Registering for an Event

Overview

As a participant in an Event, you can use either the Eventene mobile app or their web browser to respond to questions, view Event details, check assignments, and access other pertinent information. Responding via your web browser is simple and uses a feature called the Eventene Web Forms. This article will explain how to access Events via these Web Forms and how to respond to RSVP and Survey Questions in the Web Forms. 

Accessing Events in Your Web Browser

Once the Event Organizer has created an Event in the Eventene Web App, they will send out invitations to participants via email. The email invitation includes a link to the event. Follow this link to view the Event in your default web browser. If you have the Eventene Mobile App installed, you may be prompted to open the app instead. Please note that you can forget this preference in your OS settings.

While the email will contain basic Event information such as the Event Name, Start and End Times, and Date, it is important to always follow the link so you can get the complete Event details and respond to any RSVP or Survey Questions. 

Navigation and Personas

After you follow the link to the Event, you will see the Event Name, Start Time, and End Time at the top. Next to these details in the persona selector. If you share an email address with another participant, you can use this selector to easily switch between participants. This allows you to respond to the questions for each individual and also view personalized schedules and assignments.

Below the basic details and persona selector is a navigation bar that allows you to move between Event Details, Questions, and Assignments.

Event Details

The Details page contains logistical information for the Event and each Activity. This includes a description of the overall Event (which may include pertinent images, videos, and links) and navigation information for the Event Location. Simply click on the blue navigation icon to get directions.

Below the Event Details are details for each Activity. You will see the Activity Name, Start Date/Time, Duration, as well the Location and navigation icon. Again, click on the navigation icon to receive directions for a specific Activity.

Questions Overview

The Questions tab will walk you through setting your attendance, responding to survey questions, and completing your registration/response. This means that you will use this tab to RSVP for the Event and each Activity as well as answer any specific questions such as "can you drive?" or "what type of meal would you like?". 

Attendance Questions

When you first click on the Questions tab, you will arrive at Step 1: Attendance. This step will ask you to set your attendance for the Event and each Activity.

To set your attendance status for the Event or Activities, simply click either the check or x. In some cases, your attendance for an Activity may be linked to your attendance status for the overall Event and thus you won't be able to individually set your attendance for that Activity. In other cases, the organizer may have set your attendance for the overall Event. Additionally, if you are not attending the overall Event, you will be unable to attend any Activities.

If there is an Attendance Limit set for the Activity, and you are responding after the Activity is full, you may be asked if you wish to join the Waitlist. If you join the Waitlist for an Event, the organizer can see that you want to attend the Activity as well as your order in the Waitlist. They can use this information to add People to Activities if room becomes available.

Finally, please note that all questions have a response window indicated at the bottom of the screen. After this window closes, you will be unable to change your attendance status or responses to Survey Questions.

Survey Questions

Once you have set your attendance status for the Event and each Activity, click "Next" to begin responding to Survey Questions. If you have not answered all of the Attendance Questions you will see a red icon on the progress bar next to "1. Attendance".

Either way, you will be dropped in to the Survey Questions for the overall Event by default. However, you can use the dropdown to select a specific Activity if you wish.

Each Survey Question page contains the same basic features. You will see your attendance status for the Event or Activity (which helps to contextualize the Survey Questions) and any Survey Question will be listed below. Simply respond to these questions as you would any other online survey and click "Next" to move to the next Activity. Please note that Eventene will skip over any Activities that do not have Survey Questions or unanswered Attendance Questions.

When you have completed the Survey click next to go to Step 3: Payments.

Payments

Once you have been invited to an Event in Eventene, you can open the link to the Event from the invitation email. Opening the link will launch the Eventene webforms where you can view Event details, check Assignments, RSVP, respond to Survey Questions, and - of course - complete payments. For more information about how to use webforms to register, please read Responding to Events in your Web Browser.

After you have responded to the RSVP and Survey Questions for the Event you will be taken to the third step of the registration process - Payments. In this step, you will see all Products for the Event and Activities to which you are invited.

Please note: if you have multiple people associated with the same account (email address) you have also purchase Items on their behalf. This, for example, allows parents to purchase Event tickets for their children. Please see Purchasing Items for Another Person for more information.

To add a Product to your Cart, simply select the desired quantity from the dropdown beneath the Product name and description. Please note that some Products (such as fees and tickets) may be required for the Event. 

Checkout

Once you are done selecting Products and are ready to begin the process of paying for your selected Products, simply press next. You will be taken to the Checkout page where you will first see all your account's Open Orders for this Event. This means that if there are other people associated with your email address, you will see all Products they have selected and not purchased. This allows you to purchase those Products on their behalf if necessary. For example, you might be attending a Dinner Banquet with your spouse and children. Instead of having the kids pay for their meals or tickets, you can opt to pay for everyone's Products together (as long as your spouse and children have added the Products to their Carts).

To include another person's Products in your purchase, simply press the check next to their name under Open Orders. If you don't wish to pay for someone's Products then just uncheck that person.

Below Open Orders is a summary of all Products in your Cart. Since you haven't yet purchased the items, you can change the quantity using the dropdown or delete Products by clicking on the trashcan icon. Below the order summary is the total number of Products being purchased, subtotal, service fees (if the organizer has not paid them) and, finally, the total.

If you are ready to complete your purchase, first select your payment method: Credit or Cash. Then fill in the required payment information. If you select Cash, you can proceed without entering a card number or billing information, but the organizer will see that you need to complete your payment in person.

Complete

If your payment is accepted, and you have completed all required RSVP and Survey Questions, you will be taken to the Complete page. From here you can view receipts, orders, and make additional purchases if necessary. If you have any required Questions or Products remaining, you will instead see the Almost There page. From there you can jump back to the survey or payments to complete your registration.

If you have unanswered required questions, Eventene will direct you to respond to those remaining items. However, if you have answered everything you will see "Survey Complete." At this point you will be presented with several options on how to proceed including reviewing Event Details, and attendance status or viewing Assignments.

If there are multiple invitees associated with your email address (for example a mother and daughter sharing an email address) the Survey Complete page may show the option to "Respond to Questions for another Person." Clicking on this option will bring up the persona selector and allow you to choose which person to view the event as.

Add to Calendar

You may also choose to add the Event or any Activity to your personal calendar. Pressing the "Review my attendance" button will bring up a side panel. Here you may add the overall Event or any Activity to your calendar by pressing the respective "Add to Calendar" button. This will generate an .ics file. Opening this file allows you to add the Event or Activity to your calendar.

You may also add Events and Activities to your calendar from the response confirmation email. Like in the webforms, simply click the "Add to Calendar" button next to the Event or Activity you wish to add to your calendar and the system will generate an .ics file. The .ICS format works especially well for importing events into Microsoft Outlook for Apple Calendar applications. For Google, users need to import the .ICS file from their Downloads folder, described in a Google Support article here.

Attendees

The Attendees tab will display the fellow participants for any Activity that the current user is included in as well as the user's attendance status. Clicking on the tab will display a list of Activities in chronological order. All Activities will be collapsed by default. However, clicking on any Activity will expand the list to show the other participants.

Please note that Activities the user has not yet responded to will not be displayed until the user submits a response. 

Assignments

The final section of the Web Forms is the Assignments page. This page provides individualized information about your roles and assignments for each Activity. After clicking on the Assignments tab, you will land on the first Activity in the Event, but each Activity works the same way.

First you will see a dropdown with the Activity name that can be used to navigate to any other Activity (just as in Questions). Below this will be a dropdown with any assignments you are associated with. This could be done in several ways. You might a passenger in a vehicle and would see the name of the vehicle or the name of the driver in the dropdown. For example, in the image above, Jim Smith is the driver of the vehicle that Ken John is a passenger in. However, you might also be the driver and it would be your vehicle or name that would appear in the dropdown.

Additionally, if you have multiple assignments, like being a member of several groups in an Activity, you will be able to select each group from this dropdown.

Below the assignment selection dropdown is tab selector that allows you to switch between the roles in the assignment. For example, selecting "Passengers" in the example above will show all of the passengers in Jim Smith's vehicle. Clicking on a specific passenger will provide details about that passenger such as their address or phone number. However, selecting "Cars" in the above example, will display information for Jim Smith and his vehicle.

Please note that these assignments are individualized and thus each persona will have unique assignments. It's important to use your own persona in order to receive the correct assignment information.