1. Sign up for an Accelevents account
Access the Accelevents Sign Up Page
Enter your 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.
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.
PREVIEW - allows you to select the status of your event:
Private - Event is private and not listed on our event listing site.
Publish - Event will be added to our event listing site for additional exposure.
Postponed - Event is cancelled until further notice.
Note: publishing your event is not a required step, most users leave it as private if they don't want to publicize their event.
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
Tickets allowed per order - set the number of ticket can be bough 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:
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 complete your session details.
Session Details tab
Title - add a title to your session
Date and Time - select when the session will broadcast
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.
Session Type - select what kind of session you'll be having. Click here to learn more about the different types of session.
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)
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.
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 will show up in the Sponsoring Companies tab that appears below the session video in the virtual event hub. If the carousel option is enabled, their logo will appear in the carousel for that session.
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. If the carousel option is enabled, their logo will appear in the carousel for that session.
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.
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 activate your event, go to Settings > Billing
In the Virtual Events category, click Add under Free Attendees and/or Paid Attendees, then click Activate & Pay. This is the same activation you will need to do whether you have free or paid tickets.
You'll be prompted to enter Credit Card information - this is required to activate, however you will not be billed until 30 days after the event has taken place.
That's it! Once you've followed the steps your attendees can start registering for your event!