1. Sign up for an Accelevents account

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 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 Editing

  • 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

Advanced Settings:

  • 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

  • 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

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:

In this step, you will need to complete your session details.

Session Details tab

  • Disable chat for session - if this is turned on, only admins and speakers can type in chat messages. Attendee will not be able to participate in chat for that particular session.

  • Hide Polls - if this is turned on, the polls feature will be hidden from the session. Click here to learn more about polls.

  • Hide Q&A - if this is turned on, the Q&A feature will be hidden from the session. Click here to learn more about Q&A.

  • 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.

  • Stream Provider - select how you want to broadcast your session. Click here to learn more about Live Streaming with Accelevents.

  • Do Not Record Session - this option appears if you choose Accelevents Studio or RTMP as stream provider. These sessions are automatically recorded, but if you enable 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.

  • Ticket Types - allow 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 from attendees who cannot register for this 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.

  • 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.

  • Exhibitors - when an exhibitor is added to a session, the exhibitor logo will appear 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.

  • Upload Documents - allows you to upload files that can be downloaded by attendees

  • Manage Documents - allows you to 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

9. Add Exhibitors and Sponsors

10. Connect your Payment Processor

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!

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