In this article, you'll learn how to set up an event from start to finish within one of your Qgiv donation forms! Read on to find a checklist and links to more detailed articles if you’d like to go more in-depth on a particular step.
Event Creation Checklist
☐ Configure Event Details and Settings
☐ Create Registration Packages
☐ Add Event Fields
☐ Set Up Promo Codes
☐ Create Tables
☐ Review the Attendees Tab
☐ Customize Wording and Event Banner
☐ Customize Attendee Fields
☐ Share Your Event
☐ Clone the Event for Next Time
As we move through the steps, we’ll link you to more detailed articles that explain these steps in greater detail. If you'd like to jump to one of those articles now, choose a relevant link from below:
| Event Details & Settings | Packages | Fields |
| Promo Codes | Table Management | Attendees |
| Events Banner & Settings | Attendee Fields | Cloning an Event |
| Event Builder |
Configure Event Details and Settings
The first step in creating your event is to navigate to the Events area of your form-level navigation. From there, you'll click Add New Event and then configure the event’s settings. You may also upload an event logo (the recommended size is 150x150 px).
To view a quick-start tutorial on setting up event details, check out this video:
In the Event Settings area, you’ll need to enter general Event Information, an Event Description, and Location Information.
Event Settings is where you’ll also decide how many participants can register for your event, whether to allow donations during registration, and whether the event has start/end dates and registration or donation cut-off dates.
Finally, you’ll want to set up the Registration Receipt for the event. You can use a default receipt or customize the receipt for this specific event.
Click here to read the detailed article about Event Details and Settings.
Check out this article to read more about customizing form-level receipts.
Create Registration Packages
Participants can’t register for your event unless you have created at least one registration package.
To view a quick-start tutorial on adding a new package, check out this video:
After clicking Add New Package, you’ll name the package, add a description, set ticket limits, and then decide how much the package will cost.
Pro tip: If your event is free to attend, you can set the package cost to $0.
When setting ticket limits, you’ll decide various package quantities, including:
- Tickets included: Most packages include a single ticket, but if you’re selling a table sponsorship, for example, you can include as many tickets per package as you want.
- Default quantity: This is how many packages are pre-selected when the registrant begins registration.
- Max available per event: This is the total number of this package you want to be able to sell for the event. This is set to “Unlimited” by default.
- Max available per transaction: This is how many packages can be purchased in a single transaction. This is also set to "Unlimited" by default.
You can also offer early bird discounts for purchases made before a certain date and decide whether to include a multi-package discount when registrants purchase multiple packages.
Once you've created some packages, you can organize them into Package Groups, if you want.
Click here to read the detailed article about Event Packages.
Add Event Fields
Event fields are additional pieces of information that can be asked for one or all of your package options. You can collect specific information needed for the registration that you haven’t already covered.
To view a quick-start tutorial on adding an event field, check out this video:
After clicking the Fields tab, you’ll want to choose the Add New Field option. Then, you’ll choose the field type, field label, field help text, display settings, and reporting label.
You can also associate the field with specific registration packages or with all packages.
Once you've created some packages, you can organize them into Field Groups, if you want. Additionally, you may also add conditional logic to Event Fields.
Click here to read the detailed article on Event Fields.
Set Up Promo Codes
If you’d like to offer discounts for event registration, you can set up promo codes.
To view a quick-start tutorial on adding a promo code, check out this video:
Promo code discounts can be set as a specific amount or as a percentage of the transaction total.
You can also limit the number of uses of each code and the time frame during which the code can be applied. Make sure you double-check the start and end date the promo code is valid. Finally, you can apply promo codes only to certain packages.
Click here to read the detailed article on Promo Codes.
Create Tables
If you'd like to group event attendees into tables, you can do so on the Table Management tab.
From here, you can create named tables with seats using the Manual option, or you can create complex event space layouts using the Visual Seating Charts tool.
Click here to read a detailed article about Table Management.
Review the Attendees Tab
The Attendees tab is where you’ll find a table listing all registrants for your event.
To view a quick-start tutorial on the Attendees tab, check out this video:
Once participants start registering, this is where you can go to check attendee status, review transaction details, assign guest seats, and print an Event Report.
You can also email your attendees directly from this area if you need to send reminders or announcements about the event.
Click here to read the detailed article on the Attendees tab.
Customize Settings and Event Banner
The Settings tab controls some of the messages that will display for all your active events.
In the Settings tab, you can toggle the Events Banner on and off and customize the displayed messages on this banner (the recommended banner size is 1200 x 465 px). You can also set the Default View for your form to display the donation form or the event registration.
The Wording tab only applies to legacy event registrations. If you're using a legacy event, check out this article to learn more.
Click here to read the detailed article on Settings and the Events Banner.
Customize Attendee Fields
If you enable Request attendee details per ticket in the Event Settings, a new tab for Attendee Fields will appear above your main events listing.
Here, you can customize the field labels for the First Name, Last Name, Phone, and Email fields when requesting attendee details during registration.
Share Your Event
You can share a direct link to your event clicking Copy URL under the event's name.
The event's URL will be copied to your clipboard for you to paste wherever you like!
Please note: If you'd like to customize the URL for your event, let us know. We change it for you!
Clone the Event for Next Time
Cloning an event is the perfect way to handle annual events or events that are similar. The attendee data will be removed and simple updates can be made, versus starting from scratch!
To view a quick-start tutorial on cloning a Qgiv event, check out this video:
Your cloned event will be created with the same name, event details, and theme as the original, but you can configure some of the other settings before cloning. The new event will be inactive and will say “copy” after the name. Click Edit to make changes to the cloned event.
Toggle an inactive event to active using the toggle, and archive old events by clicking the Archive link.