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Creating a Big Event

A guide on creating a big event, highlighting the importance of public presentation, registration options, and registration settings and actions.

The logistics of creating and working with a big event are like working with other events in MinistryPlatform. What distinguishes a Big Event is that you promote it publicly, it may involve complex registration options, and it may involve volunteer teams. For all of these reasons, it is important to create your event with the public in mind.

To create an event, see the Event Management section to get started.

Reminders

When you create a big event, keep in mind the following:

  • You don't have to get it all right immediately. You can come back and edit later.
  • Get the big picture details as right as possible before you submit your Event for approval.
  • Pay attention to what the public sees. Once your Event is approved, go to the Event Calendar to determine if the information would be clear to the casual website guest.
  • Setting up a multi-day event? Consider the registration process. See the Settings and Actions for Registration section below.
  • Talk to your SPoC about whether you need a new Product or a Custom Form to gather additional information from registrants.
  • Talk to your SPoC about whether you need a special Process that notifies you when people register.
  • Talk to your SPoC about whether you want a special nametag design for Check-In.

Settings and Actions for Widgets

The following settings and actions impact what people see in Widgets.

  • Event Title: Name it exactly as you will promote it in your communication.
  • Congregation: This field determines the Congregation filter the Event displays under on the Event Calendar.
  • Location: This field determines the name and address that displays in the Event Details & Registration widget. If you don't provide a location on the Event record, the location associated with the Congregation displays.
  • Meeting Instructions: This field displays on the Event Details & Registration widget and can display in the email receipt each registrant receives.
  • Event Description: This field displays on the Event Finder and Event Details & Registration widgets.
  • Program: This field determines the Ministry filter the Event displays under on the Event Finder.
  • Image: This displays on both the Event Finder and Event Details & Registration widgets.
  • Primary Contact: This field displays on the Event Details & Registration widget.
  • Event Start Date: Enter the exact date and time that the Event starts. This is the date and time your website visitors see on the Event Finder and Event Details & Registration widgets.
  • Event End Date: Enter the exact date and time that the Event ends.
  • Visibility Level: For the Event to display in the Event Finder widget, set the Visibility Level to 4- Public.

Settings and Actions for Registration

The following settings and actions impact event registration.

  • Participants Expected: You can automatically close registration when the Event meets a specified number of Event Participants.
  • Registration Form: To gather additional information, select a Custom Form here.
  • Online Registration Product: The price and options for each person registering for the Event.
  • Registration Start and Registration End: These fields determine when people can register. If you leave these blank, people can register immediately and register right up until the Event Start Date.
  • Registration Active: To allow people to register, set this to Yes.
  • Force Login: Set this field to Yes to require registrants to log in before they register.
  • External Registration URL: Optional Enter a third-party application link to redirect people to this URL for registration.
  • Submit: Submit this Event for approval so that it can display on the Event Calendar.

Create One Registration Form for Multiple Event Dates

Create an event registration that allows people to register for multiple event dates with a single registration form.

For example, you might choose to create a single registration form for multiple event dates for a weekly event where people pick and choose which weeks they want to attend.

  1. Create a Group for each of the Events.
  2. Create an Event for registration.
    Note: This should be a dedicated registration event. This is not the event that displays on the calendar and do not use it to reserve a room.
  3. Create a Product with Product Option Prices.
    1. Create one Product Option Price for each Group (event date).
    2. For each Product Option, select the Add the Group option and associate the corresponding Group.
  4. Create an Event for each date.
  5. Associate the appropriate Group with each date.

You can view Participants that registered for each date within the appropriate Group.