person, enter the venue’s location.
14. Enter the start and end dates of the event.
15. Optionally, you can pre-determine a date by which the event should be removed from the portal.
16. Optionally, you can elect to make it a featured event that is prominently displayed in the portal.
17. Determine how times should be displayed to site visitors — in their timezone (appropriate for virtual events) or in the timezone of the event (appropriate for in-person events).
18. Optionally, you can enable capacity for the event to limit the number of registrants. If you wish to allow a waitlist once capacity is reached, you can enable that setting and set a waitlist process.
19. Determine which features should be available for the event:
    • Online Registration
    • *Documents + Papers
    • *Abstracts + Papers
    • Sessions + Speakers
    • Functions + Ticketing
    • *Certification Courses
    • *Exhibitors + Booths
    • *Sponsors + Benefits
      
      *Requires a separate app subscription
      
      Note: An event microsite is required for Documents, Abstracts, Certification Courses, Exhibitors, and Sponsors. They are not supported in portal integrated events. 
       
20. Determine who in the console should be able to access and configure this event.
21. Click the Save Changes button.
22. After your event is created, you can return to these settings by navigating to Setup and then Event Details.

You now have the bare bones of an event — but a few more steps are required before it's ready.

Event Configuration

Registration

Registration Process

You must have at least one process to allow people to register.

1. Under Setup, select Registration, then Processes.
2. Click the Create Registration Process button.
3. Name the registration process.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Assign a registration form. If you enabled group registration, you must select the form that should be used for group registration.
6. Determine if this registration process should appear in the portal.
7. You must set the open date and time of the process. You can optionally set the close date and time.
8. Determine if you want to allow registrations to be modified after submission.
9. If you wish to allow guest registrations, set the following:
   • Maximum number of guests
   • Guest registration types
   • Whether or not a contact record should be created for a guest
   • What guest fields should be shown
10. Optionally, you can prompt registrants to update their contact and/or organization information before they complete registration. Enabling these settings will ask you to select the contact or organization form you wish to associate with the process. These forms are configured in the Contacts + Organizations (CRM) app.
11. Configure the confirmation email that is sent when the registration is submitted.
12. Optionally, you can override checkout settings set at the event-specific level (Registration > Settings) for a given registration process.
13. Click the Save Changes button.

Registration Type 

You must have at least one registration type.

1. Under Setup, select Registration, then Types.
2. Click the Create Registration Types button.
3. Name the registration type.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Assign a registration process or leave blank to disable registration.
6. Optionally set a registration category.
7. Determine if the registration type should be visible and available in the portal.
8. Then determine who should have access to the registration type:
   • Speakers
   • Guests
   • Exhibitors
   • Individuals with a valid coupon code
9. Enable Access Restrictions if you want to apply eligibility criteria for a specific registration type.
10. Optionally, you can add a description for a registration type. It will display in the portal.
11. Click the Save Changes button.

Registration Add-Ons

If you wish to sell add-ons during registration, you must configure them.

1. Under Setup, select Registration, then Add Ons.
2. Click the Create Add On Product button.
3. Set the business unit.
4. Set the add on type.
5. Name the add on product (abbreviated). The name will automatically be created with the full conference name, add on type, and the abbreviated add on product name you entered.
6. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
7. Set pricing for the add on product. Optionally, you can set a discounted price for members.
8. Enable special pricing logic if you wish to set pricing based on a set of rules.
9. If you want to provide price breaks based on the timing of registration, set deadline pricing.
10. Set G/L account information as necessary:
    • Revenue
    • Accounts Receivable (AR)
    • Write Off/Bad Debts Expense
    • Accounting Projects
11. Determine if the product should be hidden from users in the portal.
12. Enable the Purchasing Eligibility setting to acceptable criteria for registration.
13. Enable Purchase Limits if you wish to limit the number of times the product can be purchased by an individual.
14. Configure the confirmation email that registrants receive upon purchase.
15. If a registrant should receive a coupon code upon purchase of an add on, enable the Coupon Codes functionality.
16. If a purchaser should receive access to downloadable documents upon purchase of an add on, enable the Documents functionality.
    
    Note: The Documents app must be included in your subscription in order for this to function.
     
17. Optionally, generate and assign a task to a console user when registration is completed.
18. Optionally, allow installment payments for this registration package.
19. Optionally, charge cancellation fees when someone cancels their registration.
20. Optionally, craft a description for the registration package that will display in the portal.
21. Click the Save Changes button.

Registration Package

1. Under Setup, select Registration, then Packages.
2. Click the Create Registration Packages button.
3. Set the business unit.
4. Set the registration type.
5. Name the registration package (abbreviated). The name will automatically be created with the full conference name, registration type, and the abbreviated registration package name you entered.
6. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
7. Determine if the registration package should be available for purchase in the portal.
8. Determine if the registration package should be hidden from the online store’s universal shopping cart settings.
9. Determine if the registration package should only be limited to certain days.
10. Determine if the registration package includes all, some, or no sessions.
11. Determine if the registration package allows registrants to purchase tickets to any function or specific ones.
12. Set pricing for the registration package. Optionally, you can set a discounted price for members.
13. Enable special pricing logic if you wish to set pricing based on a set of rules.
14. If you want to provide price breaks based on the timing of registration, set deadline pricing.
15. If any of your sessions have fees and you wish for the price to be included with the registration package, enable the Include Sessions setting.
16. If any of your functions have fees and you wish for the price to be included with the registration package, enable the Include Functions setting.
17. If you want to include the price of add ons with the registration package, enable the setting.
18. Determine whether registrants should be able to cancel their registration in the portal.
19. Set G/L account information as necessary:
    • Revenue
    • Accounts Receivable (AR)
    • Write Off/Bad Debts Expense
    • Accounting Projects
20. Enable the Purchasing Eligibility setting to acceptable criteria for registration.
21. Configure the confirmation email that registrants receive upon purchase.
22. If a registrant should receive a coupon code upon registration completion, enable the Coupon Codes functionality.
23. If a registrant should receive access to downloadable documents upon registration completion, enable the Documents functionality.
    
    Note: The Documents app must be included in your subscription in order for this to function.
     
24. Optionally, generate and assign a task to a console user when registration is completed.
25. Optionally, allow installment payments for this registration package.
26. Optionally, charge cancellation fees when someone cancels their registration.
27. Optionally, craft a description for the registration package that will display in the portal.
28. Click the Save Changes button.

Registration Settings

1. Under Setup, select Registration, then Settings.
2. Enable registration deadlines if you need to configure different prices based on deadlines for packages in the event. The options here will reflect what you configured in the global settings. You can choose to enable all or only some of them.
3. Enable group registration if you want to allow individuals to register as a group. Determine the open and close date for group registration, who should receive the confirmation email, and the contact form.
   
   Note: Group registration is only supported on microsites. It is not available on portal integrated events.
    
4. If you enabled group registration and you want to send a separate confirmation email to the group administrator upon registration completion, enable that feature and configure the email template.
5. If you enabled group registration and you want to provide price breaks for group sizes, enable tiered registration discounts. Set the group size ranges and then determine the discount in percentage or dollar amount.
6. Determine if registrants can cancel their registration. If you choose to allow this, you can set it by a specific or relative date.
   
   Note: Even if you enable this setting, console users will still be able to cancel a registration if necessary.
    
7. Determine if you want to restrict how many people from the same organization can register for the event.
8. If you want to prompt members to renew their membership during event registration, determine the number of days from the renewal window you wish to include.
9. Set the default registration process.
10. Enable the Video Conferencing Integration setting to link the event to a Zoom Meeting or Webinar. If you enable this setting, you will be prompted to select the type of video conference, the Zoom account, and the webinar/meeting ID.
    
    Note: The Zoom integration must be a part of your subscription to access this functionality.
    
     
11. If you have enabled Courses on your event, you will need to enable the Certification Course Registration setting and then set the course registration process.
12. Enable the Certification Credit Assignment setting if you wish to grant credits to event attendees.
    
    Note: The Courses + Credits app must be included in your subscription in order for this to function. Credit types must be pre-configured in the Certifications app.
     
13. Determine if you wish to grant an attendance certificate.
14. Configure the following finance settings:
    • Business Unit
    • Merchant Account
    • Bank Account
    • Cancellation Fee Product (optional — configured in Orders + Inventory app)
    • Invoice Payment Terms (optional — configured in Finance + Billing app)
15. Determine whether registrants can pay with credit cards at checkout or if the option should depend on the amount of the order.
16. Determine if credit card processing fees should be added to the order. If you choose to add them to the order, you will need to create a fee product in the Orders + Inventory app and assign a processing fee percentage. Optionally, you can set a minimum or maximum amount to charge for credit card processing fees, regardless of the size of the order.
17. Enable or disable other payment options as necessary. Based on those selections, you may be asked to configure other settings.
18. Optionally, you can prompt for a simple donation at checkout. You must first configure the simple donation product in the Finance + Billing app.
19. Click the Save Changes button.

Registrant Directories

If you want to provide a directory of all individuals who are registered for the event, it requires a little configuration.

1. Under Setup, select Registration, then Directories.
2. Click the Create Registrant Directory button.
3. Name the directory.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. If only event registrants should be able to access the directory, be sure to enable that setting.
6. For further guidance on registrant directories, please reference this article.

Session Tracks

If your event has sessions, you may want to set session tracks, though it is entirely optional. Here is how to configure those track names.

1. Under Setup, select Session Tracks.
2. Click the Create Session Track button.
3. Name the session track.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. If you want to attach specific speakers to a session track, you can enable the feature.
6. Optionally, you can draft a description for a session track that will display in the portal.
7. If you want to set the color associated with a session track (which will appear in the portal’s event agenda), you can add the HEX code. Otherwise, Rhythm will assign a color at random.
8. Click the Save Changes button.

Coupons

If you want to create coupons that can only be used on a specific, set them up on that event..

1. Under Setup, select Coupons.
2. Click the Create Coupon button. 
3. Name the coupon.
4. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
5. Determine if the discount should be applied directly to the line item or if it should be a separate, negative line item.
6. Determine the maximum dollar amount discount the coupon can yield. If there is no maximum, leave the field blank.
7. Determine where the discount is eligible:
   • Registration Packages
   • Session Fees
   • Function Fees
   • Registration Add Ons
   • Exhibitor Booth Fees
   • Exhibitor Add On Products
8. Determine how the discount should be applied — by a fixed amount or a percentage. Enter the dollar amount or percentage once you’ve selected the discount type.
9. You can also specify what types or packages are eligible for the discount. 
10. Click the Save Changes button.

Event Microsite

Once your event is set up, you can create a microsite.

1. Inside the event, click Website in the left menu.
2. Refer to this article for further instruction on microsite configuration, design, and testing.

Abstracts + Exhibitors

Both Abstracts and Exhibitors must be included in your subscription to be available on events. 

Learn more about setting up abstracts in this article. Learn more about setting up exhibitors in this article.

Event Setup

Based on what you have enabled during event configuration, you will now see different options available in the left toolbar of your event in the console. Some of those items require setup.

Sessions

1. In your event, select Sessions from the left toolbar.
2. Click the Create a Session button. 
3. You can optionally set a display order and code.
4. Name the session.
5. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
6. Set the session type.
7. Optionally, set the session track.
8. If the session has a fee associated with it, enable that setting (more on this later).
9. Set the start time and date as well as the end date and time.
10. You can set the location of the session (helpful for in-person events at large venues).
11. You can choose to hide the session from the portal or from the event schedule.
12. You can choose to prevent registration for this session in the portal.
13. Optionally, you can enable capacity tracking and waitlist.
14. Determine session access, either making the session optional for attendees or automatically included.
15. Optionally, you can add speakers to the session. Set the speaker and the speaker type.
    
    Note: The contact must already exist in the CRM. You cannot add the contact from this view.
     
16. If you have Abstracts in your subscription, you can optionally link an abstract with the session.
17. If you want to ask specific questions when individuals register for a session, enable the Registration Questions setting.
18. Optionally, you can add a session description which will display in the portal.
19. Click the Save Changes button.
20. To add a fee to the session: 
    • Navigate to the session’s 360 page in the console.
    • Click the Fees tab.
    • Click the Create Fee button.
    • Set the business unit. 
    • Determine how the fee should be applied. If it’s based on a registration package, you will be prompted to select the associated registration packages.
    • Name the session fee (abbreviated). The name will automatically be created with the full conference name and the abbreviated session fee name you entered.
    • The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
    • Set pricing for the session fee. Optionally, you can set a discounted price for members.
    • Enable special pricing logic if you wish to set pricing based on a set of rules.
    • If you want to provide price breaks based on the timing of registration, set deadline pricing.
    • Set G/L account information as necessary:
      • Revenue
      • Accounts Receivable (AR)
      • Write Off/Bad Debts Expense
      • Accounting Projects
    • Determine if the product should be hidden from users in the portal.
    • Enable the Purchasing Eligibility setting to acceptable criteria for registration.
    • Enable Purchase Limits if you wish to limit the number of times the product can be purchased by an individual.
    • Configure the confirmation email that registrants receive upon purchase.
    • If a registrant should receive a coupon code upon purchase of an add on, enable the Coupon Codes functionality.
    • If a purchaser should receive access to downloadable documents upon purchase of an add on, enable the Documents functionality.
      
      Note: The Documents app must be included in your subscription in order for this to function.
       
    • Optionally, generate and assign a task to a console user when registration is completed.
    • Optionally, allow installment payments for this registration package.
    • Optionally, charge cancellation fees when someone cancels their registration.
    • Optionally, craft a description for the registration package that will display in the portal.
    • Click the Save Changes button.

Functions

1. In your event, select Functions from the left toolbar.
2. Click the Create a Function button. 
3. You can optionally set a display order.
4. Set the function type
5. Name the function.
6. The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
7. If the function has a fee associated with it, enable that setting (more on this later).
8. Set the start time and date as well as the end date and time.
9. You can set the location of the function (helpful for in-person events at large venues).
10. You can set function restrictions by the number of tickets that can be purchased for all registration packages, or change the number available based on a given registration package.
11. Optionally, you can enable capacity tracking and waitlist.
12. Optionally, you can enable meal options. If you do, you will be able to name the meal option and provide a description. 
13. If you enabled meal options and you want it to appear on the registration form, you must enable the registration questions setting.
14. Optionally, you can add a function description which will display in the portal.
15. Click the Save Changes button.
16. To add a fee to the function:
    • Navigate to the functions 360 page in the console.
    • Click the Fees tab.
    • Click the Create Fee button.
    • Set the business unit. 
    • Name the function fee (abbreviated). The name will automatically be created with the full conference name and the abbreviated function fee name you entered.
    • The ID field populates automatically. You can edit the ID before you save, but once saved it can no longer be changed.
    • Set pricing for the function fee. Optionally, you can set a discounted price for members.
    • Enable special pricing logic if you wish to set pricing based on a set of rules.
    • If you want to provide price breaks based on the timing of registration, set deadline pricing.
    • Set G/L account information as necessary:
      • Revenue
      • Accounts Receivable (AR)
      • Write Off/Bad Debts Expense
      • Accounting Projects
    • Determine if the product should be hidden from users in the portal.
    • Enable the Purchasing Eligibility setting to acceptable criteria for registration.
    • Enable Purchase Limits if you wish to limit the number of times the product can be purchased by an individual.
    • Configure the confirmation email that registrants receive upon purchase.
    • If a registrant should receive a coupon code upon purchase of an add on, enable the Coupon Codes functionality.
    • If a purchaser should receive access to downloadable documents upon purchase of an add on, enable the Documents functionality.
      
      Note: The Documents app must be included in your subscription in order for this to function.
       
    • Optionally, generate and assign a task to a console user when registration is completed.
    • Optionally, allow installment payments for this registration package.
    • Optionally, charge cancellation fees when someone cancels their registration.
    • Optionally, craft a description for the registration package that will display in the portal.
    • Click the Save Changes button.