The following process describes how to create a new event template and event date with a basic schedule type, that is delivered to a public audience.
Each time you create a brand new event, a new template will also be created so that you can reuse the template again in the future. Before creating an event, it’s important to understand the concept of event templates in Arlo.
In this article, we’ll explain the steps involved in creating a public basic event at a venue. The basic schedule is for events that:
- Have one session that could run over a part of a day, a whole day, or on consecutive days. For example, an event that starts on Monday 9am and finishes on Tuesday (next day) at 5pm, where both days are 9-5pm.
- Have the same presenter(s) and venue for entirety of the event.
- Each registrant will attend the whole event.
There are a number of steps to complete the new event wizard in Arlo. Click on the links below to go straight to the instructions for a particular step.
- Type Where you choose the type of event, e.g a new public or private event.
- General Where you enter the general details of the event, e.g. the name, code, and price, etc.
- Website Where you control how the event shows on your website and the information about the event.
- Schedule Where you enter the dates, presenter(s), and other logistics of your event.
- Registrations Where you choose the method and period of registration and set registration limits.
- Communication Where you can (de)activate and edit automated emails sent to contacts.
- Approve Draft Events Where you approve any events created as a draft, e.g. from an import.
- Confirm Tentative Events Where you confirm any events in a tentative state (when using the event confirmation workflow).
- Select Events from the main menu.
- Press New Event.
The Type step is where you choose the type of event, e.g public or private event that is new or adding a new date to an existing event template.
- From the Create a new... section, select New public event.
- If you have presets loaded that you wish to use for this event, from the Wizard options, click Select preset.
- If this is a new event that you have not run or created a template for already, choose I have not run this event before. Note: This will also create a new event template to be used in the future.
- If there is already a template for this event, choose I have run this event previously and would like to schedule another, and then select the template.
- Press Next.
The general step is where you enter the general details of the event, e.g. the name, code, and price, etc.
- Enter the event name, price, and code of your event.
- Add the details of the external provider (if it is run by another provider), manager, and level.
- From the Schedule step, select Basic.
- From the Where will it be delivered section, select At a venue.
- Add your accounting codes and Xero tracking codes as necessary.
- Add your professional development details as necessary.
- Press Next.
The Website step is where you control how the event shows on your website and the information about the event.
- Ensure your website page settings are correct. Hint: Normally the website visibility will be set to published (unless you need the event template page to be hidden), and the page hosting will be Arlo.
- Enter the category/s the event should be displayed under on your website, and the information about your event that will display on the event's website page. Hint: Correct badly Formatted Text copied from Word (Bad HTML).
- Choose the Website event content settings.
- Choose whether Lead links should be displayed in the Lead generation settings.
The Schedule step is where you enter the dates, presenter(s), and other logistics of your event.
- Enter the date and time your event starts and ends.
- Enter the venue (mandatory) and room if necessary.
- Add your presenter(s). Hint: Search for available presenters. If your presenters are to be confirmed, you can add provisional presenters.
- Assign your support staff if needed.
- Add your room setup and catering details for logistics management reporting.
- Press Next.
The Registrations step is where you choose the method and period of registration, and set registration limits. Learn more.
- Select the registration method appropriate for your event, e.g. if you need to take payment from registrants, select Order Process.
- Choose the period that registrations will be open.
- If you allow self-transfers on some events, select the appropriate registration policy.
- Choose your registration form for this event. Hint: Unless you need a specific field just for this event, you should use the default registration forms.
- Set the registration limits and alerts as necessary.
- Press Next.
The Communication step is where you can (de)activate and edit automated emails sent to contacts.
- Ensure all appropriate emails you want to be sent are activated. Hint: If an item is activated, the action link will say 'Deactivate'.
- Activate presenter and venue booking contact confirmations.
- Schedule any event reminder emails to be sent to registrants.
- Schedule any follow-up emails as necessary.
- Add special instructions and attachments to your registration confirmation (event instructions) email.
- Check that the sender details are correct.
- Press Create and approve or Create as draft.
The following instructions describe how to approve draft events if your staff create events as draft or if you have imported events.
- Draft events must be approved to complete the event creation process. The following actions will be completed when an event is approved;
- corresponding communication will be sent, e.g. presenter confirmation (if applicable),
- the event will be publish on the website (if applicable), and
- you will be able to accepted registrations for the event
- To approve a draft event, open the event and in the tool bar, press Approve Event. Learn more about draft events and how to approve in bulk.
The following instructions describe how to confirm an event that is in a tentative state (if you have the event confirmation workflow turned on). Learn more about event confirmations.
- Open the event you would like to confirm.
- Click Confirm this event.
- Select the appropriate confirmation actions.
- Press Confirm event. Note: Communication associated to a confirmed event may take up to 15 minutes to be sent.
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