CVENT; How to set up an event

CVENT URL: https://app.cvent.com

Login as a Planner (the account field will be ENGWCB001):

The landing page you will see, will list all events:

Click 'Create Event' in the top right of the page:

As of Q2 2022, all national templates sit under the 'Need an Express Event?' link, except ECB Core Coach, which sits under the 'Use template' option (please refer to the ECB Core Coach Operations Notes for a detailed setup guide for that event):

Once you have clicked on the Need an Express Event?' link, select your creation method as 'Using an event template':

You will then need to click here to select the template you wish to use:

This is the window you will see. Please select the appropriate course by clicking 'Select' or by using the search tool to find the course you need:

Using the 'Event Creation Wizard', you can start to build your event, step by step, by scrolling down the page and selecting/filling in the relevant fields.

Under the first section, titled "Using an event template", select 'Automatically adjust the send date of scheduled emails' (this will ensure emails are sent to all the candidates that sign up to your course):

Do not change any of the 'Basic Information':

Things you must amend include;

• Registration: Capacity
• When: Registration deadline, start date and end date
• Location: select 'Custom Location'
• Where: fill in the Venue name, phone number and address
• Event Planner: First name, last name and email address (this will be the point of contact for the registration process)
• Custom Event Fields: make sure the 'Business Unit' is showing as 'County Boards' and the correct County is showing for the event in the 'County Board/ACO' field. You will only need to change the County Board if you are an administrator for more than one County Board
• Registration Items; 'Capacity' should match the number you stated at the beginning of the 'Event Creation Wizard' under 'Registration'. The price will normally be fixed but you can also add other tickets depending on your requirements (discounted member rate etc.)
• Payment Options: select the methods you want people to pay by. The merchant account will be locked to the county board your user account is registered with (if you have more than one admin responsibility then you will have more than one merchant account so please select the right account)

• •  

Once this is done you can click 'Finish':

Your event has now been created, but has not yet been launched. You will see the following tabs running across the top of the page:

Changes can be made by clicking on the relevant tab and clicking the 'Edit' button in the top right corner. Please remember to click 'Save' to ensure any changes are recorded;

• Event Details: changes can be made to the event, including the event details, capacity, whether the event is public or private (i.e. 'invite only')
• Promotion & Communication: ensure the email address is set to the correct contact at the County Board for 'Registration Confirmation' and 'Cancellation Confirmation'. You can also turn on/activate things such as 'Modification Confirmation' (so you're notified if someone amends/modifies their booking) - again be sure the correct email address is showing so that the correct person receives the notification. The web-link to your event will also be visible here; this is the link you need to place on your website to advertise the event or to email out directly to people

When you are happy that your event details are all to your specification, click on the 'Overview' tab and click 'Launch Event':

Your event is now live