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Getting started with events

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With Wild Apricot's events module, you can set up any number of events and publish them in an events calendar on your Wild Apricot site (or another website). From the events calendar, visitors can view event details, sign up for events, register guests, and pay registration fees online.

You can organize various types of events, including:

  • conventions, conferences, and seminars
  • board meetings
  • training sessions and webinars
  • social events

Wild Apricot allows you to customize the events calendar, the event registration form, and the event emails (announcements and reminders). You can use the registration form to collect information about attendees (like meal preferences and breakout session choices) and to provide additional event options (like golf or concert tickets) available at a separate cost.

You can restrict each event to selected membership levels, and set up multiple ticket types – aka registration types – so you can charge different prices for different event packages or for different kinds of attendees.

Adding an event calendar page

So that visitors to your site can see your events and register for them, you can add an event calendar to a page on your website – and make the page accessible to non-administrators.

Event calendars – like other site content – are inserted as gadgets, in this case, an event calendar gadget.

After you add an event calendar gadget to a page, you can adjust the event calendar gadget settings, to control how events are displayed and filter the calendar using event tags.

You can set up multiple event calendars, each displaying a different set of events (e.g. training vs. social events).

You can also add an upcoming event gadget to a page on your site, and insert or email links to specific events.

Registering for an event

Once an event is set up and online registration is enabled, it will appear on your event calendar – where your visitors to your site can view details and register for the event.

When registering for an event, visitors may be asked to choose a registration type. Depending on whether they are logged on or not, some member-only registration types may not be available.

After selecting a registration type, registrants fill out the registration form, and select additional event options, if any (e.g. meal preference, event sessions). If the event is set up with a guest registration option, the registrant will be able to record guest registrations.

Then, unless the event is free, registrants proceed with online payment of the registration fee.

New registrants are automatically added to the attendees list – and the contact database, if they're not already there. Wild Apricot will automatically generate an invoice and payment record for each attendee, and send event registration confirmations and payment receipts, as well as notifications to site administrators and event administrators.

Setting up an event

With an event calendar added to your site, you can starting setting up events. You create and manage your Wild Apricot events from the Events module.

You can manage an existing event by clicking on it within the list. To add a new event, you click the Create new event button. To duplicate an existing event, you click the Duplicate button beside the event within the list. If you copy an event, the new event will inherit its settings from the existing event but access will be set to admin only. If you create an event from scratch, it will initially be set to admin only access with registration disabled.

Providing event details

After you've created or copied the event, the Event details screen appears. From here, you specify the event name, location, date, and cost, and control the kinds of visitors that can see and register for the event.

You can restrict the visibility of the event by membership level, member groups, or limit access to administrators only.

Restricted events will only appear on an event calendar for members whose membership level or member group has been granted access.

If you want to offer a preview of an upcoming event, you can make the event accessible without enabling registration.

Capping registrations

If you have events with limited space, you can choose to cap your event to a specific number of registrations. You can limit the number of registrations for the entire event, or for specific registration types.

When the registration number is reached, event registration will be automatically disabled (though administrators can still register attendees beyond the registration limit).

Categorizing events

Tags can be used to categorize events so you can display different kinds of events on separate event calendars. For example, you could set up one calendar for educational events and another for social events.

You can assign an unlimited number of tags to each event and use those tags to limit the kinds of events appearing on your event calendar page.

Publicizing the attendees list

For each event, you can choose whether to publish a list of registrants. Doing so may encourage others to register or promote networking. You can control whether the attendees list is visible to all visitors or just members, and whether the list includes pending registrations (for which payment has not yet been received).

If you enable this option, a Registered link will appear for the event on the event calendar and on the event details.

Clicking the link will display the name of each registrant and the date of registration. If the registrant is a member, their name will be linked to their profile.

The registrant will be listed as Anonymous user if the registrant has unchecked Include name in list of event registrants on the registration form, or if a member has agreed to be added to the list but does not share his information with the public (see Member privacy settings).

Customizing the registration form

You can customize the main registration form by excluding common fields from your contact database, and adding custom event fields. For example, you can add an event field for meal selection, and another to offer preferred seating. Depending on how you set up the field, an additional cost can be added at checkout.

Setting up ticket types

For each event, you can set up different ticket types aka registration types. Setting up registration types allows you to charge different prices for different event packages or for different kinds of attendees. For example, you might want to charge more for non-members, or less for premium members.

You can cap the number of registrations for each registration type – offering, for example, a limited number of discount student registrations, or offer early-bird discounts by making a registration type only available within a certain date range.

You can enable guest registrations so that registrants can register other people at the same time as they submit their own registration. You can choose to collect contact information for each guest or just ask for the total number of guests. You can also choose whether to charge a special guest price for the event or just use the base price.

You have to set up at least one registration type before you can enable an event for registration.

Designating an event organizer

For each event, you can designate an event organizer who will receive all event-related administrative emails, as well as a copy of event announcements and reminders. If you want to monitor individual registrations, you can provide for the event organizer to also receive event registration notifications. By default, the event organizer is the designated contact for your organization (see Organization details).

For more information, see Event emails.

Promoting your event

There are a number of ways you can promote your Wild Apricot event:

  • Set up automatic announcements to be sent to people in your Wild Apricot database. You can schedule event announcements and reminders to be automatically delivered a certain number of days before the event.
  • Send automatic reminders to people who have already registered.
  • Send out email blasts with event information and a link to event details.
  • Promote your event on social media (e.g., Facebook, Twitter) and provide a link to your event details.

Tracking attendance

You can check in registrants to record their attendance, either from the browser version of Wild Apricot, or using Wild Apricot's mobile app.   

If you don't have a computer at the event, you can generate and print an attendance report that you can use to manually record attendance. You can then use the completed attendance report as a reference while recording attendance in Wild Apricot.

After you've recorded the attendance for an event, you can view the number and percentage of attendees from the events list.

Managing events

As an administrator, you can always check how registration for your event is proceeding. For each event, you can view:

  • a list of registrants for the event
  • details of individual registrations
  • summary of event payments
  • summary of event choices

You can filter the attendee list by registration status, and sort it by registration date, attendee name, or registration type.

The event payments report lists the number of attendees, the amount collected, and the amount owing, broken down by registration type.

If your event registration form includes options such as meal choices or special seating, the registration fields report summarizes the choices made by event registrants.

When your event is set up with a payment option, Wild Apricot will automatically generate an invoice and payment record for each attendee.

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