What is Eventene?
Eventene is an event planning application that eliminates the need for multiple organizational tools and provides a one-stop service for list creation, information collection, data reconciliation, and results sharing. You can build, manage, and share events all from within Eventene without ever needing to open another application.
Whether you’re managing massive events with dozens of moving parts or coordinating a campout for your kids, Eventene will reduce the time and effort you needed to pull off a successful event.
Who is Eventene for?
Eventene is perfect for staff or volunteer event coordinators, working alone or in small groups. You can use Eventene to help organize field trips, monthly campouts, or other group activities. You may be adept at spreadsheets, but your time is valuable, and you deserve to work more efficiently.
What can I do with Eventene?
Thanks to all of our customizable event planning features, you can organize and plan just about anything with Eventene! Some examples include:
- Schedule recurring soccer practices
- Arrange a carpool schedule for the school year
- Organize a fundraiser or auction event
- Coordinate a field trip with multiple chaperones
- Plan your friend’s surprise birthday party
- Assign guests to tables for a dinner or a wedding
- Gather information on your son’s Boy Scout troop
- Set up the components of a weekend conference
How does it work?
Eventene breaks up every Event into two main components: Events and Lists. The Events component allows you to build itineraries, send invitations, track responses, and assign guests to seating, tasks, etc. The Lists component lets you create lists of invitees and places.
By combining these two components you can create custom schedules, assignments, roles, and records.
Which plan is right for me?
Eventene plans come in four tiers. There is the Free Plan which allows you to fully build Events and make use of Eventene’s core features. However, the Free Plan comes with a few restrictions to the number of items, Groups/Sections, Events, and Activities you can build. You also cannot create Surveys like in the higher tiers. The Free Plan is aimed at smaller groups (under 25 people), or for organizers who simply want to try out Eventene before purchasing a paid plan.
The Standard Plan removes most of these restrictions. It allows you to build unlimited Events, up to 10 Groups/Sections, 6 Activities, 2 organizers, and have up to 75 items in any Group or Section. This plan is aimed at organizers for smaller groups that don’t need a large number of People and Places.
The Pro Plan is a step up from the Standard Plan. It’s aimed at users who need to be able to create Events for medium-to-large sized groups (up to 750 per Group/Section), using a number of different data points. It also allows for 5 team members to work simultaneously on events, allowing organizers to further optimize the planning process.
The Premier Plan allows a team of up to 10 users to collaborate seamlessly within a single account. This can be a profoundly powerful tool since organizers can easily delegate, coordinate, and manage Events together, rather than relying on email or other tools to stay up-to-date. The Premier plan also increases the number of items per Group/Section to 2500, enabling organizers to plan for much larger events.
How do I create an event?
Creating an Event in Eventene is easy. Once you are logged in, start by selecting the “Events” tab in the upper left-hand corner of the screen. If you are building a new Event, select “Create from Scratch” and then fill in the event details. Once you hit “Continue”, your Event will be created!
From here, there are 5 primary steps to creating an Event:
- Build Lists – create and manage lists of People and Places to be used in Events. Lists may be reused for future Events
- Edit Event Details – enter an Event description, image, adjust start and end times, and add a Location address
- Add Activities – define multiple Activities with associated questions to ask the participants
- Send Questions & Track Responses – send out questions defined in the Activities and track the responses from the participants
- Assignments – arrange attendees into specific places (locations, activities, responsibilities, etc.) for each Activity
What is an Activity?
Many events can be broken down into several “parts” or activities, and Eventene allows you to do just that. Instead of having to create separate Events for each component of your larger Event, Eventene allows you to break your Event down into individual Activities. With each Activity, you will be able to customize details and guest lists, and Event attendees will only see information for the Activities that they are invited to.
How do I create a guest list for my event?
To begin generating a guest list, simply create a People List from scratch or by import an existing list. You can easily import a CSV file with all of your guests’ data if you have one, or paste copied items from a clipboard. If you want to instead create a list from scratch, Eventene allows you to customize what data fields to show for the guests in your list. Once you’ve created a Master List, you can also create a subset of that list if only certain guests are invited to specific Activities.
How do I invite people to an event?
Once you have created your Lists and assigned each one to each Activity, you can then send out an invite to each of your guests. Simply click on your Event and navigate to the ‘Send’ tab. From there, you will be able to customize which Activity invitations so send out, create a message for your invite, and send yourself a test email to see exactly what your guests will be receiving. From this tab, you can also send your guests any updates, survey questions, or assignments they have received for the Event.
How do I assign people to tasks or seating?
To assign your guests to a specific task, table, or other component within your Event, you must first create a People List and a Places List. Your People List will be your list of guests that need assigning, while your Places List will be your list of items that guests can be assigned to (this can be vehicles, hotels, tables, or even other people). Say you are organizing a school trip with a list of children (your People List) and a list of chaperones (your Places List). In order to assign each child to a chaperone, first navigate to the ‘Build’ tab for your Event. From there, select the Activity that you are interested in assigning, and assign it to the relevant People and Places List through the ‘Edit’ button. Once the Activity you are interested in has its corresponding People and Places Lists, you can navigate to the ‘Assign’ tab to start assigning each guest to his or her “place”. Next to the Activity you are interested in, you will see an ‘Assign’ action button which allow you to drag your guests to their assignments. If assignments are arbitrary, Eventene also gives you an option to auto-assign in order to save you some time.
What kinds of questions can I ask when inviting people to my event?
When creating each of your Activities, you have the option to ask your guests any relevant questions you may have for them when you send out their invite. You can customize what questions to ask your guests by navigating to each Activity under the ‘Build’ tab. If you are not sure what additional information you might need from your guests, Eventene gives you a variety of question type options in order for you to get the most out of our survey feature.
What kinds of fields can I add to each person?
Although our default fields include each guest’s first name, last name, and email, there are many additional information fields that you can add to your guest’s data entry. In addition to their basic fields, you can also add fields for your guest’s phone number, address, birth date, etc. With other field options such as ‘True or False’, ‘Yes or No’, ‘Number’ and ‘Text’, you can get the most out of our data fields by customizing them to your event. For example, if you are planning a school event, you might want to categorize people by whether they are parents or students, and then further categorize the students by which grade they are in. Eventene allows you to easily keep track of all of the relevant data you need through our highly customizable data entry fields.
What is the difference between a People List and a Places List?
Although the two list types may look similar in their field options, they serve very different purposes.
Your People List is where you will be creating your guests lists for each Event or Activity that you build. Each new item that you create represents a person (or group of people) that will be receiving an invite to whatever Event you assign them to.
Your Places List is a list of elements that your guests can be assigned to. This can include locations, activities, responsibilities, or even other people. When creating a Place item, you must input the place name as well as the number of spots available at that place. You also have the option to add an individual’s name and email if the places you are creating have a designated contact person. If you were creating a Places list of cars available for carpool, the name of each car would be your Place Name, the number of seats available would be your Spots, and the car’s owner or driver would be the designated contact person. Like with People items, you can also create your own data fields for each place based on the information you need to gather.
How do I create a subset List?
There are times when creating multiple subset Lists for your events will be incredibly useful, and Eventene has created a tool to do just that. Creating subset Lists can help you organize your Activities more effectively, as there may be times where you do not want every guest to attend every individual Activity. For example, if you are hosting an awards ceremony, you might have a special reception meant only for the award winners beforehand.
To create a subset List, you must first have created a Master List, either from scratch or through our import feature. This Master List will likely be every guest that is invited to your general event. To then create a smaller subset List, you can create a List under the ‘Lists’ tab and choose the option to ‘Segment an Existing List’. Eventene will then allow you to create Rule Sets in order to filter down your list to include only the guests you are interested in.
How do Rule Sets work?
Rule Sets are a way for you to filter down your Master List into a subset List based on criteria you want the items in your subset List to meet. This is useful for narrowing down your guest list when you have an Activity designed only for a specific group of your overall Event guests.
Each Rule Set can be comprised of one or more rules. Each rule takes a specific data field for every guest and checks whether it meets the conditions and values that you have specified. Following the awards ceremony example used above, you can use the Rule Set feature to filter your Master List to guests who have won an award, and title that subset List “Award Winners”. To do this, you create a new Rule Set, and specify that the value of the ‘Award Winner’ data field must be equal to ‘Yes’.
If you choose to add more than one rule to a Rule Set, your Master List will filter down to include only guests who meet all of the criteria in the Rule Set you have created. If instead you choose to create multiple Rule Sets to filter down a list, your subset List will include guests who meet the criteria in any of the given Rule Sets.
What is the Eventene mobile app?
The Eventene mobile app allows Event Attendees to get Event information on the go. When the organizer sends out questions, updates, or assignments through Eventene, you will receive an email with a link to download the mobile app and have access to view all of the Event’s necessary details.
Why do I need it?
As an Organizer, encouraging your guests to download the Eventene app will facilitate your access to the most up-to-date and accurate tracking information and survey responses. The app will also ensure that each guest has access to his or her individual assignments as well as the survey questions you need to successfully host your event. Thanks to our app companion, your guests will never miss any last minute updates regarding your event, guaranteeing that it will run smoothly.
As an Attendee, the Eventene app gives you a complete itinerary of your event, including time, location, and duration of each Activity, along with the ability to choose your preferred navigational app to get you to where you need to be on time. You will also have access to live updates with push notifications, contact information for the event’s organizers, and the ability to remotely check in and check out.