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 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

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

  • 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 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

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, 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 what 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 a ticket to enter your event.

  • Go to Registration

  • Select Set-up Tickets

  • Click + Create Ticket

Ticket Editing

  • 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

Advanced Settings:

  • 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. This is applicable 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 be asked 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 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.

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 from your event page.

Once the session is created, the right-side panel menu will slide in with these tabs:

9. 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

10. 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

Assign Speakers

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 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.

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.

13. Publish Your Event

Publishing your event is a required step that will 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 start arriving 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 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 Staff portal, and check-in attendees from there. Click here to learn more about the Staff Portal.

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.

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