This article...
- Details the "extras" that can be added to a Full registration, and that they should be prepared in advance of creating the event.
- Distinguishes "sitewide" Full Registration events from "community-specific" Full Registration events, and which Admins can create which.
- Describes how to create a Full Registration event for a community site and for an individual community.
- Details steps to set up a Full Registration event, including Event Type and pricing model configurations.
- Describes how to configure event details, and select registration and pricing options.
- Explains how to create registration add-ons, set their rules, and manage categories for additional options.
- Discusses the creation and customization of presenter roles to assign during session setup.
- Outlines the process to create session categories (tracks) and set up event sessions, including speakers and registration rules.
Full Registration events are typically large, multi-day events, such as an annual conference. This is the only event option that accommodates:
- sessions (e.g., a keynote speech, an expert-led training) and
- add-ons (e.g., a pre-event "meet-&-greet").
A Full Registration event can be customized to include one or more optional features. Most of these features:
- are created and managed by Super Admins only,
- are created and managed distinct of any actual event, and
- can be used in multiple events.
Optional features for Full Registration events
NOTE: These features are added to an event by editing an event after it has been created. It is not possible to add them during the event-creation process.
The table below describes the optional features that can be added to a Full Registration event in order to more easily manage registration pricing, payments, add-on activities, and events' tracking metrics.
| Event Feature | Description |
|---|---|
| Payment Providers | The default payment-processing system for event registrations. These providers can process online and offline payments. NOTE: A payment provider is set by a Super Admin for your Higher Logic site; an override can be set per community. Setting up a provider is distinct of events and cannot be changed while creating or editing an event. Learn how to set up a provider in Event Payment Providers. |
| Sessions | The activities (e.g., lectures, workshops) that comprise a Full Registration event. Edit an event and add sessions to it via the Actions > Sessions option. To learn more, see Event Sessions. |
| Presenter Roles | The roles (e.g., speakers, moderators) that you create in the Admin interface and then assign to staff, presenters, and others. Edit an event and add roles to its sessions via the Actions > Sessions option. To learn more, see Event Presenter Roles. |
| Registration Choices | The "extracurricular" activities (e.g., meals, evening activities) that are available during the event. These can be optional but might require registrants to RSVP; they are presented to registrants during the registration process. To learn more, see Event Registration Options. |
| Registrant Classes | The Security Group-based classifications (e.g., Member, Speaker, Exhibitor) that enable you to create a complex pricing model for an event, instead of the Simple (one price for everyone) and Member/Non-Member (different price for members and non-members) models. Registration fees are automatically assigned to registrants based on Security Group memberships. To learn more, see Event Registrant Classes. |
| Registrant Roster | The event-specific record of registrant activity, payment information, and an overall payment summary. To learn more, see Event Registrant Roster. |
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Prerequisite: Event Type
All Higher Logic events are based on an Event Type. Before creating a Full Registration event, make sure the appropriate Event Type exists (i.e., the Registration Process is set to Full).
TIP: It's also a good idea, especially if you have not yet created an event, to review the fields of the Add Event dialog for Full Registration events and to make sure that you have all of the information that you'll need to create your event (e.g., log-in URL, dial-in phone number, dates of price specials); this will expedite the creation process.
NOTE: Event Types are created and managed by Super Admins only. Community Admins should contact a Super Admin for assistance with Event Types.
Super Admins can learn more in Event Types.
Sitewide and community-specific events
A Full Registration event can be either:
- a sitewide event, which is available to all users in all communities.
- Only Super Admins can create sitewide events.
- a community-specific event, which is exclusive to members of that community.
- Super Admins can create community-specific events for any community.
- Community Admins can create community-specific events for their communities only.
Sitewide event
Sitewide events are not associated to any one community and, therefore, are not exclusive to members of any one community.
To create a sitewide event:
- Click Events on your site's navigation menu to access the Upcoming Events page.
NOTE: Higher Logic sites are customizable; this menu item might, instead, have a dropdown with options such as Upcoming Events and Manage Events.
- On the Upcoming Events page, click Add Event (or click the down arrow to the right of the button and choose a Full Registration event).
TIP: You can also create events from the Events > List page in the Admin interface.
Refer to Create a Full Registration event, below, to go through the creation process.
Community-specific event
NOTE: Community Admins must use this method.
- Navigate to your community's home page.
- Click Settings > Manage Events to access the Manage Events page.
The Manage Events page is labeled <community_name> - Event List.
- On the Manage Events page, click Add Event (or click the down arrow to the right of the button and choose a Full Registration event).
Refer to Create a Full Registration event, below, to go through the creation process.
Create a Full Registration event
You create events by completing the fields in the Add Event dialog. The dialog is identical, regardless of:
- whether you are a Super Admin or a Community Admin.
- where in the community you access it.
The dialog has several sections in which you configure the various aspects and properties of the event.
Each table in this section is devoted to a section of the dialog (Details, Location, etc.); reference these tables, as necessary, when creating your event.
- When you have finished configuring the event, scroll to the bottom of the dialog and click Save.
Details section
| Field | Description |
|---|---|
| Title | Specify an appropriate title for the event. |
| Event Type | Select the Full Registration Event Type you want to use. |
| Community | Accept the default of no Community selection, in which case it is a public event. Or, click the dropdown and select a community to have the event be specific to that community and its members. NOTE: When you create an event from within a community, that community name auto-populates this field. You can choose a different community or click Choose to make it a public event. |
| Display in events list? | Click the dropdown and select whether to display the event on the Upcoming Events page. You can have it: not display; always display; or display only until its end date. |
| Display in search results? | Click the dropdown and select whether to display the event in search results. You can have it: not display; always display; or display only until its end date. |
| Description | Provide as much information as possible about the event for registrants. This information displays on the event's Details page. |
| Optional link for an external website... | If an external website has additional information about the event, you can include a link to it. |
| Event Image | Click Select Image if you want to display an image or logo for the event. The image displays on the Upcoming Events page and the event's Details page. NOTE: The recommended dimensions for event images are 1200 (w) x 600 (h) pixels. |
| Maximum number of registrants? | Accept the default of an unlimited number of registrants or specify a maximum number of registrations. |
| Number of event credits? | Accept the default of no credit for attending the event or specify the number of credits that attendees will earn for attending. |
| Custom Input for Registration | You can include up to 10 custom fields for registrants to complete during the registration process, and you can set them as required. - The input fields display in the Details step of the registration process; "incomplete" required fields prevent the registrant from progressing. - The "answers" that registrants provide display as a comma-separated list in the Additional Details column when you generate the report on the Events > Reports > Registrants tab. |
| Include input for registrant to state special needs? | Toggle to Yes to include a text field in the registration process in which registrants can indicate any special considerations (e.g., food allergies, accessibility). |
| Include badge name input for registrant? | Toggle to Yes to include a text field in the registration process in which registrants can indicate the name that should be printed on their event badge. |
Date & Time section
| Field | Description |
|---|---|
| Start/End | Click the calendar icons to set the event's Start and End dates, and click the clock icons to set the Start and End times for those dates. |
| Timezone | Click the dropdown to select the time zone in which the event will take place. |
Location section
| Field | Description |
|---|---|
| How will people attend this event? | Click the dropdown to select one or a combination of the following, as applicable. - Physical Address requires the venue name, address, city, and zip/postal code. - Conference Call requires the dial-in instructions. - Online requires the log-in instructions and the conference web address. |
| Country | Click the dropdown to select the country in which the event will take place. |
Contact Information section
Provide the contact information of the event's contact person, if applicable.
TIP: If you're the contact person, you can click Insert My Contact Information to have the system populate this section with your contact information from your profile (if you've provided it).
Pricing Options section
The settings in this section are dependent on what has been configured in the Allow Multiple Prices Based on Date? and Allow Multiple Prices Based on Registrant Type? sections for the selected Event Type.
NOTE: The Member/Non-member pricing option evaluates each registrant's IsMember status (which is set at the Security-Group level). Registrants who have IsMember status with a Security Group are charged the Member price; registrants who do not have IsMember status with any Security Group are charged the Non-member price. This pricing model is determined exclusively by this IsMember flag; it is not dependent on the "Member" and "Non-member" Registrant Classes.
| Field | Description |
|---|---|
| Date-based rates | Click the dropdown to select whether to offer Early, Regular, and/or Late registration rates. Click the calendar icons to set the dates for the registration periods. |
| Registrant Type-based pricing | Click the dropdown to select the pricing model based on the types of registrants. You can: - set one price for all registrants (Simple), - set different prices for members and non-members (Member/Non-member), or - use the Registrant Class pricing model, in which case you select which Registrant Classes to use and then specify the registration fee for each. NOTE: With the Registrant Class option, registrants are automatically assigned the appropriate Registrant Class (based on the Security Group they belong to), and the configured Class fee displays to them. See Event Registrant Classes to learn more. |
| Currency Option | Click the dropdown to select the currency in which payments for this event will be processed. |
Email Templates section
This section displays if your event is based on an Event Type that allows email-message overrides per event.
EXAMPLE: The image below shows "allow overrides" set to Yes in the Event Type's configuration on the Admin > Events > Types page.
In this section, you can click each dropdown and choose, for this event:
- whether that event-related email message is sent and
- which message template is used by default for that message.
Be sure to click Save at the bottom of the Add Event dialog.
The sections that follow briefly describe the optional features that are available for Full Registration events.
- You can use one or more of these features, depending on your event.
- You have to edit your event to add any of these features to it.
Event Sessions
Sessions are the various activities that make up the event. They are presented to registrants during the registration process, and registrants can choose which sessions they want to attend.
NOTE: Unlike some of the other optional features, event sessions are "created" by adding them to an event. You cannot create sessions and have them available and "ready to go."
TIP: You can skip this step if your event does not have sessions.
To learn more, see Event Sessions.
Registration Choices
Registration Choices are "add-on" activities at your event (such as a breakout session, a hands-on tutorial, a closing-night banquet) that registrants can select during the registration process in order to reserve their place.
TIP: You can skip this step if your event does not have add-on activities.
To learn more, see Event Registration Options.
Registrant Classes
Registrant Classes enable you to set up a complex pricing model for an event in order to charge different registration fees for different registrants.
TIP: You can skip this step if your event will use either Simple or Member/Non-Member pricing and does not require a complex pricing model.
To learn more, see Event Registrant Classes.
Presenter Roles
Presenter Roles are a way to classify the people who perform a function (e.g., speakers, moderators, instructors) at/for your event.
TIP: You can skip this step if your event sessions do not require role designations.
To learn more, see Event Presenter Roles.