Before you start setting up your event, make sure you have as much information as possible relating to your event. Information and materials you may need will be:

Event dates
Speaker(s) information including picture(s) and bio
Sponsor information including logo(s), links, and packages
Venue name and address, special instructions regarding hotel registration
Agenda and session information (date and time)
Ticket/registration costs and types
Discounts and applicable codes (or badges)
Accounting codes for the conference (this may include a donations account if your registration process allows for donations)

Additional event documentation for preparing to event information refer to Preparing An Event (getting started) and for information on using Fonteva refer to Fonteva User's Guide .

Starting your event set-up

The first steps for setting up your event in Fonteva are outlined below.

For some events, you have the option to clone an existing event (which is recommended) which has been set up to be used as a template. After cloning an existing event, you will proceed with the steps below and select edit where applicable.

Fields marked with a red asterisk "*" are required.

Click the Save button in the upper right-hand corner often.

Chrome is the preferred browser.

The following are the topics in this page:

Launch the Event App

Select the App Launcher to display Apps

Select Events to launch the Events app

Create an Event

1. Navigate to the Events tab in the Events app and Click on New Event from the Events drop-down

2. Create an Event by cloning, Select Clone an existing event

3. Enter an Event Name. This is a required field as indicate by the red asterisk "*" and must be entered.

4. Select a Start Date by clicking/selecting the Calendar icon, to display the calendar. This is a required field as indicate by the red asterisk "*" and must be entered.

5. Use the arrows next to the month to scroll through the calendar, click/select the date from the calendar to set the start date.

6. To select the Event Category, click on the arrows in the box to display the list of event categories. This is a required field as indicate by the red asterisk "*" and must be entered.

7. Select the desired Event Category by clicking/selecting on the event category from the dropdown menu.

8. Select the Event to clone, by clicking in the box or begin typing the event name to generate a matching list to select from. This is a required field as indicate by the red asterisk "*" and must be entered.

9. Select Event (Template) from the list, by clicking/selecting the desired event.

10. Select Clone by clicking/selecting the clone button to create the Event.

The Clone Event window displays the segments which can be cloned. You can deselect the segments by clicking in the box next to the segment. Once the desired segments are checked, select the Clone button to create the new event.

Note: Create event from scratch, Select Create event from scratch, Enter the Event Name, Select Lightning Event for the Registration Style dropdown menu, and Select the desired Event Category from the dropdown menu. When all the information is complete, Select Save & Continue

11. The Event Info screen displays (shown below). If the below screen is not displayed, Click Event Info on the left-side navigation bar of Event Builder.

12. Click Save to Save the Event, then continue to enter the Event Information.

Note: If you click the down arrow next to Save, it Saves your work and exits.

Event Dates

1. Set the time format, 24-Hour Time (military time) by checking/selecting the 24-Hour Time box. If this box is not selected time will be in the 12-Hour format.

2. The Start and End date are required fields as indicate by the red asterisk "*" and must be entered. The same procedure will be followed to enter/set these dates,.

Enter the start date by Selecting the calendar icon on the Start Date box, Select Start Date from the calendar. This is a required field as indicate by the red asterisk "*" and must be entered.

Use the arrows on either side of the month to scroll from one month to the next.

Select the date by clicking/selecting on the desired day.

Select Start time by clicking the arrows in the hour box under Start Time to display the dropdown menu, to select the hour.

Click/select on the number to select the hour.

Select the minutes, by clicking on the arrows to display the dropdown menu to select the minutes.

Click/select the number of minutes from the list.

Select AM/PM (morning/afternoon, evening) by clicking/selecting the arrows on the AM/PM box.

Click/select AM or PM from the list.

3. Set the End Date by following the steps used to set the Start Date (Event Dates Step 2). This is a required field as indicate by the red asterisk "*" and must be entered.

4. Select Time Zone by clicking the arrows to display the time zone options menu (if the time zone is correct skip this step).

Select the Time Zone option for your event.

Event Info Details

1. Check Enable Event Display Name and Date/Time to display that information in the event page header.

Note: When unchecked the display name and event date and time will not show it the event's navbar.

2. Location and Date Text are Optional. Click in the (white) box to enter text. If you enter information in this field it will be displayed in the event page header and overwrite the city, state, and date/time.

3. Event Overview is Optional. Click in the (white) box to enter text. This text will display to the event registrants.

4. Enter Description text by clicking in the (white) box under Description. This text will display in the Event Search List View.

5. Check Auto Sell Out to automatically check the Sold Out field when the number of registered attendees meet the event capacity. If this is not selected, you will need to edit the event and check Sold Out manually when the event capacity is reach. The Best Practice is to check the Auto Sell Out box.

Note: Ticket Capacity is set when you create the ticket for the event (or through the manage inventory ticket option once the tickets are created).

6. Enter Registration Timer number which is the amount of time, in minutes, that an individual has to complete their on-line registration. The maximum number you can enter is 99.

Note: If the attendee doesn't purchase the ticket in the allotted time, the ticket becomes available for someone else to purchase.

7. When and Where Summary text can be entered by clicking in the (white) box below the title When and Where Summary.

Contact/Attendee Settings

Currently (11/6/2019) No items should be adjusted in this section.

Disable Attendee Assignment
Enable Contact Search.
Enable Contact Restriction
Guest Email Optional
Search All Contacts
Create Contacts for Attendees

Contact Search Result Fields CSV is to indicate the fields that will be displayed when the primary registrant searches for Contacts on the Select Attendee screen. If the Contact Search is not enabled (checked) this would remain blank

The above section Contact/Attendee Settings should not be altered at this time (11/6/2019).

Optional Event Types

1. A Private Event is checked/selected when the event is not offered to the General Public. To register for the event, attendees will need to be on the Attendees List.

Note: the Attendee List is created in the Invitation page.

2. If the event is free, the Free Event box must be checked/selected. All items attached to this event when this box is checked will be free. Any price for tickets and sessions will be ignored.

3. Enable Assigned Seating if Checked/selected allow staff to define seating Sections for events.

Note: Seating sections can be tables, box seats, auditorium rows, or any defined set of seats.

Additional Information

1. The Event Category is set when you create the event. To change the Event Category click on the displayed category in the box.

The Category dropdown menu is displayed, select the desired category.

2. Enter Calendar Reminder Text to create the text that will display in an Attendee's Calendar item (for the event) when the Add to Calendar button is used.

To

Community Groups

1. To attach a Community Group to the Event, click on the (white) box below Attach Event to Community Group to display the dropdown menu list to select from.

Click/select the community group from the list.

Custom Fields

1. Enter the Meeting Planner's name in the (white) box below the Meeting Planner title.

2. Enter the Meeting Planner's Email in the (white) box below the Meeting Planner Email title

3. Set the Deadline to Submit Dietary Issues if this is appropriate for the event, by selecting the Calendar icon to display the calendar.

Use the arrows on either side of the month to scroll through the calendar to reach your date, click on the date to select.

4. Follow the above process to select the Cancelation Deadline.

5. Set the Cancelation Fee if it applies for the event, by clicking in the (white) box below the Cancelation Fee title and entering the amount

Save & Exit the Event

Click the Arrow next to Save in the upper right-side corner of Event Builder to display the Save & Exit Button.

Click/select Save & Exit. The Event is saved and you will exited Event Builder.

What's next?

Learn about Editing an existing event or Creating ticket types.

Related articles

Page:

Creating/Adding a sponsor to an event

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