Arlo allows you to create multi-session events with a choice of sessions.
Each session on these events can have a different delivery method (at a venue or live online), presenter(s), or price, and the sessions can be optional or mandatory as required. They can also be hidden from the website form.
Registrants on these events will be registered for the sessions they choose, plus any mandatory sessions, and they will receive an email detailing their selected sessions and a calendar appointment for each.
Creating a multi-session event with a choice of sessions
There are a number of steps to complete in the event wizard in Arlo.
- Type - Choose the type of event.
- General - Enter the general details of the event, e.g. the name, code, and price, etc.
- Website - Enter information about the event to be displayed on your website.
- Schedule - Enter the dates, presenter(s), and other logistics of your event.
- Registrations - Choose the registration method, period of registration, and set registration limits.
- Communication - Choose and edit automated emails sent to registrants.
- Approve and confirm events - Approve and (if required) confirm any events in a tentative state.
If you need a multi-session event and would like registrants to have no choice of the sessions they are registering on (they attend all sessions), learn how to set up a multi-session event with no choice of sessions.
The Type tab of the event wizard requires you to select what kind of event you are creating (public or private) and whether this event uses an existing event template or is a new event that you have not run previously.
- Open the Events menu.
- Press New Event.
- In the Create a new... section, select whether the event is a New public event or a New private event.
- In the Have you run this event before? section, select if you have run this event before.
- If you select I have not run this event before, this will create a new event template, with the event instance, to be used in the future.
- If you select I have run this event previously and would like to schedule another, you will get the option to select the relevant template from the list.
You cannot use a template with a basic schedule to create a multi-session event.
- If you are using an existing template and you do not need to change any of the event's website information or pricing since you last run it, you can press Skip to schedule to go directly to the Schedule tab of the wizard. Otherwise, press Next.
The General tab of the event wizard asks for the general information for the event, such as the name, code, and price.
- From the General details section, enter the Name, Template code, and Event code of your event.
Arlo recommends using the default codes which it will populate.
- From the What is the schedule? section, select Multiple sessions.
- From the Will attendees be able to choose their sessions? section, select Choice of sessions.
- From the Price section, enter the price per registrant. If the event is free, enter 0.
You can add a price to individual sessions later in the process if needed. Arlo will always charge the registration price plus any session prices associated with the registration.
- Select whether the price is including tax, excluding tax, or tax free from the drop-down.
- If required, add your accounting codes and Xero tracking codes.
- If required, add professional development points or hours.
- Press Next.
If you have set up a multi-session event before, you will not have to set up a new one each time you need to run it. Learn how to copy sessions to a new event from a previous multi-session event.
The Website tab of the event wizard holds all of the information about the event that will be displayed on your website and is also the place where you can activate the lead generation links.
- From the Website page section, ensure your visibility settings are correct.
The website visibility will be set to published by default meaning anybody can find the event on your website.
- If you are hosting the web content externally, edit the Page hosting settings and add the URL of the page with your event content. Learn more about hosting your own event pages.
- From the Website page content section, select the category(s) the event should be displayed in on your website.
- Enter the information about your event that will be displayed on the event's website page in each of the website content sections.
Learn how to add new content sections, or how to correct badly formatted text (bad HTML) copied from Word.
- From the Website event content section, select if the event date should be published on your website, and whether or not the event should be published on your event list pages.
- In the Display on website section, choose when the event should be published on your website.
- From the Lead generation section, select whether or not you would like to accept leads on the events website page.
- Press Next.
The Schedule tab of the event wizard holds all of the specific information relative to the schedule of the event instance, such as the dates, presenter(s), and other logistical settings for your event.
- From the Sessions section, press Add session.
Arlo will use the session details to generate the calendar appointment sent to registrants.
- The Add session slider will appear.
Sessions will be displayed on your checkout in the order that you enter them (grouped by date). You should enter your earliest session first, and work your way to the last session.
- From the General section, enter session name.
- If you would like a description to be displayed with the session on the registration form click Add description.
- From the Where will it be delivered? section, select whether the event will be held at a venue (a face to face event) or live online (webinar style).
- From the Schedule details section, enter the date and time of the session.
- Type in the event venue, and room if necessary.
If the venue does not exist click + New to create a new venue.
You can use the venues and rooms scheduler to look for available venues.
- If required, add your Room setup instructions for logistics management reporting.
- Add your presenter(s).
If the presenter does not exist click + New to create a new presenter.
You can use the Search... or the presenters' scheduler to look for available presenters. If your presenters need to be confirmed, you can add provisional presenters.
- From the Host the webinar using dropdown, select Zoom.
- In the Select a Zoom user to host this event dropdown, select the Zoom host you want to use for this webinar.
- A Meeting password will be automatically generated for you using the host's Zoom settings. If you would like to change the password, click Edit.
You can not change the host or the meeting password once the event has been created.
- If the Zoom host is a presenter, tick Make the host a presenter.
- From the Schedule details section, enter the date and time of the session.
- By default the Time zone is set to the Zoom host's time zone. If you need to change the time zone, click Edit.
- If the Zoom host is not the presenter, add your presenter/s.
You can use the Search... or the presenters' scheduler to look for available presenters. If your presenters are yet to be confirmed, you can add provisional presenters.
- From the Host the webinar using dropdown, select Custom URL.
- From the Schedule details section, enter the date and time of the session.
- Select the webinar's Time zone.
- From the Webinar details section, add the Guest URL for registrants as well as any additional instructions. These details will be sent to registrants with the event instructions emails.
- Add the Presenter URL as well as any additional instructions. These details will be sent to the presenters automatically with the event confirmation emails.
- Add your presenter(s).
If the presenter does not exist click + New to create a new presenter.
You can use the Search... or the presenters' scheduler to look for available presenters. If your presenters need to be confirmed, you can add provisional presenters.
- From the Choice of sessions section, tick Optional session if this session is not a mandatory session, i.e. if the registrant can choose whether or not to attend this session.
If ticked, the Price and Registration sections (see below) are made available.
- From the Price section, enter in the price of the session.
If you have a price on the event already, the session price will be added to this for those who choose to register for it.
- From the Registrations section, choose if the session should be available on the website registration form. If it is not, registrants can only be added to the session internally.
- If required, enter the Maximum registrations limit for the session. Once this has been reached, the session will be shown as 'Full' on the registration form.
- Press Save session.
Repeat the above steps for each of the additional sessions in the event.
- In the Main event details section, enter the Schedule description.
- If you would like to remove some of the session presenters from being advertised, from the Main event details section, deselect Automatically manage advertised presenters and remove the presenter from the advertised list.
- If required, assign support staff to the event.
- From the Options section, click +Add option to add any optional extras you would like your registrants to be able to purchase with their registrations.
- Press Next.
The Registrations tab of the event wizard holds all of the registration settings for the event, such as the registration method, period, and limits.
- From the General section, select Accept website registrations.
- Select the Registration method appropriate for your event.
If you need to take payment from registrants, select Order Process. If the event is free, select Quick Registration.
- Select the period that registrations will be open and closed for the event.
Late registrations will only apply to sessions that have not yet started. If you allow registrations until the event end but all of your sessions have started, registrants will not be able to proceed through the checkout.
- Select the Registration policy for your event.
Learn more about registration policies.
- From the Website registration form section, select the registration form for this event.
Unless you need a specific field just for this event, you should use the default registration forms.
- From the Registration limits section, enter the registration limits and alerts for the event if required.
- Press Next.
The Communication tab of the event is where you can choose and, where available, edit the automated event emails that are sent to registrants. You will need to ensure that all appropriate emails you want to be sent are enabled.
- To activate an email click, Activate. To disable an email, click Deactivate.
Active emails will appear as a white line, deactivated emails will appear as a shaded grey line.
- Click Edit to add special instructions to the Presenter confirmation.
- Click Edit to add special instructions to the Venue booking confirmation.
- Click Edit to add special instructions and attachments to your Registration confirmation (event instructions) email sent to registrants.
- Click Activate to send event Registration reminder emails to registrants. View a preview of a reminder.
- Click Activate to schedule any automated reports to be sent to presenters.
This feature is only available on the Enterprise plan.
- Click Activate to schedule any Follow-up emails sent to registrants.
We recommend only sending follow up emails either to all registrants, or attended and not attended registrants. View a preview of a follow-up email.
- Click Edit to customize the follow-up emails sent.
- From the Sender details section, check that the sender details are correct for your event.
- If you have finalised the event details and wish for the event to be published immediately, press Create and approve.
- If you want to save the event, but do not want to publish it or have any communication sent out, press Create as draft. You will be able to approve the event when you are ready. Learn how to approve draft events.
Once approved, if you have the event confirmation workflow turned on you will also need to confirm the event is running. Learn more about the event confirmations workflow.