Adding Details to Your Event

 

SeatRobot has countless tools available to make your event registration page really dynamic and helpful for potential attendees.

Please watch the video (above) and/or read the article (below) for tips and best practices on adding details to your event.

Let's start by adding venue details, located on the SETUP page.

 

 

Towards the top right of the page, you will see a section called MORE EVENT DETAILS.

 

 

If your event is online, such as a Zoom class, you'd want to select the dot to the left of ONLINE. Then, you would click ONLINE DETAILS.

 

 

The MANAGE ONLINE MEETING pop up window will appear. Type in all relevant information and press SAVE.

 

If your event is in-person, you'll select the dot to the left of IN-PERSON.

 

 

If the venue you're using has been added to your organization's list of preferred venues in the admin section, click on SELECT VENUE. 

 

 

The SELECT VENUE pop up window will appear. You can search the name of the venue in the search bar. If it has been added by your organization, it will appear after you start typing in the first few letters. Once clicked, the address will populate. Click SAVE SELECTED VENUE.

 

 

To learn more about adding venues to your organization's list of preferred venues, refer to Setting Up Venues.

If your venue has NOT been added to your organization's list, click ADD VENUE.

 

 

The ADD VENUE DETAILS pop up window will appear. Enter all relevant information, then press SAVE.

Please note, once you press SAVE in this window, this venue has NOT been added to your event. It has been added to your list of preferred venues in your admin section. To apply this venue to the event, you will need to go to SELECT VENUE, then find the venue you just added, and press SAVE.

 

After choosing your venues, you may want to add an EVENT TEASER TEXT. This is essentially a logline for your event - a short, descriptive sentence that lets potential attendees know what to expect.

 

 

Your event teaser text shows up on this part of your event webpage:

 

 

It also shows up within the chiclets on your SeatRobot aggregate events website (see below). If your event doesn't have an event teaser text, it will look like the center chiclet (Student Achievement Symposium)

 

 

Below the event teaser textbox, there is a button for FULL EVENT DESCRIPTION.

 

 

When you click that button, the EVENT DESCRIPTION pop up window appears with more extensive formatting options.

 

 

Any text that you save in this textbox will show up in this section of your event webpage:

 

This section should include all of the need-to-know information for your event. We'd recommend taking advantage of the formatting tools within SeatRobot to make the information as legible as possible. We'd also highly recommend typing your information directly into the textbox if possible, as copying and pasting from external text platforms (such as Microsoft Word) carries over superfluous coding that can disrupt formatting.

 

If you do copy something over from an external source and want to undo all of the previous formatting, simply highlight the text in full and press the erase icon.

 

If we return to the MORE EVENT DETAILS section of the SETUP page, we can see a text box for an OPTIONAL EXTERNAL LINK.

This section is useful if you want to include an easily accessible link on your event webpage. For example, I want the venue's website to be included on my registration page, so my potential attendees can click the hyperlink and see the venue's amenities.

 

When you include an OPTIONAL EXTERNAL LINK, it appears in this section of your event webpage:

 

Below OPTIONAL EXTERNAL LINK, there is a textbox for EMAILS FROM. This will automatically be the name of your organization as it's registered in SeatRobot, but if you'd like to change it, you can personalize it here. 

 

If we scroll down the SETUP page to ADVANCED, we can see a section called UPLOAD DOCUMENTS. This is useful if you'd like to attached a PDF to your event webpage that is available for download. For example, I attached parking instructions to my webpage.

 

 

If you upload a document, it will appear on this part of your event webpage:

 

 

When you click that hyperlink, the DOWNLOAD EVENT DOCUMENTS pop up window appears. You can download the PDF by clicking the cloud icon.

 

 

If we pivot back to the ADVANCED section of the SETUP page, there's a button called MANAGE EVENT CUT OFF. If you don't edit this section, registrations for your event will automatically cut off on the date and start time of your event. 

 

 

However, if you'd like people to stop having the ability to register for your event before then, you can amend that time by clicking MANAGE EVENT CUT-OFF. From here, you can customize the date, time and cut off message, then pressing APPLY CUT-OFF. The cut off message will replace the register button once the event cut off date/time has passed.

 

 

At this point, we will want to toggle to WEBPAGE. 

 

 

If you scroll down, you can see a section called SHOW / HIDE REGISTRATION INPUT FIELDS. This is in reference to the registration fields your potential attendees are presented with when they want to register. You can personalize these to your liking. For example, I don't need company affiliation toggled on because my event is a company party. So I've un-clicked that. I do need to know attendees job titles, so I'll toggle that on. I also need to know that information for seating purposes, so I'll make that question mandatory. I'd also like to get their phone numbers, but it's not imperative, so I won't make that a required question. 

 

 

When attendees click the register button, they will be presented with the input fields you applied. Note how required fields have a red asterisk. 

 

 

If we pivot back to our WEBPAGE tab, we can see a section called SET WEB PAGE HEADER IMAGE.

 

 

If we click the image, this pop up window (below) will appear. To change the image, click SELECT IMAGE FILE and choose your preferred photo. Once that's uploaded, click SAVE SELECTED IMAGE FILE.

 

 

The selected image will appear in this section of your event webpage:

 

 

Thank you for reading! If you have questions about any of these features, please contact SeatRobot Support.