For this example, you will be throwing a dinner party with 25 guests at a local restaurant, 1 location, and 3 activities during the evening. The first step in planning a successful dinner party is planning with Eventene!
Creating the Event
Once you’ve created your account, click on the “Events” tab on the left-hand navigation bar. From there, click on the green “New Event” button to begin your journey. Since this is likely the first event of this kind that you've planned with Eventene, next we'll select "Create from Scratch," as shown in the following screenshot.
The first order of business is to name the event in question, so start by entering a title like “Annual Dinner Banquet” in the Event name field. Next, we'll enter information about the Event Start and End Date/Time (for example: 12/19 @ 6:00 pm to 11:00 pm) and the Event Location (The Georgian Hotel, Ocean Ave, Santa Monica, CA).
Additional details such as a event description, event image, and activities may be added after the initial Event creation.
Finally, we'll need to select a guest list to invite to the Event. Let's assume you haven't yet created any guest lists (Groups) in Eventene, so go ahead and leave the "Invitees" section blank for now. Finally, press the "Create" button at the bottom of the side panel.
Adding Event Details
Now, you'll see the Event Summary tab. Here you can add a description by entering text in the description box. You can also edit Event Details by pressing the pencil icon at the top of the page next to the Event Name. A side panel will open, as shown in the following screenshot. Let's go to the Attendance option in the details tab so we can change the RSVP settings for our guests. In this case, since it's a dinner party, we'll want to ask each guest individually if they can attend the event so we'll leave the Group attendance settings set to "Ask if Attending." Alternately, if you know everyone on your guest list is attending, you can set "All Attending."
Creating and Adding a Guest List
Now, let's go create that guest list so people will actually attend our event! Click the Groups tab on the left-hand nav bar to get started. Since the event takes place in only one location, all you need is a single Group which will serve as your guest list. For this event you would name the Group something like “Dinner Party Guests,” which will consist of 25 people. Press "New Person" and then click on “Create Group from Scratch”. Enter the Group Name for this guest list.
After pressing the "Create" button you will be able input names directly (i.e. “Aaron Marshall", "Isabella Valencia", etc). Simply go to the People tab within the Group and press "New Person". By default, there are fields for First Name, Last Name, and Email (which is all we'll need for this Event), but if you need more fields you can add them on the Layout tab.
Now that you have your Group and have created the general Event, it’s time to create Activities. Activities are the specific itinerary items that make up a larger Event. For example, this dinner party doesn't just include dinner, there are also cocktails, games, and dessert Activities.
Adding new Activities can be achieved by navigating to the Activities tab within the dinner party Event and clicking on “New Activity.” For Activities, you can input the name of the part and the time frame the Activities will encompass. For this dinner party, the Activities will be as follows:
- Social Gathering, 6 - 7:30 pm
- Dinner Banquet, 7:30 - 9:00 pm
- Tour of the Santa Monica Pier, 9 - 11 pm
Each Activity may have it's own Attendance settings and guest lists. For more complex Events, this allows you to create different groups of invitees for each Activity. For our example Event, we'll assume if they are coming to the party, they will attend the Social Gathering and Dinner. For the Tour of Santa Monica Pier activity, however, we can ask each invitee if they will be staying to participate. For that Activity, we'll set the Determine Attendance setting to "Ask if Attending". Since the Tour will cost additional expense beyond dinner, it's useful for the event planner to know how many guests will be attending that Activity.
At this point, we can associate our existing Group with each Activity. Simply open up the Edit Activity side panel by clicking on the respective Activity (but not the linked Group names) and then move to the Groups tab. Here we can associate an existing Group with the selected Activity.
Don't worry about Sections right now, because this is just a simple dinner party and we don't have any specific roles or responsibilities to assign to our guests. Under the drop down for Group, select "Dinner Party Guests." Repeat this process for each Activity.
Sending the Invitations
Finally, it's time to invite your guests. Move to the Send tab within the Event. Select the "Dinner Party Guests" Group and then click "Compose." Now, you'll write a message to your guests and click "Review." When you're satisfied with your message, click "Send" and your invite will automatically go out to all of the invitees on the "Dinner Party Guests" Group. Once invitees start opening and responding to the invitation you can track their responses in the Track tab.
That’s all there is to it! Of course, there's a lot more power and flexibility to be unlocked, but you've already mastered the basics of planning Events. With Eventene at your disposal, dinner parties have never been easier to plan. In no time at all you’ll be the toast of your town. Well done!
Optional Survey Questions
If your Eventene account is a paid plan, then you can also ask your guests questions during the RSVP stage. Since this dinner party will incorporate an optional tour after the dinner is concluded, you could include several questions for your guests in the invitation if they choose to participate in that Activity. You might ask, "Who would you like in your Tour Group?"
Questions can be added to the Overall Event (where all invitees will see them) or to each Activity (allowing you to customize which invitees see the questions). Simply navigate to the Edit Event Details or Edit Activity Details menus and select the Questions tab. Here you can create questions by clicking the "New Question" button. As guests submit their answers, you will be able to keep track of responses on the Tracking page.