How To Create An Event

Step-by-step instructions for creating an event

Start by going to the dashboard and selecting Event Espresso -> Events -> Add New Event. This will bring up a complex page with lots of places to fill in information.

Step 1: Describe The Event

 The Name field should be used to identify the city where the event is being held. Use the description section to tell as much as you can about this event. Include the dates, location (venue), residential (or not),  

Step 2: Set Event Registration Options

 Next, set the maximum number of tickets to 2. I am not really clear on whether this is the best choice, but I do want to allow couples to register on the same ticket. Leave Display Ticket Selector to Yes. Leave Alternative Registration Page blank. Provide the Event Phone Number. This should be the number of the event coordinator. Leave Default Registration Status to “Pending Payment”  

Step 3: Describe Event Date Time and Tickets

This is where attention to detail becomes very important. Under Event Datetimes, leave the Name empty and set the start and end dates. Set Limit to the maximum number of tickets that this venue / event can handle. If you click on the gear, you can provide detailed description of the datetime. This is optional.

Step 3.1: Describe Tickets

Each ticket has a name or type. I am currently using these ticket names:
  • Single Participant Early Bird – this ticket gets a $50 discount off the Participant price.
  • Step-by-step instructions for creating an event</h1>Single Participant (Deposit Only) – this ticket is for people who can’t pay the full price up front. The ticket is (by policy) not refundable without a damn good reason.
  • Single Participant (Final Payment) – this ticket allows the participant to pay the balance on his/her ticket. It can also be waived at the discretion of the event leader.
  • Couples Early Bird – this ticket is the best deal on the block. It knocks $50 off each ticket for registering early and another $50 for registering as a couple, a $200 discount. This ticket uses a price modifier to reduce the ticket price by $50 but it requires a Minimum Quantity of 2 tickets.
  • Couples Regular Enrollment – this ticket provides each person with a $50 discount, but requires the purchase of two tickets. This ticket uses a price modifier to reduce the ticket price by $50 but it requires a Minimum Quantity of 2 tickets.
Use the ticket description to explain the pricing. Make sure to say that the deposit only ticket is not refundable.

Step 4: Select Venue

Select the event venue. If the venue is not defined, go to step 4.1. Otherwise go to step 5.      

Step 4.1:

Provide the name of the venue and fill in the description. Remember that you can put pictures, links and just about anything in the description. Sell the venue!    

Step 4.2: Add Custom Fields

Add a new custom field called “Residential” The values for this field can be:  
  • Residential – Six meals and bedding provided
  • Residential – Six meals but no bedding provided
  • Mixed Residential – Six meals, extra cost for sleeping accommodations
  • Mixed Residential – Six Meals, no bedding provided
  • Non-Residential – three meals provided, no sleeping accommodations
Other descriptions may be added as needed.

Step 4.3: Select Venue Categories

Check what event types this venue can support. Additional categories can be defined using the Venue -> Categories panel.      

Step 4.4: Venue Physical Location

Supply the physical location details. These details must be sufficient that Google Maps can pinpoint the venue. Change this value to “Yes” so that a map will be included showing the location of the venue. This is very useful for people coming to the event and should save support time and costs.  

Step 4.5: Featured Image

The last box on the Venue definition page allows you to select an image of the venue. This is a slick feature that allows you to easily show a picture of the venue on the site.

Step 5: Select Event Category

Check the event category (typically 3 Day Intensive)        

Step 6: User Integration

This box has three questions. The answers should be: Force login – NO Auto Create users with registration – YES Default Role – Participant



Step 7: MailChimp List

Select the ConneXions Master List and then check the appropriate CX-yyyy-mm-dd Group. If one doesn’t yet exist, create it. See here for instructions.      

Step 8: Assign Leaders

Check the names of the people leading this event and fill in the sort order with the sequence in which they will be displayed.          

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