An in-person event is an event that is happening in a physical venue. Examples would be trade expos and car shows. First step is to set up your event and then sell tickets!
On the event venue, attendees will will need to show some proof that they registered for your event then you or your staff can check them in through the admin console, staff portal, or app.
Here's a quick guide on how you can set up your in-person event from scratch.
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 In Person as event format then select the event elements you need for your in-person event. Click here to know more about our different event formats.
Registration / Ticketing - this is required for an in-person event, all attendees must have an in-person ticket for your event
Fundraising - select this if aside from an in-person event, you're also having a fundraiser (e.g. donation, auction, raffle, and fund a need)
Virtual Expo - select this if you're running either a hybrid or virtual event where you require virtual exhibitor booths
Breakout Sessions - select this if you have sessions for your in-person event
Networking - select this if you require a networking session for a hybrid or virtual event where you have attendees on 1:1 meetings
Main Stage - select this if you're having a keynote session for your in-person event
3. Enter Your Event Details
Event Name - Enter the name of your event (e.g. In-Person 2021)
Event Type - Select your event type
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 with any events created. This profile is where you will manage all of your events and billing.
Location - Select Venue to enter the venue address. Select To Be Announced if you don't have the physical address yet.
4. Design Your Event Website
After completing the initial event setup, you will be redirected to the Admin Console where you can start editing your event. It defaults to the Event Website tab where you can start editing the look of your event landing page. Click here to learn more about the Event Website tab.
On top of the screen, you will find the VIEW SITE button - this allows you to see how your actual event page 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 type of ticket you want to sell (Paid, Free, or Donation). Click here to know more about our ticket types.
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 when someone is trying to purchase a ticket from your event page
Tickets allowed per order - set the number of tickets that can be bought per transaction
Bundle type - select whether you want to sell individual tickets or bundle / group tickets. Click here to know more about how to create ticket bundles.
Number of Sessions allowed to register - allows you to set how many sessions an attendee can register to. Click here to learn more about creating restricted tickets.
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. For in-person events we recommend to include this as some folks will want to print something to show in the venue.
6. Customize The Order Form
The Order Form is the questionnaire that registrants have to fill out when buying a ticket. After selecting which type of ticket they want to buy, getting their information is the next step. As an event admin, you have the option to customize what questions you want to have in the order form and to which ticket types will these questions be asked. Click here to learn more about customizing your Order Form.
Click Registration > Order Form from your admin console navigation
Select which fields you want to include in your order form or create new fields. You can customize it per ticket type and you can select whether you want to get just the ticket buyer information or include the ticket holder information.
7. Create Sessions
In this step, you will build the structure and content of your agenda. Go to your Agenda & Speakers tab then click + Add Session.
Note: If you don't see the Agenda & Speakers tab, check the Event Details tab and ensure that either Main Stage or Sessions & Workshops (located below the map or the venue) is turned on. The sessions you add here will be displayed in the Agenda tab from your event page.
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. This will be discussed more on the next step.
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 sessions.
Date and Time - select when the session will start and end
Display donation buttons below video - show an option to donate while watching a session (only applicable to hybrid or virtual events if the donation module is enabled)
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 physical venue of the session
Capacity - determines how many attendees can enter the session. If left blank, unlimited number of attendees can enter
Session Visibility - allows you to set the session as private and select certain ticket types to access the session (only applicable to hybrid or virtual events)
Advertising > Exhibitors - select and add exhibitors to your session. Learn more about this in step 9.
Advertising > Sponsors - add sponsors to your session. Learn more about this in step 9.
Tags - allows you to add specific keywords to your session that relate to specific topics or interests. This can be used by your attendees to 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 also filter sessions by tracks. Click here to learn more about tags and tracks.
Manage Documents - allows you to add links to access documents uploaded in the cloud that can be either downloaded or viewed by attendees. Click here for our file size recommendations.
View Activity - allows you to view logs of who started and stopped the broadcast on a live session (only applicable to virtual or hybrid events)
8. Add Speakers
Go to your Agenda and Speakers tab, click Speakers, then click + Add Speakers. The speakers you have listed here will be displayed in the Speakers tab from your event page.
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
9. Assign Speakers to Sessions
Once a speaker is assigned to a session, they will automatically receive an email invite that has links to access the virtual event hub. Since you're not using the virtual event hub for your in-person event, we need to disable sending this email invite before assigning the speakers to the sessions to avoid confusion.
Disable Email Invite
From the Agenda & Speakers tab, click Agenda Setting
Turn off the toggle for Enable automatic speaker invite email
Go back to your session details, then access the Speakers tab
Type in the name of the speaker you've added in the previous step. Click here to learn more about adding speakers to a session.
10. Add Exhibitors and Sponsors
If you have exhibitors and sponsors for your in-person event, go to your Exhibitors & Sponsors tab to start adding them to your event. Click here to learn more about exhibitors and sponsors.
The exhibitors and sponsors you have listed here will be displayed on your event page under the Exhibitors and Sponsors tabs, respectively.
Note: For in-person events, your event page will serve as a display area of your list of sponsors and/or exhibitors, each with its own dedicated tabs.
11. 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
12. Publish Your Event
Publishing your event is a required step that will allow attendees to start registering to your event.
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 private if they don't want to publicize their event.
That's it! Once you've followed the steps above, your attendees can start registering for your event!
13. Register as an attendee
Access the event page
Click the button that says "Register" or "Buy Tickets"
Select a type of ticket to purchase then click Continue
Enter the required personal information. This will also include setting a password for the account. Then click Continue.
Enter the credit card information if it's a paid ticket
Click Continue if it's a free ticket
Click Close to complete the check out
The attendee should receive an email confirmation for the registration and ticket purchase
14. Check In Attendees
When attendees start arriving to your event venue, you can start checking them in at the entrance.
Check In Through the Admin Console
Checking in via the admin console is super easy, just follow the simple steps below.
In the admin console, go to the Attendees tab
Select Check In Attendees. Your list of ticket holders will be displayed here initially with a blue button indicating Registered.
Search for the attendee, then click the blue Registered button and it will change to a green Checked In button.
Note: If the incorrect attendee was checked in, you may revert it to Registered by clicking the green Checked In button.
Check In Through the Staff Portal or App
Checking in through the staff portal or app will allow you to have volunteers assist you without having to give them access to your admin console.
First you need to add them as staff to your event through Settings > Manage Team. Click here to learn more about adding staff to your event.
Once they are added, they just need to access your event page and log in to see the the Staff portal and check in attendees from there.
If they are on mobile, they can download the app and log in from there to check in attendees. Click here to learn more on how to check in attendees through the app.