Every new Eventene account comes with a sample Event. This Event showcases how you might set up a yearly company banquet that includes: 2 locations, 3 Activities, and a single guest list. This sample Event can be invaluable for learning the basics of Eventene.
Once you’ve created your account, click on the “Events” tab on the left-hand nav bar. You will see that the Event, "Annual Dinner Banquet", is already in your Events list and is scheduled for two weeks from the time of account creation.
Let's open up the Event to take a look at what's going on. Simply click on the Event to move to the Event Summary. Here you can view and edit the basic details of the Event like the name, date, time, description, and location. Since this is a sample Event, these are already pre-populated. To change any detail of the overall Event, simply click on the pencil icon on the top banner next to the Event Name.
Let's go to the Attendance option in the details tab so we can look at 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 knew that everyone on your guest list was attending, you could set "All Attending."
Normally, you'd need to attach a guest list (Group) to the Activities within an Event in order to invite guests; however, this has already been done for this sample Event.. If you'd like to create an alternate or additional Groups, please follow these instructions. First, navigate to the Groups page by clicking "Groups" from the left-side nav bar. Next, press "New Group" and then click on “Create Group from Scratch”. Enter the Group Name.
After pressing the "Create" button you will be able input names directly (i.e. “The Fraziers, The McKeowns, 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 from the Layout tab.
Now that you understand the basics of Events and Groups, let's take a look at Activities. Activities are the specific itinerary items that make up a larger Event. For example, this dinner banquet doesn't juts include dinner, there are also Activities for a pre-meal social gathering and exploring Santa Monica Pier after dinner.
Adding new Activities is accomplished 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.
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. Let's set the People Attendance to "Ask if Attending" for each Activity since we don't know if each invitee is able to attend every Activity. For example, some guests may only be able to attend through Dinner, but need to leave before exploring Santa Monica Pier.
At this point, we can associate that Group we previously created with each Activity. Simply open up the Edit Activity side panel by clicking on the respective Activity and then move to the Groups tab. Here we can attach a Group to the selected Activity.
Sections are used to create roles, responsibilities, or physical place assignments. A Section is generally consists of a number of locations and spots. For example, in this sample Event, we have a Section called "Georgian Hotel - Veranda" that contains 12 Tables each with 8 Seats. The Seats are a Whole Number field that may be used during the Assign phase of Event creation in order to put specific People in specific Places (the sets of roles and responsibilities within a Section). In this case, the Section is used to create Seat assignments for dinner.
If you wish to invite guests to this Event, first move to the Send tab within the Event. Select the desired 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 in the Group. Once invitees start opening and responding to the invitation you can track their responses in the Track tab.
Those are the basics of the Eventene sample Event: "Annual Dinner Banquet." We hope that you can use this sample Event as a launching point for all of your own Event planning. If you ever have any questions, feel free to reach out to us at firstname.lastname@example.org
So you've created your Event and sent out invitations, now what? Well, the first thing to do is pat yourself on the back for all your hard work. Next, after you've waited for invitees to have time to respond you can go to the Track tab within your Event and start looking at RSVP and Survey Question responses. For more information on Track, please consult the articles:
Another advanced option, is to set up Assignments. To do so you will need to have created a Section. But doing so gives you powerful options for creating groupings and/or assigning roles and responsibilities. For more information on Assignments please read the article Creating Assignments.