Getting Started: Events
An event may be a gala, a workshop, or any activity with a start and end date and time for which you want to offer and manage registrations. Examples of events would include:
A lecture, musical program, workshop or other similar function
A parent-child class where the parent can register multiple children
A ticketed gala with different entry times, separate fees, and a meal choice
A tabled event with the ability to sponsor an entire table and enter the attendees later
A volunteer event with no fee and a limit to the number of registrations where the volunteers will receive a t-shirt in their size
A multi-day, multi-track event with activities packaged and priced differently for early-bird and full-price registration
An event contains the following mandatory elements:
Name of the event
Start and end date and time of the event
Event packages – the registration items you will publish to your catalog
An event contains the following optional elements:
Optional registration capacity
Optional start and end date and time for public registrations
Optional parameters for the number of tickets purchased
Activities – optional activities happening within the event that you want to track individually
Ticket template - optional HTML document with merge fields that act as the event ticket which will be generated for each registrant and attached to their email receipt
When a constituent purchases (including for free) an event package from a catalog or page, registrations are created which are records for each registrant to the event. The registration record is in addition to the order item record that is created in the transaction. Each registration is linked to the event and to the event package used to create it.
Other Big River items can be associated with an Event when it is published to your catalog
Donations in lieu of attendance
These items are distinct from the event (in the sense that they do not create registrations), but they can be presented alongside registrations on the page or catalog where the event is published.
Basic Event Setup
Events are set up and managed from the Events menu item in the gray menu on the left side of the page. To create a new event click on the “Create New Event” button at the top of the page.
An Event is created using several basic properties - name, start and end times, and location. Capacity of the event and description are recommended but are not mandatory. The name of your account will be filled in automatically. Click “Create” to create your event and save your changes.
This sets up the event container which will hold event packages, registrations, customizations, and other information about your event.
You sell access to your event through event packages which are defined within the event. In its simplest form, an event package consists of a name and a price, although other properties such as an image, custom fields, and restrictions may also be added. The event package defines how registrations to the event are created and what options they will have.
The simplest way to add event packages is through the event that you created.
Locate your event from the Events menu item in the gray menu bar on the left side of the page. You can edit the event by clicking on the “Edit” link which appears under the contents of the first column when you hover over the item.
Create the event package by clicking on “Create New Event Package.”
Fill in the required information - name of the package, label information (how the name of the item will appear on the form), and price of the package. You may also choose to add a description of your package and upload a corresponding image. Note that the name of the associated event is filled in automatically. Click on “Create” to save your changes.
! Prices for event packages may be created new or can be reused from other Big River items. If you have questions about which option will be best for you contact Big River technical support.
Adding event packages to your catalog
After you have created your event packages you must add them to your catalog for sale. Events may be entered into any category of your event catalog.
From the Event Packages page select the “Add Event To...” button.
You can choose to add your packages to new or existing catalogs. Click “OK” to save your selections.
The event package will be visible in the category and page you selected.
A registration record is created for each attendee to the event. You can go to the registrations for any event through the Events menu item in the gray bar on the left side of the screen. Hover over the desired event and select “Registrations.”
The registrations for an event can be viewed through the “Registrations” tab in the left sidebar menu. Details for an individual registration can be viewed by clicking on the icon.
Registrations can also be viewed through the “Reports” tab in the left sidebar menu. Under the “Lists” category you will find reports that list all registrations as well as registrations with transaction details. Any list can be viewed by clicking on the Icon.
Check-ins are all managed through the “Reports” tab in the left sidebar menu. Under the “Lists” category you will find the “Registration Check-In.” View the check-in list by clicking on the icon.
Locate the desired attendee and click the “Check-in” button on the right side of the screen.
Checking in an attendee sets a flag on their registration record, which can be viewed in the registration editor and in reports.
If you check in the wrong attendee, you can reverse your action through the “Registrations” tab. Locate the attendee you checked in and click on the icon to open that attendee’s record.
Scroll to the bottom of the page and unclick the “Redeemed” checkbox. Click “Save” or “Save and Exit” to save your changes. Return to the “Registration Check-in” on the “Reports” page to continue the check-in process for other registrants.