If your Attendance event will be held at multiple times (such as a Luncheon and a Dinner), on multiple dates, or at multiple locations, we often recommend creating an individual event for each time/date/location. This can simplify registrant data and allow for multiple Table Charts and separate name tags.
Note: If your event is a hybrid event (with an in-person component and a virtual component), our hybrid event type will allow you to manage both components in a single event, without setting up two separate events. Registrants will be able to choose whether they want to attend in-person or virtually and will be sorted accordingly on the Manage Registrants page and in other tools. Check out this article for more details! You can choose the hybrid event type when you create your Attendance event.
For an event with multiple times/dates/locations, the Support Team can help set up your Event Web Page and Invitation Email for each event to include both registration options, so that potential guests can choose to register for either event. Below are some examples:
The Event Web Page for this luncheon and dinner event includes Register buttons for both events.
The Event Web Page for this multi-date, multi-location event includes Register buttons for both events, which are held on different dates and at different locations.
Here is another sample Event Web Page for a multi-date, multi-location event. It includes Register buttons for both events, which are held on different dates and at different locations. In addition, the Registration Invitation Email for both events include Attend and Decline buttons for both events.
The Event Web Page for this event includes three Register buttons - one for the luncheon event, one for the dinner event, and one for the virtual event. The Registration Invitation Email for each of the three events includes Attend and Decline buttons for all three events.
If setting up a multi-time/date/location event similar to the ones above would be helpful to you, please reach out to Support to help with setting this up!
We know this set up may not be ideal for every event of this type. In some cases, events with multiple times/dates/locations are still managed as one single event for a variety of reasons. To help you decide which method would work best, we've provided a comparison below of how each method would function.
Event Web Page
With one event, you'd have a single Event Web Page with one "Register" button that takes all guests to the same registration form.
With two events, you'd have a single Event Web Page (duplicated in both events) that has two "Register" buttons, one for each time, date, or location.
Invitation Email
With one event, the Invitation Email would have one set of "Attend/Decline" buttons that take all guests to the same registration form.
With two events, the Invitation Email for both events would have two sets of "Attend/Decline" buttons that take guests to different registration forms, one for each time, date, or location. You can send invitations from either/both events and, either way, recipients will be able to choose which event they want to register for.
Registration Form
With one event, the Registration form can have a time/date/location field for hosts and guests to select that will record their response. You would be able to view guests in each category in reports or using Smart Groups.
With two events, the Registration form is unique to each event. Hosts and guests choose which event to attend from the Event Web Page or Invitation Email.
Hosts
With one event, hosts may be used for both times/dates/locations, but the system would not be able to automatically indicate which hosts had signed up for which time/date/location. The hosts' selection would either need to be manually added to their group title, or hosts would need to communicate their selection to their guests when they invite them.
With two events, hosts would register to their desired event. In the group host list on the registration form for a specific event, guests would only see the hosts for that particular event. Guests would need to register to the same event as their host in order to join their host's group.
Registration Confirmation Email
With one event, the registration complete page, confirmation email and host instructions email may need to be generic, showing information for both times/dates/locations. In some cases, they may be able to be customized depending on each guest's selection.
With two events, the registration complete page, confirmation email and host instructions email will be specific to each event's time/date/location.
Name Tags and Table Chart
With one event, name tags could be created specifically for guests of each event using a Smart Group or Folders from the old group manager.
A table chart could be created, but you would need to create sections or color code the tables on the table chart to distinguish between each event.With two events, name tags and a table chart could be created specifically for each event.
Emails
With one event, emails would need to be sent to people in each event by selecting hosts/guests in the groups that belonged in each event (if hosts were used) or by using Smart Groups.
With two events, emails could be sent separately to guests registered to each event.
Reports
With one event, reports would give a full picture of all guests across all events in a single report. They would show the time/date/location field for each guest/host so you would know what everyone had selected.
With two events, reports would be specific to each event.
Live Check-In
With one event, Live Check-In may be used, but all registered guests for each time/date/location will appear together.
With two events, Live Check-In could be used for each time/date/location separately so data is unique to each one.
Please let the support team know if they can help you with your event(s)!