How do I set up a virtual event?

Creating a virtual event on Events.com is very similar to creating an in-person event. Please follow along to get set up right away!

Create Your Event

1. While on Events.com click Create An Event.
2. In the Basics section, select the options that best represent the event you’re hosting.
3. In the Details section, consider including “Virtual” or “Webinar” in your Event Name to be consistent with your branding.
4. For Location Type, you can choose between Venue (indicating a physical location), Virtual or Both.
   
   Note: Due to new Marketplace Facilitator regulations, the address needs to be collected for tax purposes even when the Virtual option is selected, but it does not have to be shown on your event page.
   • When you select Virtual as your location type, a Virtual tag will display on your event page.
     

     

   • Selecting Both gives you the option to show your address or keep it hidden. A virtual tag can be added directly onto the registration/ticket as discussed in step 9.
5. Complete the rest of the event Details section for your event. Use the Event Description to be very clear about what your attendees can expect and include as many details as possible.
   • See here for more tips and instructions to make the most of your event page: 
     How do I customize my event page?

Some examples of information that may be important to include in the description for a virtual event include:

• • Are you mailing them a race kit?
  • What does the kit contain?
  • When will it be shipped out?
  • How long will it take to receive?
  • Will you be providing them with a link for webinar access?
  • Who is speaking in the webinar?
  • What topics will be covered?
  • What are the live start and end times?
  • What is the time zone for your event?

6. If this is your first event on Events.com, or if you’re branding your virtual events under a different organization name, this is where you can add your Organization Name. This can’t be easily updated, so choose wisely! Click CONTINUE when finished.
7. Enter in your social media information if desired.
8. Click GET STARTED! to create the framework of your event.

Tickets and Registrations

1. Set up a registration/ticket type best suited for your attendees.
   
   If you selected Both as the Location Type, you will have a setting within your Registrations/Tickets to add a Virtual tag to your specific Virtual registration/ ticket.
   
   
   
   
   
   
2. Use Form Questions to collect any necessary info from your participants such as shipping address, or what industry they work in, why are they interested in your webinar. Find more instructions here: How do I add form questions?
   • You may want to add a waiver for Rules & Policies having each person agree to the terms of your Virtual event (or acknowledge that it is a virtual event).
3. Consider what you’re including in your registration/ ticket price.
   • For example: If you are offering a race kit, will the shipping be included? International shipping? If you’d prefer to add an international shipping premium as an add-on, the best option is to set it up as a purchase. See this article for more details: How do I set up purchases to upsell my event goers?

Communicate with Virtual Attendees

You’ve covered all the info needed for your purchase form, now you should consider your post-registration communication with attendees.

Confirmation Page and Email

One way is through your confirmation page message and confirmation email. Do you have links that you want your attendees to monitor (i.e. for access to your webinar)? Do you have a video community link to share? Do you want to give them the schedule so they know what to expect? Do you have any social groups for them to join? Or social media hashtags you want them to use? How do I customize my confirmation emails?

Invitation

The other way, and this can be done at any time, is to send them an invitation. This gives another opportunity to send a branded message to your attendees and send them any additional content to enhance their experience. How do I use invitations?

Finalize Your Event to Go Live!

Last but not least, ensure that you’ve connected your payment info. You’ll want to make sure that these details are in place for you to get paid! See instructions here: How do I set up my own standard Stripe account?

After you’ve finished setting up payment, you can Go Live! And Get Virtual! 

Tips for Virtual Events

If you’re brand new to the virtual event space, here are some tips for creating a memorable virtual event.

• Create a printable bib or attendance/finisher certificates.
• Consider items you could provide to be shipped – bibs, special cards or tickets, medals, t-shirts. Anything to add value. 
• Use our custom confirmation email builder to coordinate the social media presence you’d like to see. (Event hashtags, selfie suggestions showing how you participated) 
• Introduce a contest to encourage online participation and create excitement.
• Film short videos to share with your attendees, tips and tricks to prepare or to build on their skills for future experiences.
• Or anything you think will represent your brand and excite your attendees!