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Create An Event Template

Effortlessly replicate the structure of your events without duplicating or removing unwanted elements.

Joanne avatar
Written by Joanne
Updated over 3 weeks ago

Create Events With Ease Using Templates

If you've organized an event before and want to use the same settings for future events, you can save that event as a template. These event templates let you quickly apply pre-selected event elements, saving valuable time building your new event.

Where can templates be created?

  • Event Templates can only be created and accessed through the Organizer Portal and White Label / Enterprise Dashboard. So if you have no access to these pages (e.g., Event Admins and Staff), you won't be able to create and edit templates or duplicate events from a template.

Who can create templates?

  • Aside from having access to the Organizer Portal or White Label / Enterprise Dashboard, you must be an admin in the original event to create a template.

Who can edit the template?

  • Anyone who has access to the Organizer Portal or White Label / Enterprise Dashboard, except for Event Coordinators.

  • Event Coordinators cannot edit the template even if they are team members in the template.

Who can duplicate events from the template?

  • Anyone who has access to the Organizer Portal or White Label / Enterprise Dashboard.

Other Notes:

  • When events are created from a template, all team members in the template will be added to the new event. White Label and Enterprise Admins are notified through email that a new duplicate event has been created by a user.

  • Team members in the new event created through the template will be notified that they are added to a new event.

  • Speakers and exhibitors in the new event created through the template will not receive a notification when they are added to a new event.

  • Items added to the template that cannot be duplicated (e.g., uploaded video file for a session, attendees) will not be copied to the event created through a template.

1. Go to the Organizer Portal or White Label / Enterprise Dashboard

Go to the Events tab in the Portal or Dashboard, there are three sub-tabs:

  • Active & Upcoming - all events under this organizer

  • Past - all past events under this organizer

  • Templates - all event templates created under this organizer / WL/E account

2. Select the Event to be used as a Template

To create a template, you'll need to select one of the events and save it as a template. You can choose from the Active & Upcoming tab or Past Events tab. Click the 3 dot menu next to the event and then click Save as template.

Notes:

  • If you're an Organizer Admin who has no access to save the event as a template, nothing will happen when you click the button.

  • If you're a White Label / Enterprise Admin or Event Coordinator who has no access to save the event as a template, you will get an error message and will be redirected to your profile account's My Events Page. To go back to click your profile on the upper right and select Manage Organizer or White Label Dashboard.

Enter the template name, add an optional description, then click Save. You can remove the users (admins, speakers, etc.) and elements you won't need for your future event by unchecking them.

Note: The template will default to 4 day event starting 1 month after the template is created.

See the List of Items That Can be Included in the Template

3. Use the Event Template to Create a New Event

Go to the Templates tab to see the new event template.

  • Hover on the template to see the other settings.

    • Edit Template - click this if you'd like to add or remove event elements to the template. This button will not show for Event Coordinators.

    • Use Template (Create Event) - click this to create a new event by copying the template's content.

    • 3 Dot Menu - click to rename or delete the template.

  • Choose Use Template (Create Event) to use this template for a new event.

  • Enter the name of the new event and URL, then click Create.

4. Open the New Event

You will find the new event in the Active & Upcoming sub-tab with the event name containing the event name that you set. Click the event to start adding the rest of the elements for this new event. If the event is not clickable from this page, refresh and try again.

Note: The event created through the template will have a start date and time of when the new event is created and will end in 24 hours.

What Can be Included in the Event Template?

The pop-up will have a list of items you want to include in the event template.

What Other Items are Included / Not Included in the Template and the Event Created Through the Template?

Section

Other Items That Will be Included in the Template

Cannot Be Included in the Template and the Event Created Through a Template

Event Details

  • Event Format

  • Event Type

  • Location

  • This is a Private Event setting reverts to default and password not copied

Event Design

  • Kiosk Design

  • Kiosk Settings (it only duplicates the design but not the other settings)

  • Stream Provider for Lobby Live Stream

  • Lobby Polls

  • Lobby Q&A

Registration

  • Approval Required settings

  • Seating Chart

  • Order Form

  • Access Codes

  • Discount Codes

  • Sessions and Exhibitor Approval settings (not requests)

  • Badges

  • Ticket & Add-Ons sales start and end date may be inconsistent, please ensure to adjust it in the new event, we are improving this feature.

  • Pay Later Settings

  • Limited Display Links

  • Reviewers for sessions

Attendees

  • Smart Views / Smart Lists without filters

  • Orders and attendees

Event Content

  • Tags

  • Tracks

  • Sessions that are scheduled beyond the event's schedule. Check the Session Duplication Behavior.

  • Session Stream Providers (except Accelevents Studio and RTMP)

  • Uploaded session videos

  • Session Locations

Task Management

  • Speaker tasks

  • Session tasks

Exhibitors Sponsors

  • Exhibitor and Lobby polls

  • Exhibitor and Lobby Q&A

Engage

  • Contacts

  • Contact Lists

  • Smart Lists (attendees not included)

  • Interest tags

  • Lounges

  • Survey

  • Meeting reminder time

General Settings

  • Print Node

  • Currency

  • All other settings

Payment Processing

  • Connected payment processor

  • Allow attendees with UNPAID tickets to check in to event

  • Pay Later Settings

  • Show custom text on checkout to attendees

  • VAT settings

  • Sales Tax settings

Integrations

  • Custom Scripts

  • HubSpot, Salesforce, Marketo and Pardot Mapping

  • Previously enabled toggles in Analytics, Integrations & Ticket Platforms will go back to turned off

Fundraising

  • Auction / Raffle / Fund a Need Items

Session Duplication Behavior

1. Only Accelevents Studio and RTMP stream providers will be included in the template and the new event.

2. Uploaded session videos are not included in the template and the new event.

3. Sessions will be duplicated if it's within the template or the new event's duration.

Scenario 1:

  • The original event is a 30 day event, with sessions for all 30 days.

  • The template will be a 4 day event, only sessions from day 1 to 4 will be included in the template.

Scenario 2:

  • The template is a 4 day event, with sessions for all 4 days

  • The new event created is a 1 day event, only sessions from day 1 will be included in the new event.

Gamification Duplication Behavior

1. Duplicating the gamification settings will automatically duplicate exhibitor booths, sessions, and tickets types.

2. Gamification tiers cannot be duplicated.

3. Challenges will be included in the duplicated event if the original challenges' duration is within the new event's duration.

Scenario 1:

  • The original event is a 4 day event with challenges open for 4 days too.

  • The duplicated event is a 3 day event, the challenges will not be copied over to the new event because the challenges are open for 4 days.

Scenario 2:

  • The original event is a 1 day event from 9am to 5pm, with challenges starting from 9am to 5pm.

  • The duplicated event is a 1 day event from 1pm to 5pm, the challenges will not be copied over to the new event because the challenge duration exceeds the event's duration.

Email Duplication Behavior

1. All confirmation email templates can be duplicated.

2. Reminder and engage emails can be duplicated only in draft mode. These two types of emails cannot be duplicated if in sent or scheduled mode.

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