How to setup and manage a conference

Utilise the Advanced Options of the events module to run your next conference.

In this example we set up a multi-day conference with multiple registration options, networking events and workshops in multiple streams.

Create the event

The first step is to create your event and enter relevant start and end dates, times, venue and event information etc.

Use the Description (Page) area to include detailed information about the event.

Go to the Advanced Options page to set up your Registration Types.

Create registration types

Click on the New Reg Type button

Enter in the details of the Registration Type, including the start and end dates/times, making sure to include the CPD points if you’re planning to issue CPD points to attendees.

Below we’ve created a full registration type that entitles the registrant to attend all 3 days of the conference.

Now create the registration type that entitles the registrant to attend Day 1, and repeat for the remaining days of the conference.

Set the registration pricing

You can set different pricing options for different delegate types, for example Member, Student, Concession etc. Ensure your Delegate Types have been set up in the Configuration and Settings.

Click on the Pricing Options button and check the option for each Delegate Type that applies to your event and click Save.

Now click on the Actions for each Registration Type, select Registration Prices.

Enter the ex GST cost for each Registration Type.

Create a networking event

Use the Event Add-ons to create the networking drinks event so attendees can select this as an option at registration.

Click the New Add-on button to create your event.

Enter in the details of the additional event and click Save.

Create your workshops

To create workshops that run concurrently, firstly you will need to create Workshop Streams.

Click on the Workshop Streams button.

Now click on the New Stream to create your streams. Enter the details and click Save.

Repeat until you’ve created the required number of streams.

Now you can start to add the workshops. Where you want to run workshops at the same time in different rooms, you need to take care to ensure they’re added to different streams.

Create a workshop by clicking the New Workshop button

Enter in the details of the workshop.

Repeat the process for each workshop you want to add in, ensuring you make sure you’ve selected the correct stream.

Registration & profile custom fields

You can collect additional information on the registration form by utilising event custom fields or profile custom fields. This can include things like dietary requirements, accessibility needs, industry experience etc.

The first step to using these fields is to decide whether or not you want to include the data on the event only, or if it’s information that should be recorded on the profile and then create the fields accordingly. Profile custom fields will populate automatically based on the information already recorded on the profile, if the field is blank on the profile then it will be updated with the information entered during the registration process.

Now select which fields you want to add to the registration form.

Managing registrations

Once people start registering for your event, you will be able to see a list of all registrants in the Manage Registrations screen.

From here you can see who has registered, whether or not they’ve paid etc.

Use the Actions button to add notes, email the registrant or make changes to the event registration.

Finalise attendance and send CPD

Once the event has been held, you can complete the post event processing to finalise who did and did not attend as well as send CPD certificates and log CPD points.

Select the relevant attendees and mark them as having attended the event. Leave them selected to send the attendance certificate and log the CPD points.