This section will help administrators to create the skeleton overview of their event with key details. To access it, go to ‘Settings’, the final tab in the list ‘Events’ and click the ‘+Create’ button. Once the event has been created it will show on SignMeUp for the general public to see.
You cannot save the form part way through setting up the event. The whole form must be completed and the event set up to save your progress.
Name of event
Enter a name for this event. This will be used everywhere, including on tickets and badges so it is advised to keep it concise but clear. If this is a repeating event on different weeks or years, it would be recommended to include some other information to help distinguish between different events.
For example, a tennis camp that runs for 3 weeks of the summer holidays, but has the registration form split into different weeks might have events called ‘Tennis Camp Week 1 2024’, ‘Tennis Camp Week 2 2024’, ‘Tennis Camp Week 3 2024’. A kids club that is run once per year might be called ‘Kids Club 2023’, ‘Kids Club 2024’.
Event image
The event image will appear above the name for the event when a member of the public views SignMeUp. It will be used in various places around SignMeUp and will be resized and cropped to fit different layouts. The image should have a central focus and nothing important around the edge of it. It might be in .png or .jpg format with a maximum 2MB file size.
Short description and event description
Whilst these two descriptions may appear to be duplicates of each other but they serve different purposes. The short description will be shown with your event on the SignMeUp home page. It gives a brief overview of what the event is. You might give a short description such as ‘A week-long sports camp for children aged 5-11 years. During the week you will get to try out lots of new and exciting sports.’
The event description will be shown on the event home page and gives a more detailed description of the event. It might include basic details about the structure of the day and the planned activities, a little about the organisation and details of any costs.
What you write will be personalised to your organisation, but remember to keep it useful and engaging. More detailed information about the event can be emailed to the attendees after their application has been accepted.
Display a countdown timer
If this checkbox is ticked, a countdown timer will show on the event page. This will countdown in days, hours, minutes and seconds to the start of your event. If this checkbox is not ticked, no countdown will show.
Event location postcode
This is the location of where your event will be happening. Attendees and volunteers might use this to navigate to the event so make sure the postcode is correct. The postcode will also be used to show the location of the event on a map on the event page, so that everyone knows where the event is taking place. It must be a valid UK postcode. It must be completed.
Date of the event
This is the date that the event is happening between. The Start date should be the first date of your event. The End date is the last day of your event.
If there is volunteer training or the event is being set-up on the weekend before the event starting on Monday, do not include the weekend set up in your Start date. Set the event to start from Monday as otherwise tickets will be sent to the attendees for these weekend dates.
Time of the event
The Start time is the time that your event starts, and the time that the countdown timer will work too. It will also be the time that is shown on the Event Page and sent to attendees and volunteers. The End time is the time that your event ends each day that it runs.
If you have an early drop off or late pick up option, it is your organisation's choice whether to put the general start time (for example 9am), or the early drop off time (8am).
This event runs every day
If this checkbox is ticked, then the SignMeUp system will create and send tickets for the Start date, End state and all dates in between for this event.
If this checkbox is not ticked, you will be able to specify which days of the week the event runs on. This is useful if your event recurs on the same day each week, rather than running in a single block. If your event is on weekdays over a 2 week period, you will be able to select the weekdays and de-select the weekends. This means that tickets will be sent out for Monday to Friday for each week but not Saturday and Sunday.
Volunteer and attendee session selection
The next section gives you the flexibility to offer volunteers and attendees the ability to pick and choose the sessions they are able to help/attend. If no information is added here the session selector will not be displayed in the registration forms.
Further details on how to set this up can be found in the 'Event Session Selector' article.
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