Set Up an Event

Your event type decides how people register:

• Ticketed: Sell tickets with multiple pricing tiers, including free and paid options. Attendees complete a checkout before their registration is confirmed. Ideal for paid workshops, conferences, VIP tiers, paid webinars, and events with limited seats.

• RSVP: A free event where guests confirm they're attending, with no payment step. Ideal for free meet-ups, community events, open days, and free webinars.

Your event location decides how people attend:

• In-person: Add a physical address, and your event page displays a map with directions. Ideal for workshops, retreats, and venue-based events.

• Online: Add your meeting link and joining instructions, and control when the link becomes visible to registered attendees. Ideal for virtual masterclasses, workshops, and online conferences.

1. From the main Ivorey™ menu, go to Courses > [Events] > and click the [+ Create Event] button

2. On the left-hand side, you’ll work through the steps to set up the basics of your event > on the right-hand side, you can see a live preview of your event page as your details are filled in:

   1. Click the 💻 desktop or 📱phone icons to switch between device views
      
      Note: Keep in mind, you’ll be customising the look and feel of your event page in the upcoming steps. This is all about getting the core details down first.

3. Choose your Event Type:

   1. Ticketed: Sell paid and/or free tickets, with attendees completing a checkout

   2. RSVP: A free event where guests confirm their attendance, with no payment step

   3. Click [Continue]

4. Add your Event Details:

   1. Event name - This appears as the headline on your event page

   2. Cover image - Click to upload an image (from your device or select from the media library in Ivorey™), as the main hero image for your event
      
      Note: Event cover images support PNG, JPG, or GIF. The recommended size is 1920 × 1080 px, with a maximum file size of 5 MB.

   3. Short summary - This appears right under your event name, we recommend writing a short one-line summary of what your event is

   4. Event description - This is where you can dive into the full description of what your event is all about, who it’s for, and why they should want to join

      1. Use the text editor to add formatted content, such as headings, bold text, lists, links, and images

   5. Click [Continue]

5. Set the event Date and Time:

   1. Start date and Start time

   2. End date and End time

   3. Select your Timezone > and your preferred Display format (12 hour or 24 hour) for how times appear on your event page
      
      Note: The timezone you select here is also used for your ticket sale periods, session times, and coupon code active periods.

   4. Click [Continue]

6. Choose the Location where your event will take place:

   1. In-person:

      1. Search your venue’s name or address, under Location > and select from the results

      2. Click the [Edit location details] drop-down to manually adjust the Venue name, Address, City, State/province, Zip/postal code, and Country

      3. A Google Maps embedded map and Get directions link will appear on your event page preview, in the Location section > you can click directly on the preview to interact with them

   2. Online:

      1. To the right of Online event access, choose when your meeting link becomes visible, from the drop-down:

         1. Visible: Registered attendees will be able to click the join link, from the online attendee page, anytime

         2. Hidden until event starts: Attendees will see a countdown timer, but won’t be able to click the join link until your event begins

         3. Custom schedule: Choose exactly when the link appears and disappears, down to the minute > under Timing, choose either [Per Event] (based on event start time) or [Specific Time] (select a date and time) > click [Save] > and click [Edit] to make any adjustments

      2. Add a Page title for your online attendee page

      3. Paste in your meeting URL, under Join link

      4. (optional) Upload an image to display on your online attendee page

      5. (optional) Include short Joining instructions, to guide your guest through joining your online session (e.g. if you want them to mute themselves when joining)

      6. Click Preview the online attendee page to review all the details > and make any adjustments needed

   3. Click [Continue]

7. Add the Organizer information, which will appear in the Hosted by section of your event page preview:

   1. Click to upload an Organizer image (e.g. your brand logo or your own headshot)

   2. Enter the Organizer name (e.g. your business or your own name) > and Email address (required)

   3. (optional) Paste in your Website URL > and enter your Phone number

8. Check the preview page carefully to go over all the details > and scroll up to the top to make any adjustments
   
   Note: You’ll be able to make adjustments to almost all of these details later. However, the event type (ticketed or RSVP) and location type (in-person or online) can’t be changed after clicking Create event.

9. Click [Create event] to save
   
   Note: Your event is now in Draft status, and won't be visible to the public until you publish it.

10. On the Overview tab, click the [Edit details] button, on the right - or click directly onto the Details tab, at the top, to make any adjustments to your event’s details

1. From the main Ivorey™ menu, go to Courses > [Events] > open the event you want to add a schedule or speakers to > and click on the [Schedule] tab along the top

2. If you want to add Speakers to your even, create those first, so they’re ready to assign when you set up your schedule - click on the [Speakers] tab, on the left > click the [+ Add speaker] button, in the top right corner > and select [Reuse from another event] if you’ve already created some for a previous event, or select [Create new]:

   1. (optional) Upload an Image for your speaker, which will display on the Schedule page > select to upload from your device or from the media library in Ivorey™

   2. Add their Name

   3. (optional) Click [Add a tagline] > and input their title or qualification

   4. (optional) Add a Label to differentiate your speakers

   5. (optional) Include a Description, to tell your attendees more about this speaker and their expertise

   6. (optional) Click [Add social links], to share their website or social media profiles > add a Title (e.g. Website, Instagram) > and paste in the Link URL

      1. Click [Add social links] again, to add more links

      2. Click the 🗑 trash icon, to remove any links

   7. When you’re ready, click the [Save] button > and repeat to add all of your speakers

3. Once you’ve added or created your speakers, you can click the [⋮] three dots on any speaker:

   1. Click [Edit] to adjust the speaker’s details

   2. Click [Set as keynote] to add a “Keynote” label to the speaker > click [Remove keynote] to remove the label, or [Edit] to adjust it

   3. Click [Delete] > and [Delete] again, to remove a speaker from this event (this doesn’t remove them from any other events they’re added to)

4. Now you can create schedules for your event, to show attendees when each session or speaker will start and end - you’ll create one schedule per session in your event. Click on the [Schedule] tab, on the left > click the [+ Add schedule] button > and select [Reuse from another event] if you’ve already created some for a previous event, or select [Create new]:

   1. Enter a Title - this is what this session/time slot will be called on your event Schedule page (e.g. Workshop A, Topic Focus with Speaker Name)

   2. Select the Day of the event this schedule will be on, from the drop-down
      
      Note: If your event spans multiple days, you can select which day this is scheduled for. If you’re hosting a one-day event, all schedules will be applied to Day 1, as this is the only option.

   3. Set a Start and End time for the session - this must fall within your event's start and end times

   4. (optional) Add a Label to differentiate or categorise your schedules

   5. (optional) Add a Stage / Location where this session will take place - if your venue has multiple rooms, stages, etc. this is very helpful for attendees

   6. Add a Description to explain what attendees can expect from the session (e.g. the main talking points or activities that will take place)

   7. If you want to assign speakers to this time slot, select Speakers from the drop-down (you can assign multiple speakers to one schedule session) - or click [Add speaker] to create a new speaker

   8. When you’re ready, click [Add schedule] > and repeat to add all of schedules/sessions for your event

5. Once you’ve added or created your schedule, you can click the [⋮] three dots on any speaker:

   1. Click [Edit] to adjust the schedule’s details

   2. Click [Delete] to remove a schedule from this event (this doesn’t remove them from any other events they’re added to)

6. Once your event is published, you can click the [View schedule page] button, in the top right corner - if your event is still in draft-mode, you can preview the Schedule page when customising your event pages, on the Pages & design tab (we’ll cover that in the next step)

1. From the main Ivorey™ menu, go to Courses > [Events] > open the event you want to create tickets for > and click on the [Tickets] tab along the top

2. On the Ticket Types tab, click the [+ Add Ticket Type] button in the top right corner > and select [Reuse from another event] if you’ve already created some for a previous event, or select [Create new]:

   1. Add a Ticket name (e.g. General Admission, VIP, Early Bird) - attendees will see this name when purchasing a ticket

   2. Choose the Pricing method:

      1. Fixed price - Set the Price > and select the Currency from the drop-down

      2. Free

   3. Set the Quantity of seats available for this ticket type

   4. Set the Max tickets per order to control how many tickets can be purchased at one time (default is 10)

   5. Under Sale period, set the the start and end date and time this ticket type can be purchased
      
      Note: Sale period times use the timezone you selected in your event details.

   6. Under the Advanced Settings drop-down:

      1. (optional) Add a Short description to this ticket, so attendees know what is included

      2. Under Visibility, you can control if this ticket should display on the main event page - from the drop-down, select to [Show], [Hide], or [Hide when not on sale]

   7. Click [Save ticket] > and repeat to add multiple ticket types
      
      Note: You can create multiple ticket types with different prices, to create pricing tiers. You can mix free and paid tiers on the same event.

3. Once created, you can manage your tickets:

   1. Each ticket type shows:

      1. The ticket sale period Start and End dates

      2. A status so you can see at a glance what's currently available to attendees - On Sale, Paused, Hidden, Not on sale yet, or Sale Ended

      3. The ticket price, and how many have sold

   2. Use the [⋮⋮] drag dots to the left of a ticket to rearrange the order (e.g. if you have pricing tiers, you can arrange them in order of price)

   3. Click the [⋮] three dots to the right of a ticket to [Edit], [Duplicate], [Pause/Resume sales], or [Delete] a ticket

4. (optional) Click on the [Coupon Codes] tab on the left side, to create discounts for your event > and click the [+ Add Coupon Code] button in the top right corner:
   
   Note: Creating a coupon code here will only apply to this single event. If you already have codes created in Payments > Coupons, those can apply to event checkouts too. Refer to our Coupon Codes guide for the detailed steps.

   1. Add a Coupon name (e.g. Friends & Family) - this is an internal label only, attendees won't see it

   2. Add a Coupon code - type your own or click [Generate]

   3. Choose the Coupon type from the drop-down, [Percentage] or [Fixed]

   4. Enter the Discount offered (e.g. 20% off or $20 off)

   5. Under Active period, set the the start and end date and time this code is valid for > and select a Display format, from the drop-down, [12 hour] or [24 hour]

   6. (optional) Under Coupon usage rules and restrictions, you can control limits - tick the options you want to apply:

      1. Total number of times this coupon can be redeemed > and enter the Max number (once the coupon has been used this number of times across all attendees, it will no longer be valid)

      2. Limit to selected tickets - by default, all of your created tickets will be selected and valid for the coupon > click the [x] on any that you don’t want to offer a discount for

      3. Limit to once per customer

   7. Click [Create Coupon]

   8. Once created, you can view the coupon code, active period Start and End dates, status (Active or Expired), discount amount and how many times it’s been used > click the [⋮] three dots to [Edit] or [Delete]

1. From the main Ivorey™ menu, go to Courses > [Events] > and click on the event you'd like to set up

2. Click the [Settings] tab along the top > then click [Registration] in the left-hand menu

3. Set your Deadline date and Deadline time by clicking on each of the tabs > select the date on the calendar > set a time from the dropdown > and choose between AM/PM. Attendees can register up until this date and time, which defaults to your event start. The timezone shown beside these fields is your event timezone

4. Under Venue Capacity, choose the total number of people who can register for your event:

   1. Unlimited - There is no overall cap on registrations

   2. Set a limit - Enter your maximum capacity in the field, or use the + and - buttons. Registration closes once this number is reached
      
      Note: For Ticketed events, any limits you've set for each ticket type on the Tickets tab still apply.

5. Under Check-in settings, keep the QR code check-in box ticked for in-person events. This allows your attendees to be checked in at the venue by scanning the QR code on their ticket. This option will only be available for in-person events, not online events

6. (Ticketed events only) Under Payment statuses allowed for check-in, click the dropdown to choose which payment statuses can be admitted at check-in. You can choose from Succeeded, Partially refunded, Refunded, Processing, and Pending. To remove a status, click the x beside it

7. (Ticketed events only) Toggle Collect details for each attendee on or off. When on, a name and email are entered for each seat on a multi-ticket order, so every guest receives their own ticket

8. (RSVP events only) Toggle One registration per contact on to limit each contact to a single registration for your event. Any duplicate registrations made before you switch this on are not affected

9. Under Timezone settings, toggle Show timezone next to event time on or off. When on, the timezone displays beside your event times (e.g. 9:00 AM EDT) on your event pages and in attendee notifications

10. (Ticketed events only) Click [Payments] in the left-hand menu, and set up your payment settings:

    1. Live mode - Toggle this on to accept real registrations and payments. Toggle it off to run your event in test mode, for example if you'd like to place a test ticket purchase before you launch

    2. Require card for free checkout: Toggle this on if you'd like attendees to enter their card details, even when their order total is $0

11. Click [Save changes] at the bottom right-hand corner of your screen
    
    Note: Your event notifications and link settings will be set up in upcoming guides, so there's no need to configure these yet.

Yes. Ticketed events can include both free and paid ticket types, but RSVP events are always free.

No. Ticketed and RSVP event types can’t be switched after the event is created. However, you can select to Duplicate as ticketed to create a Ticketed-type version of the RSVP event you’ve created, and vice versa.