Creating a new event in Invitario (Event Wizard)

Creating a new event in Invitario (Event Wizard)

Depending on your relevant Invitario package, you will be able to create a single or even multiple new events in your Invitario account. This article explains how to do so.

You can manage all of your events from your Event list. This list contains the details of all of your active, future and past (archived) events. To create a new event, you can either use the Event Wizard or copy (duplicate) an existing event or event template using the Duplicate option.

Creating an event with the Event Wizard

The Event Wizard will allow you to set up a new event in a matter of minutes. This process includes setting up the event invitation and registration process, selecting a default event design and creating emails with template texts. Once you have finished setting up your event with the Wizard, you will still be able to edit all of the settings and information you entered to further tailor it to your requirements. This also applies to events with complex requirements. Once you have finished using the Event Wizard, you can upload the guest list and send out the event invitations. 

The Event Wizard will take you through just five steps to create an event:

Step 1 of 5: Enter key data
  1. Event name & headline
  2. Is it an open or closed (invitation only) event?
  3. Are guests allowed to bring additional guests and how many?
  4. Enter the description of the event that you want to be displayed on the event website
  5. Do guests have to check-in on arrival at the venue?
  6. Contact person for guests for any questions (will be shown in the event website footer and event emails)
Step 2 of 5: Date and location
  1. Date and event start time (optional: finish time)
  2. Registration closing date & time
  3. Maximum number of guests
  4. Location and address (for Google Maps)
  5. Optional: add more dates to create recurring events
Step 3 of 5: Configure the registration page
  1. The salutation, first name, last name, company, email and privacy policy agreement fields will have already been selected by default
  2. You can then add other master data fields such as title, position, phone or address
  3. Add any other event-specific custom fields needed for the registration process
  4. All of the fields can be configured as mandatory
  5. Insert text fields to allow guests to submit additional information
  6. Setting up tags for Guest categories
Step 4 of 5: Create a design
  1. Upload the header image and/or logo for the event website and e-mailings
  2. Enter the Hex colour codes for the page’s background, paragraphs, headings and button
  3. Select the fonts for the paragraphs and headings, text alignments and font sizes
Step 5 of 5: Configure the e-mailings settings for your e-mailings
  1. Select the required bulk mails (Save-the-Date, invitations, etc.), which the system will then create using template texts
  2. Select confirmation mails required for registering or deregistering guests
  3. Enter the sender name, reply-to-email address and reply-to-name
  4. Select one of the sender-email addresses from your account

Duplicate option: copying an existing event

The Duplicate option will allow you to create a new event by duplicating one of the existing events or templates in your account. When using the Duplicate option, all of the contents and settings, as well as , optionally, the guest list, of the existing event will be copied and applied to the new event.
 
After duplication, you will be able to change all of the following information for the new event:
  1. Event name 
  2. Event date & start time, and (optional) the event finish time
  3. Location and address (for Google Maps)
  4. Registration closing date & time and/or maximum number of guests
  5. Default settings for e-mailings (sender-email-address, sender name, reply-to-email address and reply-to-name)
  6. Upload a header image or logo
  7. You will also be able to use the guest list from the template or existing event. In this case, all of the guest details will be transferred to the new event, and the registration status and any event-specific information in the custom fields will reset.

Default event settings

These settings are designed for entering key information for the event and configuring the most important settings. These settings will affect a number of different variables such as on the event website and in e-mailings.
Default settings: 
  1. Event name (public) and (optionally) an internal name that will only be visible to you and only displayed in the event management interface
  2. Event status as per the level of progress made with the event design process
  3. Event language and, if relevant, other languages in which the event is to be made available
  4. Date and event start time (optional: finish time) These settings will be taken over into various elements such as the Icon Bar and the (optional) Calendar File in the e-mailings
  5. Information on the event location such as the venue name and address: these settings will be also taken over into various elements such as the Icon Bar, Google Maps and the (optional) Calendar File in the e-mailings
  6. Event website domain and URL, i.e. the event website’s address
  7. Standard settings for e-mailings: sender-email-address, sender name, reply-to-email-address, reply-to-name
  8. Footer and contact information: enter a contact person for the event, which will then be automatically shown in the footer
  9. Registration form status: the registration process can be managed manually
  10. Max. guests: maximum number of guests (incl. additional guests) after which the registration process will automatically close
  11. Registration closing date: date and time after which guests will no longer be able to register for the event
  12. You can also save your default legal information, privacy policy and general terms & conditions to your account, and manage and define them as defaults for all of your events from there. Alternatively, you can also define different settings for each individual event.
If you enter both a max. number of guests and registration end date, the value reached first will cause registration to close (number of registrations or date/time).

Event website and e-mailings design

Clicking on > Design in the menu allows you to select the event website and e-mailings design, i.e. to select colours, fonts, text alignments etc. and to upload a header image and logo.
  1. Colour settings: for the website background, event website content area, e-mailings, buttons, font colours, paragraph text colour, headings, separators, system elements such as the Icon Bar and Radio Buttons and Left
  2. Fonts: you can select the fonts for the website and e-mailings from a choice of over 40 fonts, responsive font sizes for five font sets (paragraph text, H1 to H4), footer texts, button labels, text alignments, line spacing options, font styles, font formatting and much more.
Activating the optional White Label feature allows you to hide the Invitario co-branding icon shown on the event website and e-mailings by default. This means that the website and mailings will be devoid of any references to Invitario (either visual or in the form of text).
 
The advanced Full Branding Package furthermore allows you to set up a preferred domain from which you will be able to access all of the event websites linked to your account. This domain could comprise either a sub- or top-level domain. It also allows you set up one or several individual sender-email-addresses through which all of your event emails will be sent out. This means that you could use an existing email address from your company for distributing all event-related emails.

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