How to create an event in cpanel

To create an event in CPanel, follow the steps below: 

 
1. Go to the Events tab and click on My events. In this section, you will see the list of events you have previously created. If you have not created any events yet, the list will be empty. To search through your already created events, click on Show filters and the filters you can select from will be displayed.

2. Click on New event at the top right of the Event List section to create a new event

3. On the New Event screen, enter the basic event information: producer, event name and event category; to access the rest of the settings.        

Click on Save and you will be taken to the event configuration details.

How to set up an event

After creating a new event, you can access the configuration by selecting it in the Event List under Events > My Events. Once selected, enter the information requested in each tab.

• General data 
• Venue templates
• Prices
• Sessions
• Communication
• Channels
• Promotions

Remember to click on Save changes (at the bottom right) to save your changes before switching tabs.

How to set up the general details of an event 

 

In the General data tab, there are three sections:

• Main information: Enter the basic information of the event and specify the category to which it belongs. It is important to configure the grouping if there is one, as it cannot be modified once a sale of that event has been made, and the Subscription List.
• Attendee tickets: Activate the nominal tickets and configure the fields to be filled in and on which sales channels.
• Other configurations: Select other settings such as subscriptions, bookings if supported, price in sales tranches and 3D views.

To set up the general details of an event, please fill in all the information requested in these three sections. Click on the ? icon to get help on the information requested. And remember that the fields marked with an asterisk are mandatory.

You can import your data and the personal data of the user with which you have accessed the platform will be copied.

Before changing sections, click on Save changes to save your changes.

How to add a venue template to your event

In the Venue Template section of an event configuration, under Events > My Events, you can add and configure a venue template.

If you need a graphic template, it has to be edited and configured beforehand by Onebox.

We recommend that you first configure the venue template in Events > Configurations and, once configured, add it to the event by following these steps:

1.    Select the option +

2. Select the venue where the event will be held.

3. Choose a type of template:

Base Template: You can select the template you have configured in the    Configurations section.

New template: You can create a new template. This case is only recommended for non-graphic templates, as graphic templates need to be designed by Onebox beforehand.

For more information on templates, see the manuals How to edit a numbered enclosure template and How to edit an unnumbered template.

Remember that you can select one or more templates per event.

4. Once the template has been added, select Save and Finish.

 

How to configure the rates and prices of an event

It is necessary to have configured the event template and price zones before assigning prices. Once you have done so, you can access the Prices section, in Events > My Events, and define the rates and prices for your event.

• If you want to create different rates for each price zone:

Click on the Rates section and, in the blank space (under Rates), type the name of the rate you want to create and click on Add Rate. When you create the different rates, they will be placed in columns in the table at the bottom of this section.

 

 

Once the rates have been created, double-click on the zeros that appear in the different cells of the table and assign to each combination of Rate and Price Zone the price you wish to apply.

By default, a General rate is displayed, which you can delete once you have created other rates. To delete a rate, make sure it is not the main rate (marked with a star) and click on the - sign. If it is marked with a star, just click on the star of another rate and this will be the main rate.

• If you only need a single rate per price zone 

Double-click on the zeros in the different cells of the table at the bottom of the screen, and assign to each Price Zone the rate you wish to apply.

In the Sessions section, we will assign the rates to the different sessions.

Before moving on to the Surcharges section, remember to Save your changes.

Note: Once you have activated your event, you can only change the ticket prices if you set the event back to In programming status.

How to set up surcharges on the prices of an event:

The surcharges for tickets, invitations and promotional tickets are edited in the section Surcharges.

To create a surcharge you have three configuration options:

• Fixed surcharge: Defines the surcharge as a numerical amount.
• Percentage: Defines the surcharge in percentage value.
• New price range: Use the ranges to introduce surcharges depending on the price of the tickets.

 

 

You also have the possibility to notify the sales channels of the minimum and maximum surcharges they can apply to your tickets.

For more information on surcharges, please see the manual How to add surcharges to an event.

Before moving on to the next section, remember to click on Save.

 

How to set up the sessions of an event

To configure the sessions for an event, go to Sessions under Events> My events.

To create a new session, click on New in the centre of the screen and select, according to your needs, to register a new single session or to register multiple sessions.

• How to register a new session

Enter all the basic data such as: name, start time, event template to which it is linked and the rate and taxes that apply. You can also select the date of publication on channels and of the start of sales.

Note: You can modify all information except the event template you have selected for each session.

• How to register multiple sessions 

In the case of selecting the option to register multiple sessions:

1. Enter the data of a base session: name, duration, event template, etc.

2. Click on Next and set the replays for this session by modifying the start date, time, and days of the week.

3. Click on Next again, and confirm that you have successfully created all sessions in a calendar.

4. Click on Create X sessions, and all calendar sessions will be created.

 

 

Once the sessions have been created, which we can see in the list on the left-hand side of the screen, we can configure the details of each one of them. By default, all of them will be created with the information of the event template to which they are linked, but it is possible to make personalised blocks for each session, changes in the status of the seats and assign sales groups. Price zones cannot be modified as they are defined in the event template.

To make personalised blocks for each session, select the session in the list and modify the detailed information in the tab session Capacity.

 

How to set up the communication of an event

In the Communication section, under Events> My events, you can design the texts and images that will appear on the website, the ticket, and the invitation.

Channel contents: Define the basic content of the event that will appear on the website: title, subtitle, description, language and duration, images and purchase receipt.

Ticket content: Configure the content of the Ticket in PDF and ZPL: text and images. In this section you can also choose the ticket templates you want to use in the event.

 

Note: The ticket contents can be configured in several sections: events, channels, sales requests and ticket templates. If configured in more than one, a hierarchy of information is established in this order: events, channels, sales requests and ticket templates.

You may also be interested in: How to change the PDF ticket images or How to change the ZPL ticket image.

 

How to add channels to an event

In the Channels section, under Events> My events, add the channels where you want to sell tickets for your event. To add a new channel:

1. Click on New in the centre of the screen and select the channel you are interested in from the channel list.

2.  Once selected, click on Request to submit the sales request.

If, as an organiser, you have your own channel, you can accept the request in Channels > My channels > Sales requests > Define channel operations. Consult the manual How sales requests work for more information.

3.  In the Operative section, select the publication dates and, to activate the sale in the channel, click the button to ACCEPTED.

4. Check the Sales lots and decide if you want to put all the seats on sale in this channel or only some sales lots. In the Select option, you can mark on the list which sales groups you want to assign to this channel. Please note that the system automatically marks the option All by default, so it is necessary to check this section when activating a new channel before putting it on sale.

Note: In order to be able to define the other tabs of the channel, the Sales Request must be accepted. The next steps are:

• Surcharges
• Agent commission
• Contents

How to configure the surcharges and costs of a channel

In this tab you define the default surcharges or specific surcharges for the event. It is also possible to set different surcharges for promotional tickets.

In PVP preview, you can see a simulation of the surcharges including handling fees applied to the ticket price.

For more information on surcharges, see manual How to add surcharges to your tickets.

In this section, you can configure the costs or commissions of a channel. This information is purely informative and is not reflected anywhere and is not passed on to the customer.

In Channels, you will also be able to:

 

1. In section Contents: you can access the link or URL of the event/sessions.

2. In section Tickets: you will be able to preview the PDF Ticket. 

 

How to set up event promotions            

To create a new promotion, follow these instructions:

1. Click on New.

2. Define the type of promotion you want to set up in each channel and add the name and description.

• Automatic: The promoted price is applied directly. This type of promotion is aimed at providing a price incentive, which is visible and comparable from the start of the purchase. The buyer will not have to select anything in the purchase process, the promotion will appear automatically.
• Manual promotion: Applicable to certain groups by validation or to all users. The promotion or incentive:  is applied after validating a code. In this case, activation by the user (if required) is necessary.
• Discounts: Aimed at giving a different price or establishing a new base price. It can be a fixed discount, in percentage, or a new base price. User activation is required, as the incentive is applied after validating a code (if required).

3. To set up the promotion, consider these basic parameters:

• General data: Name of the promotion in Cpanel, name of the promotion on the channels and description of the promotion.
• Limits and conditions: Select who the promotion is aimed at and on which channels. Here you can also configure different ticket options, the period of validity of the promotion and its limits.
• Discount types: Set the type of discount for the promotion: fixed, percentage or new base price.
• Zones: Select the sessions on promotion, the rates, and the price zones affected by the promotion.

 

For more information on promotions, see the articleCreating promotions at an event.