Create Event

Posted: August 10, 2021

Categories

This LocalHop event creation guide will walk you through the following:

  • Adding event details that will help your event get found
  • Virtual event setup
  • Date/time picker to set up multiple instances or a single event
  • Reminders to attendees
  • Adding a room reservation to your created event
  • Ticketing, pricing, and ticket types
  • Reviewing event details and sharing
  • Draft events

Use the progress bar to follow your progression through the event creation setup screen.

Progress Bar Event Setup

EVENT SETUP

The event setup section is where you will add the type of event, add a description, and add a photo.

EVENT INFORMATION

Event Name – What is the name of your event.
Event Type – Choose between Event, Camp, or Class. This will allow you to filter and create calendars corresponding to event types if your organization would like to.
Description – Be as detailed as possible. Try to include all of the little details that make the event fun and special for attendees. Note: Use the tooltip link to view our blog on how to write a great event description.
Event URL – Is there an event URL where people can go to find out more information about this event? This is an optional field.
Event URL Type – Does the URL above take the attendee to a website page with more information or to a website page dedicated to the event? This is an optional field.
Virtual Event – check the virtual event box if the event will take place (in its entirety) virtually.

VIRTUAL EVENT

Check this box If the event will take place virtually for attendees. Once the box is selected a virtual event dropdown box will open to enter all of the virtual event details. Fill out as much information as possible. These fields are optional but recommended to help reduce any confusion for your attendees.

Streaming URL – What is the URL that will take guests directly to the virtual event or virtual event login page.
Streaming URL Label – Give your URL a name to replace the lengthy URL link
Virtual Phone Number – The dial in number for those joining the event via phone. This field is optional as not all virtual events allow for calling in by phone.
Meeting ID – If applicable.
Meeting Password – If applicable.
Additional Info – Is there anything else about this virtual event you think attendees should know? Is there a theme guests should dress up for or would you like them to prepare questions in advance to ask? Use this section to share any additional information that your virtual guests should know or be prepared for for your event.
Virtual Event Details/Privacy – You can choose to display all of this information openly to everyone who views your event or only to those who register for the event. If only registered guests will be getting the information, it will be included in their confirmation and event reminder emails.

Note: If you choose to hide the virtual event details from the event description, ALL of the information in the virtual section will be hidden and only display in the notification emails sent to guests. Be sure to include any valid details about the event in the main event description to allow all potential guests to view.

LOCATION

Fill out a physical location for your event.

Note: If the event is virtual, use your organization’s physical location. A physical address will never display for events marked as virtual.

EVENT CATEGORIES & GROUPING

Select the categories and age groups that best fit your event. Use the arrows to move categories over from”available” to “selected” field.

AGE GROUPS

If the event welcomes all age groups, select the All Age Groups checkbox to automatically select all ages. If not, use the arrows to move the most appropriate age category or categories to the Selected Age Group. Highlight and remove age groups by selecting the trash icon.

IMAGE

Upload an event image. The suggested size is 1200×675 and accepted formats are .pdf, .jpg, and .png. At this time, LocalHop only allows for a single image for each event/event series.

Note: If your organization needs assistance with formatting or sizing of images, please reach out to the LocalHop team at
rsussbauer@getlocalhop.com. 

Select the green SAVE AND CONTINUE.

DATE AND TIME

DATE AND TIME

Select the green +ADD DATE AND TIME button.

Repeat – will this be an event that repeats over a period of time or a single event. Select from the following options: No repeat, daily, weekly, monthly, or yearly.
Start Date – Start date for this event instance.
End Date – End date for this event instance.
Start Time – Start time for this event instance.
End Time – End time for this event instance.
All Day Event – Select this box if the event takes place all day with no set start and end time. This could be applicable for festivals, overnight events, or the start and end times perhaps change depending on time of year or may be open dawn till dusk.
Reminder – Choose when your attendees should receive their event reminder email. The reminder defaults to 1 day if no other selection is made. Options include 1 day, 8 hours, 2 days, 3 days, or 1 week.

Select the green +ADD DATE AND TIME to manually create additional event instances for this event.

Select the green CONTINUE button.

CALENDAR CONFIGURATION

Only show on “My Calendar” – Checking this box will hide the event from displaying on the LocalHop website, mobile app, and any community calendar you are a part of. Your event will only display on your organization’s calendar and anyone you share the event URL with.

Select the green SAVE AND CONTINUE button.

Review and confirm that event date(s) are correct.

Note (Room Reservation users): Need to reserve a room for this event? Select the green Reserve a room image Add Room Reservation button to book a room and tie it to this event or event series.

REGISTRATION AND TICKETING SETUP

Select your ticketing types/options. Ticketing defaults to no ticketing when an item is not selected. Using the dropdown menu, select one of the following options and select the gray CHANGE button.

No Ticketing – No registration or ticketing needed.
External Ticketing (URL) – Outside registration or ticketing is being used such as Eventbrite, Ticketleap, Ticketmaster, etc..
LocalHop Ticketing – Create free or paid ticketing through LocalHop.

LOCALHOP TICKETING

In the Edit Ticketing Configuration popup, fill out the requested information.

Button Label – Choose the button label that attendees will click on from your event page or calendar. Three options to choose from: Register – Buy Tickets – Sign Up
Form – If you have created a custom form for this event or want to use a form from another event, add it here. Note: Create forms to add custom questions for your attendees that they will answer during the signup process for your event.
Total Event Capacity – The total number of tickets available across ALL ticket types.
Allow Waitlist? – A waitlist will become available once all available tickets have been reserved. Patrons will join the waitlist and as spots become available they will be notified that they have been moved to the guest list via email notification. Note: Waitlist option is only available for FREE events at this time.

Select green SAVE CONFIGURATION button. Review your event setup details on the page before adding ticket types.

TICKET TYPES

Select green +ADD TICKET TYPES button.

Ticket Name – Name your ticket using a naming convention that makes sense to your staff and attendees. Since you might have multiple ticket types for this event, name your ticket something that sets it apart from the other ticket types if needed. (e.g. VIP ticket, Senior Ticket, Youth Ticket, etc.)
Ticket Price – How much will this ticket cost? If free, leave at $0, if paid, then be sure to also include (if needed) the cost of credit card and LocalHop fees that will be pulled after the purchase of the tickets. Note: Your attendees will not see any added fees or taxes with their ticket cost, these will need to be factored into your final ticket price during creation. These fees will be pulled from your sales after a ticket purchase is made.
Ticket Quantity – This represents the number of tickets for this specific ticket type. It must be the same amount or less than your total event capacity number.
Overflow Quantity – Overflow quantity is the amount of guests you might be able to take beyond the overall ticket quantity. For example, if your overall ticket quantity is 80 and your overflow is set to 2, then if you have 79 people that register and have a group of 3 on your waitlist, they will get moved up to the guest list. Overflow allows for you to fill those remaining available tickets without possibly excluding a group that may be able to fit in with the simple addition of a chair or two extra.
Ticket Description – Use this area to distinguish details between your ticket types for attendees. For example, if your ticket name is VIP TICKET then use this space to describe what is included with the VIP TICKET. In other words, explain why should they purchase the VIP TICKET instead of a GENERAL ADMISSION ticket.
Registration Start Date And Time – Change the date and time for when registration will open up for attendees. This will default to immediately available if no selection is made.
Registration End Date And Time – Change the date and time for when registration will close for attendees. This will default to 24 hours before the scheduled start time of the event if no selection is made.

Select the green SAVE TICKET TYPE button.

CONFIRMATION

PREVIEW & SHARING

This section provides quick share links to social media and includes the event URL link to easily copy and share with patrons or via email marketing.

EVENT CONFIRMATION DETAILS

View at a glance a summary of the event details.

Event details image

PUBLISH & SCHEDULE

Save event details to continue working on at a later time or schedule when you would like this event to post/go live for patrons to see.