GC Events: Your Pre-launch Check List

As you prepare to launch your GC Event, review this list of key Events features to be sure you're making the most of your registration experience.

The countdown is on!

Double-checking your Ticketing setup: have you...?

• Created/customized at least one Ticket Type? 
  • From Event Settings > Ticketing: You can customize the default ticket type, or add new ticket types to meet your registration needs. Note: you can click and drag to sort ticket types once created. Also, once a registration has been completed using one of your ticket types, you can't edit or delete it!
• Assigned a Ticket Designation?
  • From Event Settings > Ticketing: You can choose the designation for ticket sales. The designation ID will show up as a column on Event Registration Deposit Reports to help your team know where to designate ticket proceeds. The designation will not be shown to registrants.
    • Need to also assign a ticket designation for the FMV of the ticket? Ask us in Support (support@givecampus.com) to enable that option for your institution's Events. 
• Leveraged Promo Codes? 
  • From Events Settings > Promo Codes: If you need to offer discounted/comped tickets for registrants, consider setting up promo codes. You can also use Promo Codes to add offline guests (folks who have paid by another method or should be registered but not expected to pay).

Double-checking your Registrant experience: have you...?

• Added custom fields to registration form and guest form?
  • From Event Settings > Guest Information page: You can collect any additional detail from your registrants (t-shirt size, dietary restrictions, etc.) by adding custom fields. These fields can be different from the fields you choose for Guests.  Note: make a field required by clicking the ⭐️ icon.
• Added the option for registrants to donate?
  • From Event Settings > Gifts: If you'd like to solicit donations as part of the registration flow, select the giving form, campaign or campaign backup form to which gifts from your event should be attributed. Next, select which parts of the registration experience should include the option to donate additional funds. 
    • Note: if this is enabled, donors will receive the gift acknowledgment email associated with the form/campaign you choose, so be sure that email template is current!
• Turned on the option to show a guest list?
  • From Event Settings > Sharing: At the bottom of the page, check the "Display Guest List for Event" box to include a guest list on the landing page of the event. Guests will have the option to hide their name from this list. 
• Customized the email template for registration confirmation? 
  • From Event Settings > Email Settings: Option to customize the registration confirmation email that registrants receive, including the reply to contact name/email address, image within email, subject line and introduction of the email. Note that the remainder of the email content that follows the introduction is hard coded [event details, guest details, receipt] and cannot be edited or removed.

Double-checking your Admin experience: have you...? 

• Set which Admins should receive Event-specific notifications? 
  • From Events Settings > Email Settings:  If you'd like a notification of each event registration emailed to select administrators, click the checkbox and select the people who should receive those emails. For complex events, these notifications will also include emails to flag any changes made to an existing registration.
    • Pro-tip: Consider adding a shared inbox (eg: events@testuniversity.com) as a GC Events administrator, and then adding that admin account to receive the notifications for events.
• Set up a reminder email?
  • From Event Settings > Email Settings page: Option to set up and send an automated reminder to event registrants with an RSVP status of "Attending."
    • 🚨🚨🚨 Reminder emails must be scheduled at least one day prior to the date the reminder is scheduled to be sent to ensure the reminder will be delivered at the event start time. A reminder email cannot be edited on the day it is scheduled to be sent. Doing so will delay delivery of the reminder email until midnight on the following day.
      • For example, if your event starts at 2:00 pm on November 15 and you want the reminder to be sent 1 day before the event at 2:00 pm, you must schedule the reminder email no later than 11:59 pm on November 13. If the email is scheduled or edited after 11:59 pm on November 13, the reminder email will not deploy until midnight on November 15.
• Tested the registration experience? 
  • When you're ready to run test registrations for your event, our strong recommendation is to clone your event and conduct your testing in that cloned version.  Testing in a clone of your actual event ensures that no real event registrations are created in your actual environment – you can read more about this commendation in the "Previewing Event + Testing Registration" section of this article.

And, if you're hosting a Complex Event, have you...?

• Required an activity?
  • From Event Settings > Details page: Check this box if you want to require registrants to sign up for at least one activity per person. This can be a helpful setting if you have a free overall ticket, but want to require registrants to select at least one paid activity to proceed through to checkout. By default, the option will be disabled with the checkbox "Allow for registrants to edit their initial registrations'
• Enabled the option for registrants to edit their own registrations? 
  • From Event Settings > Ticketing page: By default, the option will be disabled via the checkbox "Allow for registrants to edit their initial registrations'.
    • Note: Registrants will be permitted to add free or paid activities or add-ons, and remove free add-ons or activities. They will not be able to remove a paid activity or add-on via the self-edit workflow and instead should be directed to contact your office should a refund be required. Learn more about allowing registrants to edit their registrations here.