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Private events

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The following article explains how you can manage private events using Arlo.

Overview
 
Arlo allows you to create and manage private events for your customers. Booking confirmations, including calendar appointments, are sent automatically to the registrants, the key contact, venue contact, and presenter/s. Event registrants' details can be imported and or registrants can register themselves for the event directly using a private link (not published on your website). You can generate an order and send a tax invoice for the event to the event's key contact.
 
Automated event change notifications are sent, including updates to their calendar appointments if event details such as the date, venue, or room change. All information about the event is stored for future reference so you know who you trained, when they were trained, the price you charged for the event, and all the event schedule information.
 
Notes: 
  • You cannot import private events.
  • If your registrants need to pay for their own booking, you should use public events instead and hide them from your website.

Create a private event and generate an invoice

The following process describes how to create a private event with an order and send a tax invoice for a private event. When setting up your private event, you need to enter the name of the key contact. 

Differences between a private event and a public event
 

 

Public Event

Private Event

Pricing

Pricing is per registration (registrant pays).

Pricing is per event (registrants do not pay individually).

Orders/invoice

Each registrant must be added to an order and will appear as a separate line item with an individual cost.

Registrant details do not need to be added to an order.  An order for a private event includes a single line item for the total cost of the event. 

Managing registrants

Each registrants' details are required and appear as separate line items on an order. 

 

Registrant details are not required, but we recommend you do enter them so you have a record of who attended the event and can send them certificates if need be. The details for each registrant can be added to the event at any time.

Website

By default the event will be listed on the website.

The event will not be promoted on the website and will not appear in website search results, i.e. a Google search.  Only a person who has the link to the template page will be able to access it.

Key contact

Not applicable

 The Key Contact is the person within the organisation you are dealing with to organise the event. They will receive an automated booking confirmation when you schedule the event. They will also receive updates when event details change. 

Creating/importing events

Public events can be created individually or in bulk with our event importer.

Private events cannot be imported. 

Add key contact special instructions for private events

Arlo can send special instructions to key contacts added to private events.

These instructions are can be defined per event, or you can have a set of default instructions stored on your platform.

Find and report on private events

You can report on private events and private event registrations a number of ways, including using the event registrants, attendance register, or registrations list reports to produce a list of registrants on a private event. You can also use the event list and advanced event list reports to produce a list of private events. 
 

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