How to host a virtual event

Setting up and taking bookings for your virtual events is not too dissimilar from your in-person events, but we've put together a quick checklist to ensure that your event is correctly optimised for an online experience. 

1. Set your location as 'Online/virtual event'. This will remove the map section from your event page and allow you to hide the link to your virtual event to only those who have registered to attend. This can be found by clicking 'Location and contact details' from the left-hand navigation inside your event page. 

You can direct your customers to either an external link or embed the video stream within the confirmation page, hidden behind a secure page.

2. Disable e-tickets and send links instead. Select 'Completion message, emails and tickets' from the left-hand navigation inside your event and select 'Confirm booking only, no ticket' from the dropdown menu. This will still send a confirmation email, but with instructions on how to attend your virtual event in place of the ticket. 

You can edit the confirmation email text using the 'Booking confirmation email' field. Or, if you would prefer to display this information within the web browser immediately after placing the booking, edit the 'Message to show when booking complete' field.

If you would like to redirect the attendee to your virtual event or landing page, add the URL to the 'Call to Action' field and select auto-redirect. 

3. Set your event as private (If required). For private events which you would like to exclude from search engines and Bookitbee event discovery, select 'Search, sharing and social media' from the left-hand navigation and select your desired privacy settings. 

4. Contacting your attendees. You can access your attendee email data by selecting 'Bookings' from the left-hand navigation and clicking the blue 'Download CSV' button. 

Please note - you may only use this data to contact your attendees with important information on how to attend your event. For marketing messages, you can reach customers who have opted in for marketing messages by downloading the 'Mailing lists' report with the 'Reports' section, or by syncing your Mailchimp account. 

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