Building Events: Schedule

Last updated: July 14, 2020

The Schedule section is where Organizers lay the foundation of their Event's details, including the Registration Page layout, Event type, and more. 

Note: Once Organizers have completed the Event Details in the Schedule section, the foundation of the Event has been created. The Event build can be further customized, or Organizers can proceed with the default settings EventBuilder has created.

Screenshot: Event Detail with the Schedule option highlighted.

In this step, Organizers set the following options for their Event build:

Event Type/Modes

Select your Event type: 

Screenshot: Event Mode options on the Schedule Step.Note: Specific Instructions for building In-Person Events can be found here.

Layout

To preview a layout, select the 'Click to preview' link below each option. Click the radio button to choose your preferred Layout.

Organizers can choose from three Registration page layouts: Classic, Marquee, and Clean. Classic is set as the default. Organizers can change the layout even after publication if they wish.

Screenshot: Registration Layout options: Classic, Marquee, and Clean, with the preview and radio buttons highlighted.

Meeting URL

Create and save a Teams or Skype for Business meeting in your Outlook calendar. The Teams or Skype for Business link will appear on the lower left of the meeting page in Outlook:

Screenshot: Join Microsoft Teams Meeting link from your Outlook calendar.

Right click and copy the Teams or Skype for Business link, then paste the Meeting URL  in the required field:

Screenshot: Meeting URL field.

 

Stream/Record 

The options below will appear after the Teams/Skype for Business link has been pasted into Meeting URL field. Next, decide on streaming and/or Event recording.
Screenshot: Stream/record options on the Schedule step.

Essential, Pro, and Suite-level subscribers have the option to record their Events. Also, Suite-level subscribers can elect to stream their Event in a no-download browser, allowing for scale and additional security. 


Organizers who select streaming and/or recording should note that this functionality is dependent on the EventBuilder Bot. Be sure to admit the bot from any lobby into the presentation environment.

Event Title/Subtitle

Give your Event a Title, and, if desired, a Subtitle.

Screenshot: Event Title and Subtitle fields, with maximum character count (200) highlighted for each.

Event Title is a required field, with a maximum of 200 characters. Event Subtitle is optional, with the same 200 character limit. The Subtitle will appear on the Registration Page. In Streaming Mode or On-Demand Mode, the Subtitle appears in the Attendee Console as well.

Event Details

Next, provide Event details: Date, Time, Time Zone, Event Duration, Duration Display (minutes or hours), and choose if you would like to display the original Event date on the Registration page, after the Event is over. This setting can be changed at any time. 

Screenshot: Event details options, including date, time, time zone, duration, duration display, and original date display option/

Presenters/Moderators/Organizers

To assign Event Management roles, click on the '+' highlighted below:

Screenshot: Section for adding Presenters, Moderators, and/or Organizers.

The following window will appear, providing descriptions for each type of role available. To select a User already added to your Portal, enter a portion of their username in the Search field and the system will automatically display matches. 

Screenshot: Add Event User window with the Search and Create New options highlighted.

Click 'Select' to choose an existing User, or click on the 'Create New' link. These actions open the Add Event User window where you can add User information.
Screenshot: Add Event User window - where Organizers can add Presenters/Moderators and their title, company photo, and bio to their Event.If the User already exists on your Portal, the E-mail Address field will be pre-filled. Changes made by an Organizer to the User information in this area will only apply at the Event-level.

Note: To make changes to the User information that will apply Portal-wide, Administrators can do so in the Accounts area, accessed from the left-hand navigation.

If the User is new, Organizers will need to add the e-mail address where their User will receive Event access information.
Organizers can then add User details, including a photo and bio. The Bio area includes a full-featured HTML editor. 

Changes made to User information at the Event-level will only apply to the specific Event the User is added to. To make a Portal-wide update to a User's information, 

Navigate to bottom portion of the Add Event User window and select the following options:Screenshot: Role, display, and access email options for Event Users.

Role: Presenter, Moderator, or Organizer:Screenshot: Event Role drop-down menu.Display Order: For Events with multiple Presenters/Moderators, choose the order each Event User will appear. 
Display Presenter info on Reg Page: This option is helpful if your Event includes a Presenter who will draw Registrations.
When to send access granted email: Presenters/Moderators/Organizers receive an email with Event access information. Select when they receive their access email from the following: Send now, Send 1 hour before Event, Send now and 1 hour before Event, Do Not Send.

Screenshot: Access Granted email schedule options.

Learn more about Presenter-Moderator Access

Click 'Save' to return to the main Schedule window.

You can add additional Event Users, as well as edit or delete Event Users as needed:

Screenshot: List of Presenters/Moderators/Organizers attached to the Event, with the edit, delete, and add options highlighted.

Click 'Save & Continue'


Next - Building Events: Setup - Options & Instructions


Back to top