Creating Events

Creating Events

There are two ways for creating new events. By clicking ADD NEW button on Events Manager. Or by clicking admin submenu Add Event under Event Kikfyre top level menu. It will open a new page with a form for entering various properties. Some of these properties, like event name, are required and the form will not save the event until they are not filled. If the SAVE button on the form is disable, do a quick check if all required properties have been defined.

Event Properties
Each event has a list of properties. Not all properties are required for creating an Event, but having values in all properties will make the front end event page more fleshed out and aesthetically balanced.

Some properties require you to pick a value from dropdowns. These values are fetched from other places inside Event Kikfyre. For example, Event Types. If you have not created the desired property values already, you will have the option to create them without leaving the Event creation box. This will create a new entity in their respective panels and you can later go there to edit the entity and/ or fill its own set of properties.

Event Name string: This is the name of the event and will appear wherever the event is displayed. A name which spans couple of lines on your WordPress theme will look good. Very short or very long names may not look pleasing in some views. The name will be cropped after 2 lines on single event page. Additionally, it must be unique.

Event Type: You can either select from an existing event type from dropdown list or create a new type right from the event creation page. Creating new type will only set its Name here and you will have to fill its other properties by going to Event Types submenu and finding the Type you created.

Description: Here you describe the event. Since it is a rich text area you can add your formatting and add information that does not belong to any other property. Empty description will make the event view look a little bland on the front end.

Venue: Dropdown pick list shows the venues you have created in your Venues and Locations submenu panel. If you haven’t created the required venue, you have the opportunity to create it here by selecting Add New Venue. Once again, creating new Venue will only allow you to enter its Name and you will have to set its individual properties by editing it in Events & Locations submenu. Venues will have their own pages too.
Cover Image: An attractive and relevant cover image can make your event page look very pleasing. The cover image will be displayed in full width across content area in your WordPress theme on top of other event properties on front end.

Gallery: This should hold all the event related images other then the main image which should be assigned as cover image. These images are displayed as thumbnails below the event description and will be opened in a lightbox if clicked. Users can also browse the images from inside the lightbox once opened.

Performers: Performers are the people who are making appearance on your event. They can be speakers in a conference, actors in a play and so on. Just like the Venues, Performers too have their own individual pages. You can also create new performer(s) here. Newly created performers will need to be edited later by visiting Performers submenu.

Start Date: This is perhaps the most important property of an event. An event must have a start date and it will be displayed prominently on event’s page on front end. You have the option to select the date from a drop down calendar with Hours and Minutes attributes.

End Date: The day when the event ends. It can be same as Start date with a different time for events that span hours on same day.

Recurrence: Recurrence decides if the event repeats itself on specific dates or after equal intervals. If you select former, you can decide the dates on which the event recurs. All properties of a repeating event will be same apart from the dates. For booking purposes, each event recurrence will be treated as a separate event. You can also set the number of times the event will repeat if you select repetitions after fixed intervals.

Capacity: This is the maximum number of bookings allowed for an event. This number can be different from the capacity of the venue where the event is hosted. For example, venue can have 1,000 seats while booking cap for an event hosted at the venue can 800.

Organized By: Name of the organizer of the event. Unless you chose to hide it, this will be displayed prominently with event name on front end.

Organizer Contact Details: You can enter a phone number, email or set of instructions for contacting event organizer for event related queries.

Hide Organizer Details: This will hide the details of the organizer from the event page from public view.

Hide event from the calendar: This will hide the event from the events calendar widget.

Ticket Price: Set the price of the ticket for single entry. If you leave it empty, it will show as Free entry event on the front end. Although a free entry event will still offer bookings and tickets based on other set parameters.

Ticket Template: Select the ticket template which will be used for printing tickets for this event. If you do not have a template, you can create it later and come to edit the event for assigning it.

Max Tickets Per booking: Maximum number of tickets that can be booked in a single booking workflow. Setting this can prevent abuse of the booking system.

Allow Cancellations: This will allow users to request cancellations for their bookings from user accounts area. Admin will have to manually approve and refund the cancellations from Bookings submenu inside dashboard.

Note for audience: A text note that will be displayed to the audience along side event description. This can be left empty or be user for announcements, carrying requirements or instructions like dress code.

Allow Volume Discount: A simple system to offer flat percentage discount on minimum number of bookings. No. of tickets allows you to set minimum purchase volume for the discount to become applicable. Discount% is the flat discount on the total invoice.

Sponsor Images: Upload logos of your sponsors here. They will be displayed in a row at bottom of event page.

Facebook Page: URL of the event Facebook page, if there’s one.

Status: Turn it on to make the event active as soon as you save it. Or you can unpublish the event by setting it “expired” state if you do not plan to go live yet.