In-Person Events

Last updated: July 30, 2021

Essential, Pro, and Suite-level Organizers can utilize EventBuilder's powerful Registration and Reporting tools to create In-Person Events for seminars, courses, conferences, meetings, and off-sites.

Building In-Person Events:

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.This will take you to your Event Detail's Schedule section:

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

For Event Type, select 'Live In-Person Event:'

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,' the options for scheduling and providing details, including venue name and address, will appear below the 'Select Registration Layout' section:

Screenshot: In-Person Event details including date(s), Venue Name, Venue Location.

Enter day/time and venue information. Click on the green '+' to add additional days/times (if applicable.)
Screenshot: Option for adding additional dates and/or times to your In-Person-Event.

Next, add Presenters, Moderators, and/or additional Organizers.

Presenters and/or Moderators will be displayed on your Registration page. Additionally, adding Presenters/Moderators/Organizers to your In-Person Event will grant them access to the Registrant area in EventBuilder, where they can assist Attendees with check-ins, on-the-fly changes, and attendance tracking.

Screenshot: Presenters/Moderators/Organizers in the Schedule area of building an In-Person Event.

Learn more about Event Management Roles.
Learn about Presenter/Moderator Access.

Communication

When Organizers select 'In-Person Event' and add venue information, Event communication emails will automatically include venue details: 
Screenshot: Registration confirmation email for In-Person Events, with venue name and address highlighted.
The email includes options for the Registrant to add the Event to their calendar, edit, or cancel their Registration.

Custom Registration Page Action Labels

To customize labels on action buttons, navigate to the Registration Page Action Button Labels section in the Extras area of your Event build. There, click 'Show/Hide' to open the dialog. The following will appear: 

Screenshot: Registration Page Action Button Labels.

We suggest customizing the button label text to suit your In-Person Event's details. (Sample Registration Page with customized button label:)

Screenshot: Sample Registration page with customized Registration Button Label. Label reads, "See you there!"

Once all other Event details have been set up, click 'Save & Continue' to complete your Event build.

Attendee Check-in 

To check Attendees into the Event, Organizers or assigned staff with a Guest Account will log in and navigate to the Event.

From the left navigation, click 'Events.' This Event list will appear. Select the Registrants icon from the options provided:

Screenshot: Event list, with Registrant icon highlighted.

The Registrant page will appear. To mark a Registrant as attended, click on the checkbox icon. 

Screenshot: Event Registrant list, with the 'Mark Attended' icon highlighted.

A confirmation dialog will appear. Click 'Continue' to mark the registrant as attended, or 'Cancel' if you wish to stop the check-in process for your attendee. Note: Once an Attendee has been checked in, this action can't be undone.

Screenshot: Attendee Check-in Confirmation dialog. Transcript: "Are you sure you want to mark Aaron Atkins as attended? This action cannot be reversed." Continue/Cancel buttons available.

The checkbox icon will no longer appear on the Registrant's record, indicating they have been checked in to the Event.