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(Updated For 2021) In-Person Events Functionality!

July 13 2021 / by Karen Mares

Filed under: tools and tips, How to

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Two weeks after announcing we added the ability to create in-person events with EventBuilder software, lockdown began and it had to take a back seat for awhile. But, we didn't forget about it! We've been keeping the in-person event tools warm and ready to go for when it's time to plan a face-to-face gathering. Enjoy the same powerful registration, communication, and reporting tools as you plan for your in-person and hybrid events. Here's a quick refresher on this awesome tool for Essential, Pro, and Suite-level subscribers.

 

In-Person Events!

Organizers can use EventBuilder to create events for in-person seminars, courses, conferences, meetings, and off-sites. The In-person event tools we offer provides you:

  • Familiar interface: You know how to use EventBuilder for your webinars and virtual events. In-Person Event management works the same way. No need to switch to a different event registration tool.
  • Branding, Marketing, and Reporting continuity: Manage both virtual and in-person events with one program, keeping your branding, marketing, and reporting in one place. 
  • Registration Check-in: Grant Presenters, Moderators, and/or Organizers access to your registration lists for easy check-in and attendance tracking.
  • The Power of Templates: Just like your virtual events, create templates for your In-Person Events and streamline the event building process. 
  • Multi-day Events: The new In-Person Events allows Organizers to create multi-day events, with the same Registration and Reporting tools available for one-day or virtual events. 
  • Dynamic: Just like your webinars and virtual events, EventBuilder software walks you through each step of the event creation process, dynamically adjusting for your event type by adding location and address options.

Building In-Person Events

Let's walk you through using EventBuilder's In-Person Events tool: 

First, navigate to your Events from your dashboard:Screenshot: EventBuilder dashboard navigation with Events highlighted.

From your Events list, click 'Create New Event'

Screenshot: Create New Event and Search field, with the Create New Event button highlighted.

Start building your Event as usual, and click 'Continue.'

This will take you to the Schedule section:

Screenshot: Event Detail menu with the 'Schedule' section circled.

Select 'Live In-Person Event' from the options provided:

Screenshot: "What type of event would you like this to be?" question with the 'Live In-Person Event' option selected.

Once you select 'Live In-Person Event,' options for scheduling and providing details for your event will appear below the 'Select Registration Layout' section:

Screenshot: In-Person Event details including date(s), duration display (minutes or hours) Venue Name, Venue Location.

Add the date of your event, the Venue Name, and Venue Location in the fields provided.

Multi-Day Event Options

With EventBuilder's In-Person Event tool, Organizers can create multi-day events. Simply click on the green '+' and add the appropriate details:
Screenshot: Date, Start Time, End Time fields for choosing in-person event times. Green plus sign and trash icon are also displayed.Next, add Presenters, Moderators, and/or additional Organizers. Display them on your Registration page, along with other details about them, such as their social media and website links if you wish.

Additionally, adding Presenters/Moderators/Organizers to your event will grant them access to the Registrant area in EventBuilder, where they can assist Attendees with check-ins, make on-the-fly changes, and track attendance. 

Screenshot: Presenter/Moderator/Organizer area: fields for First Name, Last Name, Email Address, Role, Display Order, pencil icon (edit) and trash icon.

Dynamic, Automated Communication Emails:

We're saving you time and effort on your communication emails by making them dynamic. When you select 'In-Person Event' and add venue information, your communication emails will automatically include your venue details. Simply edit your event emails as usual, and be assured the venue information is included: 
You may notice the option, "Edit or Cancel My Registration.' To keep your events secure,  when your Registrant selects this option, an email is automatically sent to the email address on record containing a code and the following window appears: 
Screenshot: Edit/Cancel registration Identity Verification. Transcript: "We have sent a code to the email address on record. Please check your email and enter the code below."
 
After verification, your registrant can edit or cancel their registration:

Screenshot: Registrant update window, where Registrants can see and update information, or cancel.
This functionality to all event communication emails - for both in-person and virtual events - to help you stay on top of organizing and executing your event. 

Always Improving

Did you know? We release software updates approximately every two weeks. In an effort to give you the best experience possible with our software product, we make sure we are continually adding and improving features to meet your virtual event needs. 

Virtual AND Real-Life Results

Whether we're helping you partner with Microsoft Teams or Teams Live Event, or helping you organize your In-Person Events, EventBuilder's suite of services and software creates an end-to-end webinar and events solution. We're ready to help you stand out. Schedule a consultation with us today!

 

 

Topics: tools and tips, How to

Karen Mares

About Karen Mares

Karen is an Event Producer and the Content Creator here at EventBuilder. She's also a wife, mom, singer, and history nerd.

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