1. Sign up for an Accelevents account
Access the Accelevents Sign Up Page
Enter your name, email address and password
2. Select Your Event Format
Select Online as event type, then select the event elements you need for your virtual event:
Event Ticketing - this is required for a virtual event, all attendees must have a ticket for your virtual event
Fundraising - select this if aside from a virtual event, you're also having a fundraiser (e.g. donation, auction, raffle and fund a need)
Virtual Expo - select this if you're having exhibitor booths for your virtual event
Breakout Sessions - select this if you're having concurrent sessions
Networking - select this if you want your attendees to have 1:1 meetings
Main Stage - select this if you're having a keynote session
3. Enter Your Event Details
Event Name - enter the name of your event (e.g. Virtual Event 2020)
Event Type - select "Conference" for a virtual event
Event Date - enter your start and end date, make sure to select your timezone.
Organizer - An organizer profile is required and has to be associated to any events created. This profile is where you will manage all of your events and billing.
4. Design Your Event Website
After completing the initial event setup, you will be redirect the to Admin Console wherein you can start editing your event. It defaults to the Event Website tab wherein you can start editing the look of your event landing page and your virtual event hub. Click here to learn more about the Event Website tab.
On top of the screen, you will find these buttons:
VIEW SITE - allows you to see how your actual event landing page and your virtual event hub would look like.
5. Create Event Tickets
Whether your event is for free, paid or if you're selling tickets on a different platform, your attendees will need to register and have a ticket to enter your event.
Click Set-up Tickets from your admin console navigation, then click + Create Ticket.
Ticket Type - select the the type of ticket you want to sell (Paid, Free or Donation)
Name - add a name for your ticket
Quantity - number of tickets you want to sell
Price - set the selling price of the ticket
Fees - select whether to pass the fees to buyers or absorb the fees. Click here to learn more about Accelevents Fees.
Sales Dates - set when the ticket will be available to purchase and when it will end
Ticket Description - allows you to add a description on the ticket that would appear in the PDF file and will allow you to show the ticket description when someone is trying to purchase from your event page
Tickets allowed per order - set the number of ticket can be bought per transaction
Bundle type - select whether you want to sell individual tickets or bundle / group tickets
Number of Sessions allowed to register - allows you to set how many sessions an attendee can register to
Ticket Visibility - allows you to hide / show the ticket type from your event page
PDF ticket in confirmation email - allows you to add a pdf file for the ticket attached to the confirmation email
6. Create Sessions
In this step, you will build the structure and content of your agenda. Go to your Agenda and Speakers tab, then click + Add Session
Once the session is created, the right side panel menu will slide in with these tabs:
Session Details - allows you to edit all the information needed for the session.
Speakers - allows you to assign speakers to the session. Click here to learn more about assigning speakers as session moderators.
Registrants - allows you to see a list of attendees who have pre-registered and attended the session. Click here to learn more about downloading the registrants report.
In this step, you will need to complete your session details.
Session Details tab
Title - add a title to your session
Session Type - select what kind of session you'll be having. Click here to learn more about the different types of session.
Date and Time - select when the session will broadcast
Display donation buttons below video - show an option to donate while watching a session (will only appear if you also have donations enabled)
Stream Provider - select how you want to broadcast your session. Click here to learn more about Live Streaming with Accelevents.
Record this Session - this option appears if you choose Accelevents Studio or RTMP as stream provider. These sessions are automatically recorded, but if you disable this, the session will not be recorded.
Description - add more information about the session. You can add text, images, videos (through video URL) and downloadable content (e.g. pdf and ppt files)
Location - allows you to add information about the location of the session for in-person events
Capacity - determines how many attendees can enter the session. If left blank, unlimited number of attendees can enter.
Enable chat session - if this is turned off, only admins and speakers can type in chat messages. Attendee will not be able to participate in chat for that particular session.
Enable Polls - if this is turned off, the polls feature will be hidden from the session. Click here to learn more about polls.
Enable Q&A - if this is turned off, the Q&A feature will be hidden from the session. Click here to learn more about Q&A.
Make Q&A Private - if this is turned off, questions sent by attendees will be sent publicly.
Set session as private - if a session is set to private, only those who are pre-registered for this session will see this session in the agenda. Click here to learn more about private sessions.
Ticket Types - allows you to choose which ticket types can join that session. The default is that all ticket types can join the session. Unselect the ticket type if you don't want that ticket type to be able to watch that session. Click here to learn more about ticket restrictions.
Hide this session in virtual event hub agenda if the attendee is not allowed to join the session - if enabled, an attendee that's already logged in cannot see the session in the agenda if their ticket type does not have access to that session.
Exhibitors - when an exhibitor is added to a session, the exhibitor logo will appear in the session carousel. Click here to learn more about the logo carousel.
Sponsors - when a sponsor is added to a session, the sponsor will show up in the Sponsoring Companies tab that appears below the session video in the virtual event hub and the sponsor logo will appear in the session carousel. Click here to learn more about sponsors.
Iframe - allows you to add closed captioning and language interpretations to a session through a 3rd party application. This will appear below the session video. Click here to learn more about using the Iframe.
Tags - allows you to add specific keywords to your session that relate to specific topics or interests. Attendees can filter sessions by tags.
Tracks - allows you to designate sessions specifically for different focuses at your event, sort of like an umbrella of topics. Attendees can filter sessions by tracks.
Click here to learn more about tags and tracks.
Manage Document - allows you to upload files up to 10MB and add links to access documents uploaded in the cloud that can be either downloaded or viewed by attendees
View Activity - allows you to view logs of who started and stopped the broadcast on a live session
7. Add Speakers
Go to your Agenda and Speakers tab, click Speakers, then click + Add Speakers.
Once you add a speaker, the right side panel menu will slide in with these tabs:
Bio - allows you to edit all the information of the speaker including adding a profile picture, email address, short description and social media links
Sessions - allows you to see which sessions they are assigned to talk
8. Assign Speakers to Sessions
Go back to you session details in Step 6, then access the Speaker tab
Type in the name of the speaker you've added in Step 7
Once the speaker is assigned to the session, they will automatically receive an email calendar invite. This email has links on how to access their talks and the backstage (if streaming using Accelevents Studio).
To resend the invite, just click the calendar icon next to the speaker name
9. Add Exhibitors and Sponsors
If you're having exhibitor booths and sponsors for your virtual event, go to your Exhibitors | Sponsors tab to start adding them to your event.
10. Connect your Payment Processor
This step is only needed if you're selling paid tickets, connecting your payment processor allows you to receive credit card payments from your attendees
Go to Settings > Payment Processing and connect your Stripe or Square account
11. Activate your Event
Activating your event allows your attendees to start registering for your event
To be able to fully edit your event, you will need activate your event by selecting one of the paid plans.
To activate, click Manage Organization at the bottom of your admin console navigation. Click here to learn more on activating your virtual event.
Once you click the Manage Organization tab, you will be redirected to the Organizer Dashboard. From here click the Billing tab.
Choose the plan you need and click Activate. It will ask you to enter your credit card information and once you submit, it will charge the indicated amount.
After activating, go back to your Admin console by clicking Back to Event Setup.
12. Publish Your Event
Publishing your event is a required step as publishing the event means the prepayment you made will be applied to this event, not to confuse with any test events you've created.
Click the Publish button on top of the screen:
Public - Event will be added to our event listing site for additional exposure.
Postponed - Event is cancelled until further notice.
Private - Event is private and not listed on our event listing site.
Note: Most users leave it as private if they don't want to publicize their event.
That's it! Once you've followed the steps, your attendees can start registering for your event!