Events & Chapter Sites

Create an event

Please see How to Create an Event for full details on setting up an event page.

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Adding an image to an event

Once you’ve created your event, you can add additional images to your event within the banner or additional details section.

Guidelines for image files

• File type must be a JPEG or PNG
  
• The recommended image size in pixels for banner is 2000 Wide by 1800 High 
  
• The width to height ratio should be 2:1. This means your event image should be a horizontal image that is twice as wide as it is tall. You can crop your image when you upload it.
  
• Image file must be no larger than 10MB.

1. In the left-hand navigation bar, select Events and click on the event name
2. Scroll down to the Event Page section and select Customize event page 
3. Click the plus sign next to Add banner image 
4. Select edit
5. Drag and drop a file or click to upload image to select an image from your device
6. You may be asked to crop your image after uploading it. Your image must be 2:1, or twice as wide as it is tall.
   
   • Optional - If you need to add additional images to your event, add them to the event description.  Just click edit in the description and then select the picture icon to upload.
     
7. Select Save to complete.

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Customize your event URL

1. In the left-hand navigation bar, select Events and click on the event name
2. Scroll down to the Event Page section and select Customize event page
3. Select Customize within the Event page link box
4. A pop up menu will appear with the reminder about your changes.
   • Note: After customizing your URL, your previous URL will no longer work.  If you have given out the old URL to anyone, they will no longer will be able to use it. Shortened URLs do not change when you edit the full URL
5. Select Yes, customize link if you want to continue
6. Edit URL
7. Select Save to complete.

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Change the event date and time

1. In the left-hand navigation bar, select Events and click on the event name
2. Within the Event Page section, select Edit in the upper right hand corner
3. Update your event date and time
4. Select Next to continue through the pages until you have saved all changes

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How to set up an event that doesn't require PDF tickets 

As a default, all purchases will include a payment confirmation/receipt with a ticket for each ticket/ticket holder. Although tickets cannot be removed, you can include information within the confirmation letting attendees know they do not need to bring the tickets to attend the event. To do so:

1. In the left-hand navigation bar, select Events and click on the event name
2. Click on Ticketing Options
3. Click on Settings
4. Scroll to the bottom and click Add thank-you message to the confirmation email
5. Add the message you want to include in the text box
6. Scroll to top and select Save & Close

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Limit capacity on your general admission event

If your event has a limited capacity of tickets, when setting up a new ticket, you can change the available ticket inventory from the default inventory of 100 to your desired/required inventory. 

Inventory set up is completed at the set up of the ticket.

For more information setting up a ticket please see Ticketing Options: Admissions for full details on setting up tickets and updating the inventory for tickets.

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Create and edit event and ticket types

Once your event has been set up, you can always go back to edit your tickets or create additional ones.

There are three event types to choose from.

1. Ticketed event – Buy tickets, Ticket Information, Ticket type
2. Registration event – Register, Registration information Registration type
3. RSVP event – Yes/No response, Ticket information, Ticket type
   

To select which event type you would like your event to be:

• Go to Events
• Manage Events
• Click on your Event
• Select Ticketing Options
• Go to the Settings Tab
• Under Event type, select the event type of your choice

By default, your tickets will be called “Tickets” and your add-ons will be called “Add-ons”.  However, if you want to re-label these items, you have the ability to do so in settings.  Examples of different labels include:  Passes, Donations, Parking fees, Merchandise, etc.

• To update the checkout labels:
• Go to Events
• Manage Events
• Click on your Event
  Select Ticketing Options
  Go to the Settings Tab
  Under Checkout labels, enter the new label for the item(s)
  in the appropriate box.

Please see Ticketing Options: Admissions for full details on setting up tickets

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Create early bird ticket types

Early bird tickets can be set up by setting your selected tickets to open and close at a selected date and time.

Please see Ticketing Options: Admissions for full details on setting up tickets, including adding opening and closing dates/times

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Create discount ticket types (such as “buy one, get one free”)

If you would like to offer a discount for ticket purchasers, in either a limited number or on a one-time basis for an individual, coupons will allow you to set up a custom code which can be used at checkout within your event.


Please see Ticketing Options: Coupons for full details on setting up ticket coupons, including adding options  for different discount types, discount usage reporting and more.

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Collecting donations with memberplanet

Events can be set up to allow for donations to be collected using the Open ticket type.

Please see Ticketing Options: Admissions for full details on setting up tickets, including adding opening and closing dates/times

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Sell merchandise and other extras with add-ons

If your group will be offering additional, non-ticket related items, such as an option to donate, additional items to be purchased, like t-shirts, a la carte food purchases or more, an add-on is a great option to allow additional items to be available outside of tickets.

Please see Ticketing Options: Add-Ons for more information on selling merchandise using the Add-On feature

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How to prevent auto-attendee registrations to your event

Unrelated third-party registration systems may allow attendees to sign up and complete registrations to free events on their behalf. While these are valid registrations, this can sometimes increase the level of oversight needed to manage events. If you're managing a high profile event (or an event with limited capacity and high demand) consider setting up your tickets specifically to reduce the likelihood of auto-attendee registrations for your event.

1. Sell only "Paid" tickets to your event.

• Auto-attendee registrations are only able to complete registrations on the attendee's behalf when tickets are "Free". This means that if you are charging for registration, attempted auto-attendee registrations won't complete.

Please see Ticketing Options: Admissions for full details on setting up paid tickets

2. Collect additional information from your attendees.

• You can collect additional information from your attendees when they register. Requiring responses to additional information collected and adding custom questions is a great way to prevent auto-attendee registrations from completing.

Please see Collect Additional Information for full details on adding additional information fields to your event.

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Add member pricing to tickets and/or add-ons

After you have set up your tickets, you can update them to have Special Pricing, such as Member Pricing.  Member pricing should only be used when your group’s members have been loaded into your memberplanet account.

1. In your event, go to Ticketing options
2. Go to the Special Pricing tab
3. Next to your Ticket or Add-on, click the Edit button
4. Click to select Set Custom Pricing
5. Next to Members of my group (requires login), put in the updated price that you want to charge Members.  If your group uses membership levels, you can also
6. Customize by member level.
7. Select Save

Member pricing is now set-up.  You can do these same steps for each ticket and/or add-on that you would like. 

Please note:  Special pricing cannot be applied to tickets or add-ons that are free or open price.

To receive Special Pricing, your members will need to have their email address associated to a chapter, section, or group within your company’s memberplanet account.  If their email address is not associated, they will not be able to log in and will receive an error of “User authorization denied”.   

• Example:  If your group is ABC, Inc. - USA Chapter, with an email address in ABC, Inc. or any of its chapters can log in and register for the event.  

Your members will need to log in by clicking the Login button at the top right of your Event, and using one of the following methods:

• Log in using a one-time code:  This will only send a code to their email if their email address is associated to any group within your company’s Billhighway account 
• Log in using their memberplanet email and password: member must have previously signed up for a memberplanet account and have that email address associated with one of your company’s groups

Once logged in, members will see the member pricing for tickets and add-ons that are set-up for member pricing, with the original non-member price crossed out next to it, so they can see their savings. 

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Customize your order confirmation

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. Scroll down to the Ticket section and select Ticketing Options
4. Select Settings to edit the overall settings of your event
5. Edit the Thank you message
6. Select Save to complete Settings changes

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Set up your event order form with custom ticket and/or add-on labels

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. Scroll down to the Ticket section and select Ticketing Options
4. Select Settings to edit the overall settings of your event
5. Edit your labels for Admission and/or Add-ons by clicking in to the box to type your new label
6. Select Save & Close

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Change the registration time limit

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. Scroll down to the Ticket section and select Collect additional information
4. Select Settings from the available options
5. Update the registration time box with your desired registration time (default is 20 minutes)
6. Select Save & Close to complete changes

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How to include additional terms or special instructions with registration

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. Scroll down to the Ticket section and select Collect additional Information
4. Select Settings
5. Add additional terms/special instructions in text box
6. Select Save to complete changes

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Create custom questions for attendees

You can set up as many additional questions as you need for your event.

Please see Collect additional information: Custom fields for full details on setting up tickets, including adding additional information fields for custom questions.

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How to remove RSVP "Maybe" and/or "No" options

To remove RSVP "Maybe" and/or "No" options:

• Go to Events
• Manage Events
• Click on your Event
• Select Ticketing Options
• Go to the Settings Tab
• In the reply choices section, check the box next to the option(s) you would like hidden.
  • Hide the “Maybe” option
  • Hide the “No option

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Change a single date or time in a recurring event schedule

Once a recurring event has been set up, individual instances in a recurring schedule must be edited within each individual event under the recurring schedule. 

1. In the left-hand navigation bar, select Events
2. Click on the event name for the individual instance you want to change
3. Within the  Event Page section, select Edit in the upper right-hand corner
4. Update your event date and time
5. Select Next to continue through the pages until you have saved the changes
6. You may need to refresh the event to see your changes

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Create multiple date or recurring events

1. In the left-hand navigation bar select Events 
2. Select the Create an event button to begin setting up your event
   
3. Give your event an Event title
4. Select Recurring event within the Date & Time selection
5. Set the date of the first event in your Series of Recurring events
6. Set the Start and End time of your events within the series and edit the Time Zone if needed.
7. Set the recurrence cycle of your events, including when the series ends
8. Select how people will register for the sessions within the event, Members must register for all sessions at once or Members can register for sessions individually.
9. Select how people can edit their responses to the events within the series, Members must edit their responses for all sessions at once or Members can edit their responses for sessions individually.
10. Add the location of the event, including the venue's name and address or set the event as an online only event
11. Add details to your event, including a Main Event Image, a summary (if using the memberplanet Site Builder) and/or a description to display on the events main page. 
12. Select your campaign from the dropdown and click Next
13. Select whether the event will have tickets to continue setting up additional options, or if your event is RSVPs only, quick add your event and complete set up

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How to change your recurring event to a single event

Once a recurring event has been published, it cannot be changed to a single event  as all recurring events will create the additional dates. If you only wish to keep a specific single date within the set up recurrence, you will need to close all other not needed events.

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Connect your online event to Zoom

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. Within the  Event Page section, select Edit in the upper right-hand corner
4. Select Next to continue through from Basic Info (Step 1) to Location (Step 2)
5. If not already set-up as an online event, change your event to an online event
6. Add/update your Zoom link for your event
7. Continue selecting Next in the lower left-hand corner of the page until you have saved the changes

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Set up an online-only event

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. Within the  Event Page section, select Edit in the upper right-hand corner
4. Select Next to continue through from Basic Info (Step 1) to Location (Step 2)
5. Change your event to an online event by deleting the physical venue information and changing options from the Venue to Online Event
6. Add your online meeting link for any screen share/online call in information
7. Continue selecting Next in the lower left-hand corner of the page until you have Saved the changes

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Unpublish your event

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. At the top of the event management screen change your event from Live to Unpublished by selecting the slider bar
   
   

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Postpone and reschedule your event

If you need to Postpone/Reschedule your event, you will want to change your event status to Postponed to prevent any further ticket sales

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. Scroll down to the Ticket section and select Ticketing Options
4. Select Settings to edit the overall settings of your event
5. At the top of the screen select the pencil icon to edit the status of the event to "Postponed"
   

Please note, refunds will not issue automatically.

For more information on how to issue a refund.

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Cancel your event

If you need to cancel your event, you will want to change your event status to Cancelled to prevent any further ticket sales

1. In the left-hand navigation bar, select Events
2. Click on the event name
3. Scroll down to the Ticket section and select Ticketing Options
4. Select Settings to edit the overall settings of your event
5. At the top of the screen select the pencil icon to edit the status of the event to "Cancelled"

Please note, refunds will not issue automatically.

For more information on how to issue a refund.

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Change your event status

1. In the left-hand navigation bar, select Events 
2. Click on the event name
3. Scroll down to the Ticket section and select Ticketing Options
4. Select Settings to edit the overall settings of your event
5. At the top of the screen, select the pencil icon to edit the status of the event

Available event statuses: On Sale, Tickets at the Door, Sold Out, Canceled, Postponed

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Find the event you created in your account

1. In the left-hand navigation bar, select Events
2. Click on the event name

Use the search options to search for your event by name and/or date from the list of current or past events

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How to schedule a publish time for your event

When setting up your event, you can select to make the event live or leave the event in a not-live status. This will also occur automatically based on the availability date and time of your tickets that will begin closest to the start date of your event.


Please see Ticketing Options: Admissions for more information on how to Change the Ticket Availability Dates/Times

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