In many ways, registration for a virtual event (e.g., webinar, video meeting, etc.) is no different that registration for an in-person event.
Eventsquid has some great features that help you fine tune your virtual event. Below are the most common.
If you need some guidance, we are here! Just reach out to your Client Success team or send a request for a consult.
LOCATION
For your virtual event, you can set the location as "Virtual" as opposed to a physical location.
- In the EVENT BUILDER, click on EVENT BASICS then click Location Details
- Click the location dropdown and select Virtual Event Location
You have the option of adding a Map Panel Header and/or Additional Details.
The location will display on your event website (it may also hide the Location Panel under Website in the EVENT BUILDER).
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TIME ZONE
For start time for your event or for specific sessions within your event, you will want to set a time zone for proper labels and save to calendar links.
- In the EVENT BUILDER, click on EVENT BASICS then click Basic Event Information
- Scroll down to EVENT DATES & TIMES
- Choose your Event Time Zone from the dropdown
For each registration item in your event, you can set a date and time, along with setting which time zone to use for the label.
For example, you might offer two sessions with the first from 9:00 a.m. to 10:00 a.m. and the second from 11:30 a.m. to 12:30 p.m. and these are both "broadcast" from the Event Time Zone
- In the EVENT BUILDER, click REGISTRATION then click Registration Items on the left
- Click the name of your first registration item then click the Location & Time tab on the left
- Set your Start Date, End Date, Start Time, End Time
- Leave the default "USE EVENT TIME ZONE"
Tip: If you need to set the date and time for several items, just click "Reset" atop the Location & Time panel and you will see your entire list of items.
If you have different sessions and each are "broadcast" from different time zones, you can set the time zone labels to specify. For example, you might have your Event Time Zone set to Mountain Time, but you have session being broadcast from Chicago for your midwest constituents you can note that.
- In the EVENT BUILDER, click REGISTRATION then click Registration Items on the left
- Click the name of your first registration item then click the Location & Time tab on the left
- Set your Start Date, End Date, Start Time, End Time
- Choose the Time Zone for the item
The date, time, and time zone will display with your items on the registration form.
SESSION OR MEETING ACCESS
If you are conducting a webinar or session online, you will most likely only want to give access to those who have registered for the event or individual session. Publishing a link on your event website or within the form would allow people to get the meeting credentials without registering.
Eventsquid allows you to include an access code, web meeting link or any other information with a registration item that is only revealed to someone after registration is complete! You may also use this feature to provide codes to unlock documents (typical PDF security option)
- In your EVENT BUILDER, click on REGISTRATION then click Registration Items on the left
- Click the name of your registration item and click the "Access" tab on the left
- In the "Item-Related Link or Unlock Code" section, you add content that will only display on the registrant's invoice and in their confirmation email.
- Only after registration is complete will the registrant receive the information in this area
This information is also viewable by administrators in a registrant's details panel on the EVENT DASHBOARD
If you don't have the access information set prior to registration, you can always communicate that information post registration.
- From your main DASHBOARD, click COMMUNICATION CENTER
- Select your event from the "List Source" dropdown
- You may want to send to your entire list or filter based on a specific session
- Select all registrants by clicking the checkbox to the left of "Name" or individually select registrants
- Create your message on the right, including any access information you need to
REMINDERS
You can re-send confirmation emails individually or re-send in bulk; you may also set up auto reminders.
To re-send an individual confirmation email:
- On the EVENT DASHBOARD, click the name of your event and click REGISTERED ATTENDEES
- Find you registrant. Click the name of the registrant to reveal the details.
- Click RESEND NOTICES atop the details panel
To re-send in bulk:
- From your main DASHBOARD, click COMMUNICATION CENTER
- Select your event from the "List Source" dropdown
- You may want to send to your entire list or filter based on a specific session
- Select all registrants by clicking the checkbox to the left of "Name" or individually select registrants
- Create your message on the right
- Scroll down to "CONTENT BLOCKS"
- Check "Include attendee registration items from TARGET event"
Tip: Under ATTACHMENT OPTIONS, you can include links to course or session material. When you create your PDF documents (outside of the Eventsquid system) you can choose to have them password protected. You can upload them to your Eventsquid site (in the EVENT BUILDER under Website > Downloadable Documents) and include the passwords under ACCESS detailed above or within your email communication.