An in-person event is an event that is happening in a physical venue. Examples would be trade expos and car shows. The first step is to set up your event and then sell tickets!
At the event venue, attendees will need to show 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
After signing up, you will be directed to the Organizer Portal.
Click on Create Event then Create New Event.
2. Select Your Event Format
Select In-Person as the 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 a requirment 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.
Regular 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 with 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
Enter the basic information about your event. Click here to learn more about Setting Up 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, and 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 see the Admin Console, where you can start editing your event. It defaults to the Event Website tab, where you can begin 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, allowing you to see your actual event page.
You can add a Venue Map tab to your Event Landing Page so your attendees can view the physical venue map. Enable the Venue Map toggle under Configure Navigation.
On the same page, scroll down and click the Venue Map tab. There will be an area where you can upload an image of the map. The file format should be PNG, JPG, or GIF. Dimensions of 1128px X 564px (Ratio 2:1)
The uploaded image will be displayed on the Event Landing Page > Venue Map tab, which will be visible to your attendees. Please note that this tab is currently available on the web app only.
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 a ticket to enter your event.
Go to Registration
Select Set-up Tickets
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 bought per transaction.
Bundle type - select whether you want to sell individual or bundle/group tickets. Click here to know more about how to create ticket bundles.
Number of Sessions allowed to register - enables you to set how many sessions an attendee can register to. This applies to hybrid and virtual events. 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 including this, as some folks will want to print something to show at the venue.
6. Build a Seating Chart
The Assigned Seating feature allows you to create a seating chart for your event. Attendees will need to select a seat while buying their tickets.
Go to Registration
Select Set-Up Tickets
Enable Assigned Seating
Click Open Venue Designer
Note: The seating chart is only applicable to PAID TICKETS.
7. Customize The Order Form
The Order Form is the questionnaire registrants must fill out when buying tickets. After selecting which type of ticket they want to buy, getting their information is the next step. As an event admin, you can customize what questions you want in the order form and to which ticket types you will ask these questions. 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 select whether you want to get just the ticket buyer information or include the ticket holder information.
8. 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 on your event page.
After creating the session, the right-side panel menu will slide in with these tabs:
Session Details - this 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 in the next step.
Registrants - this 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' reports.
9. Add Speakers
Go to your Agenda and Speakers tab, click Speakers, then click + Add Speaker. The speakers listed here will be displayed in the Speakers tab on 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 - shows you which sessions they are assigned to talk
10. Assign Speakers to Sessions
After assigning a speaker to a session, they will automatically receive an email invite with 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.
11. 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 listed here will be displayed under the Exhibitors and Sponsors tabs on your event page, 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 dedicated tabs.
12. 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.
13. Publish Your Event
Publishing your event is required to allow attendees to start registering for your event.
Click the Publish button on top of the screen:
Public - The event will be added to our event listing site for additional exposure.
Postponed - The event is canceled until further notice.
Private - The 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!
14. 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 checkout
The attendee should receive an email confirmation for the registration and ticket purchase.
15. Check-In Attendees
When attendees arrive at 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 attendees will be displayed here. Use the search field to search for an attendee's name, and click Check In.
Note: If you checked in the incorrect attendee, just revert it by clicking Check Out.
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 must add them as staff to your event through Settings > Manage Team. Click here to learn more about adding staff to your event.
Once added, they need to access your event page, log in to see the Staff portal, and check-in attendees. Click here to learn more about the Staff Portal.
If they are on mobile, they can download the app and log in to check-in attendees. Click here to learn more on how to check-in attendees through the app.