Events

Staff can set up events of any size, from webinars to large, week-long conferences. Your event can be as simple or as advanced as you need, and your constituents can register and modify their registration in Community Hub; so staff focus on planning a great event.

Getting Started

Get going quickly by cloning an event similar to the one you're planning or put together something totally new by creating a new event.

Clone an Existing Event

Staff can make a duplicate of an existing event and many of its related records to quickly set up a similar event.

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Create a New Event

Start by creating a brand new event and related records.

Details

Add the information your constituents need to know about the event. There are many demographics you can populate regarding the event details:

  • Description
  • Date & Time
  • Attendance
  • Venue

Event information displays on the Upcoming Events Page and Event Information Page in Community Hub and the Add Registration Page in the Staff View order process.

Registration Types

When setting up an event, staff can use one or more registration types to create a customized registration experience for different types of constituents. Once set up, staff can create event sessions, event questions, and cancellation fees that are display to one or more registration types.

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Passcodes

When users register for an event using a passcode, the passcode is added to the Passcode field on the Registration record. You can also set passcodes for specific registration types, rather than setting them for individual events.

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Passes

Create single day or full conference passes using registration products with prices.

When setting up passes, use conflict codes to ensure constituents can only choose daily passes or a full event pass.


Passes are selected on the Choose Sessions Page in Community Hub and the Add Registration Page in the Staff View order process.

Limited Attendees

Control number of overall attendees by entering the maximum number of attendees in Max Number Of Registrations on the event record.

Limited Pass Types

Control number of pass types sold by enabling inventory tracking on the pass registration product.

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Pricing

Set up early, regular, and late pricing for your event using special pricing.

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Fees

When setting up an event, staff can create one or more fees to be charged in the case of a cancellation. Once set up, cancellation fees are charged automatically in Community Hub and Self Service, and can be applied in Staff View as well. With cancellation fees, staff can focus on planning a great event and not on fee collection.

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Logistics

Good logistics management is crucial to any successful event. With so many moving parts from audiovisual needs, to speaker handouts, to food and beverage service, it is essential that staff be able to keep track and deliver what is needed. Logistics delivers a streamlined setup process to track logistics across multiple events, sessions and exhibits. Commonly used logistic categories and items are included and your administrator can define additional categories and items as needed. Each logistic item leverages Salesforce Chatter, activities and timeline functionality. Detailed logistic reporting empowers staff, allowing them to quickly access logistic requirements for each room or the function overall as well as provide accurate, up to the minute print outs for other staff and volunteers.

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Sessions

Set up individual sessions for your event using registration products.Every event must have at least one session.

Sessions are selected on the Choose Sessions Page in Community Hub and the Add Registration Page in the Staff View order process.

Seats

Limit the number of seats at a particular session using the inventory on hand for the session registration product. When the inventory on hand reaches 0, constituents can no longer attend the session.

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Grouping

Group sessions together to give context around each. Order each session within it's group to display sessions exactly the way you want.

Every event must have at lease one session group with a session.

Conflicts

Use conflict codes to designate which sessions occur at the same time, or fall within different tracks.

Guests

Allow your constituents to purchase one or multiple guest passes, create guest badges, and bring guests to sessions.

Guest Passes

You can offer guest passes for your event by setting up a registration product and selecting Additional Event Badge.

Guest passes are selected on the Choose Sessions Page in Community Hub and the Add Registration Page in the Staff View order process.

Guest Badges

When guest passes are added to the registration, constituents can enter and update badge information for each guest. Guest badges are attached to the registration record for the person who registered.

Guest badges are edited on the Customize the Experience Page in Community Hub and the Add Registration Page in the Staff View order process.

Session Attendance

Set the quantity on a session registration product to determine whether guests may or may not attend the session.

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Session quantity is selected on the Choose Sessions Page in Community Hub and the Add Registration Page in the Staff View order process.

Questions

Staff can add questions to an event or event session which constituents answer during the registration process.

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Registrations

Badges

When registering, constituents can enter and update badge information for their badge. An attendee's badge is related to the attendee's registration record.

You can either create an event badge manually or have one created automatically for an attendee within the Staff View order process.

Badges are edited on the Customize the Experience Page in Community Hub and the Add Registration Page in the Staff View order process.

Create an Event Badge

Staff can either create an event badge manually or have one created for an attendee within the Staff View order process.

Cancellation Reason

Constituents can enter a reason for their cancellation which is stored in the Cancellation Reason field on the registration record.

When configured in your org, a cancellation reason is entered on the My Checkout Page in Community Hub and the Verify Cart Step in the Staff View order process.

Waitlisting

When an event is full, staff can use a waitlist to track constituents interested in attending. Staff can manually add constituents to a waitlist which you can use for reporting. When event capacity opens up, staff can manually register constituents and remove them from the waitlist.

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Engagements

Manage the speakers, moderators, and volunteers for your events by relating engagement records to the event and session registration product records.

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Community Hub Experience

To make things easier for your constituents, you can provide them with the ability to access and register for event through Community Hub.

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Registration, Edits, Cancellation, and Refunds

Community Hub

Depending on the event experience staff have set up, constituents can fully manage their registration in Community Hub.

Registration, editing, and cancellation can begin on the My Checkout Page or the Manage Registrations Page in Community Hub. Refunds are issued on the My Checkout Page. Also, Constituents can add the event to their calendar after registration on the Order Summary Page.

Staff View

Within the staff view order process, Staff can:

  • Register constituents for an event
  • Edit an existing registration
  • Cancel a registration with or without fees
  • Partially or fully refund a registration in the case of edits or cancellation

Learn more about how to registereditcancel, and refund a registration.

Things to Keep In Mind

  • There may be a case where you create an event where constituents can edit their registration in Community Hub and then later disable the ability to edit registrations. In the highly unlikely event that a constituent has saved the URL for the editing process for that event, they will be able to make changes to their registration even though editing is disabled.


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