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How To: Create your Event

Elise Fletcher
Elise Fletcher
  • Updated

Overview

An Event represents a single "event" or "production" held by a Tenant.

The Event record contains all high level information defining the Event including names, logos, basic landing page information, dates, nomenclature (nicknames/terminology), and event colour palette. Integrations with third party tools are also configured at the Event level.

Once you create an Event, every single item you create in Joyn is linked to this Event record including Talks, Sessions, Live Streams, Meetings etc.

Task

Create, edit and manage your Event.

Pre-requisites

  • Create a Tenant
  • Permissions Granted of "" by Joyn Staff Member. 
    • Please contact your Account Manager if you require access

Instructions

  1. Within the Admin Tools Dashboard, navigate to 'Global Setup' and then "Events" via the via the black navigational bar on the left-hand side of the platform.
  2. From this page, click "Create Event" which will now open up the next page where you can now input your Tenant details. 
  3. Within the "Create Event" page, you can now complete all the mandatory and additional information for the Event. The below table is a list of all the fields within the Event with information/notes, examples and states if they are mandatory or not. 
  4. Once you have worked through the below table within the Platform, you can Submit the page. If this brings you back to the "Create a Event" page, please ensure you check through your page to rectify any error in the page and re-submit your page. If you have an error, please ensure you re upload your images and these do not "save". 

    Event Info
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Event Name Yes

    Immersive Event Experience
    The full name of the event
    Event Initials Yes Joyn
     

    		Yes
    Delivered Globally
    		  
    Yes  
    Email address is copied into all submissions and updates. This email is used for the for the /contact page when delegates complete a contact form.
    Tenant Yes
    Joyn
    This should default to your Tenant but it's always best to check this. 

    Home Page Content
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Event Hero Header Line
    		 Yes

    Join Us For

    		 This font is white and is 13px. This is also capitalised. 
    Event Hero Tagline
    		 Yes
    An Immersive Virtual Experience
    		 This font is white and is 60px. This section of font is case sensitive and will show on the platform as written.
    Event Hero Sub Header
    		 Yes
    Powered by Joyn
    This font is white and is 30px. This section of font is case sensitive and will show on the platform as written.
    External Ticket Purchase Link
    		 No
     
    This field is where you can input your URL for an external registration link or ticket purchase link. 
    Register Now Button Label
    		 No
     
    Currently this function does not work. If you do require a button on the homepage relating to registration, please add this via Home Page Buttons. 
    Buy Tickets Button Label No
     
    This field is for the wording you would like for your External Ticket Purchase button. This button shows on the Home Page Hero Header.
    Google Maps Venue URL No
     
    This URL pulls through to the Event Feature of "When + Where Button" under the Event Venue location. "See Map"
    Screen_Shot_2022-03-03_at_11.53.53_am.png
    Home Page Hero Background Video No
     
    This section only accepts Vimeo URLS. 
    Calendar ICS File  
     
    Please refer to How To: Calendar Invites for more information on this
    Hero Cover Image Yes
     
    This section on the homepage is responsive, therefore the suggested image size and type ie: 1600 x 900px and it's also suggested to use an image without text to ensure this is responsive on all screen sizes and devices. If you use an image with text, there is a chance it will be cut off when the screen size is smaller. For example; viewing the platform on a tablet or mobile device. 
    Home Page Featured Video No
     
    This section only accept Vimeo or YouTube URLS. 
    CTA Text No
     
    This section accepts HTML. This gives you the opportunity to change the Font Styles, input URLS, hyperlink email addresses, add in additional images,  just to name a handful. 
    When both text and image are inputted into this section, the text is to the left and image is to the right 
    CTA Image No
     
    When both text and image are inputted into this section, the text is to the left and image is to the right 
    		No but suggested
     
    This section accepts HTML. This gives you the opportunity to change the Font Styles, input URLS, hyperlink email addresses, add in additional images,  just to name a handful. 
    It's good practice to format this to be a header style as the default text size is quite small. Suggestions are to use Header 2 or 3. This depends on how large you require this header to be. Below is the "template" to make these header styled. 
    <h2>  </h2> 
    <h3> </h3> 
    No but suggested
     
    This section accepts HTML. This gives you the opportunity to change the Font Styles, input URLS, hyperlink email addresses, add in additional images, just to name a handful. 
    When both text and image are inputted into this section, the text is to the left and image is to the right. When only text is inputted, this will sit across the page. 
    About Image No but suggested
     
    When both text and image are inputted into this section, the text is to the left and image is to the right 
    Footer Text No but suggested
     

    This section accepts HTML. This gives you the opportunity to change the Font Styles, input URLS, hyperlink email addresses, just to name a handful. 

    This is shown at the bottom of the platform. Within the Event Features, you can either enable or disable text only footer.

    		No
     
    This functionality is only being used within the Joyn Mobile App. More information regarding this function will be released soon. 
    Covid-19 Section Title No
     
    This functionality is only being used within the Joyn Mobile App. More information regarding this function will be released soon. 
    Covid-19 Event Information No
     
    This functionality is only being used within the Joyn Mobile App. More information regarding this function will be released soon. 

    Event Dates
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Event Time Zone Yes  
    Enter the time zone for the event. This can not be changed after the agenda has been inputted. 
    Event Start Date Yes  
    In the event time zone, this will the end end of the countdown timer which can be enabled on the Home Page Header. 
    Event End Date Yes
     
    		 In the event time zone
    Yes
     
    This is 24hr time in the event time zone
    Yes
     
    This is 24hr time in the event time zone

    Event Nomenclature

    Updating the Event Nomenclature updates any button/s linked to that function and also updates any coded heading/s linked to that Nomenclature too. Eg. If you change the Nomenclature for Talks to Talk to Presentation, this is show as "Presentation Description" and not "Talk Description" 
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Label For The Agenda No
    i.e. Program, Schedule, Run Order. 
    Enter a word used to describe the event agenda.
    Label For A Theme No
    i.e. Theme, Discipline, Program Type, Specialty, Track. This is shown to Users in the Platform
    Enter a word used to group talks, sessions, speakers. 
    Label For An Agenda Category No
     
    Enter a word used to describe categories of content in the agenda. This is shown for filtering of information in the platform and is used as an additional filtering on top of themes
    Label For A Presenter No
    i.e. Speaker, Presenter, Lecturer. This is shown to users in the platform
    Enter a word used to describe a person speaking at the event
    Label For A Session Moderator No
    i.e. Moderator, Facilitator, MC, Host, Session Host. This is shown to users in the platform
    Enter a word used to describe a person who is moderating or facilitating a session at the event.
    Label For A Talk No
    i.e. Talk, Presentation, Lecture, Abstract. This is shown to users in the platform
    Enter a word used to describe one or more persons discussing a single topic.
    Label For An ePoster No
    i.e. ePoster, Poster, Submitted Abstract. This is shown to users in the platform
    Enter a word used to describe an ePoster that is available for viewing in the platform.
    Label For A Session No
    i.e. Session, Room Block. This is shown to users in the platform
    Enter a word used to describe a block of time in a room where one or more talks are presented.
    Label For An Exhibitor No
    i.e. Exhibitor, Company. This is shown to users in the platform
    Enter a word used to describe a company/individual who is exhibiting at the event.
    Label For An Exhibitor Partnership No
    i.e. Partner, Manufacturer. This is shown on the exhibitors page
    Enter a word used to describe the companies/individuals who are associated to this exhibitor 
    Label For A Sponsor No
    i.e. Sponsor, Supporter, Partner. This is shown to users in the platform
    Enter a word used to describe an exhibitor that has provided monies/services in exchange for brand placement etc
    Label For An Announcement No
    i.e. Announcement, Update, Blog Post. This is shown to users in the platform
    Enter a word used to describe a published update from the event organisers to users
    Label For An Application No
    i.e. Application, Submission
    Enter a word used to describe a submission of content for review by the event organisers.
    Label For Video On Demand Content No
    i.e. Video on Demand, Webcast, Replay. This is shown to users in the platform
    Enter a word used to describe a talk/session video that is available for on demand viewing after the event.
    Label For A Featured Item No
     
    Enter a word used to describe items that are of priority or highlighted. The featured label appears on all Featured Talks, Session, Exhibitors, Speakers etc. 
    Label For Surveys No
    i.e. Survey, Quiz. 
    Enter a word used to describe a survey that is available for users to complete.

    Policies & Text Content
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Conflict Of Interest Policy No
     
    Enter the Conflict of Interest Policy for the event. This is shown to delegates when submitting talks through talk submission process
    Meeting Confirmation Text No 
     
    Enter text shown to users after they have completed the meeting booking process to override the default text
    Contact Us Instructions No 
     
    Enter instructions shown to delegates above the Contact Us form. (/contact)
    These instructions should include any expectations from a delegate and how the submissions will be handled/responded to.

    Event Styling & Appearance
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Custom Event CSS No
     
    This section is only used and visible to Joyn staff. 
    Header Font Yes
     
    Define a custom Google Fonts font for heading. Must be entered correctly *Case-Sensitive*. Defaults to Montserrat
    Body Font  Yes
     
    Define a custom Google Fonts font for heading. Must be entered correctly *Case-Sensitive*. Defaults to Source Sans Pro
    Primary Colour
    		  Yes
     
    Primary colour of the event brand formatted as HEX. This is used as the primary highlight colour throughout the platform. Places this is shown is hyperlinks, timezone banner, all buttons, homepage hero overlay (this is a gradient with the secondary colour), featured tags. 
    Secondary Colour  Yes
     
    Secondary colour of the event brand formatted as HEX. This is used as a secondary highlight colour throughout the platform. This should be a different colour to the primary colour and be a suitable match for highlights. These are often shown together. It's highly recommended to make this a dark colour for hyperlink hover, it's suggested not to use white. 
    Page Background Colour
    		  Yes  
    Page background colour formatted as HEX. This is used as a background colour on certain pages of the platform. It is highly recommended to not set this, or use #FFFFFF for a pure white background.
    Page Header Background Colour  Yes
     
    Colour used for page header backgrounds formatted as HEX. If Page Header Secondary Colour is inputted, page headers will have a gradient from Page Header Secondary Colour into Page Header Background Colour. 
    Section Header Text Colour
    		  Yes
     
    Colour used for page section header text formatted as HEX. Page section header text is shown against a white background so dark colours are recommended
    Page Header Secondary Colour
    		  Yes
     
    Optional secondary colour used for page header backgrounds formatted as HEX. If present, page headers will have a gradient from Page Header Secondary Colour into Page Header Background Colour. 
    Top & Sub-Nav Menu Background Colour
    		  Yes
     
    Colour used for menu backgrounds formatted as HEX. The top menu & subnav menus will use this colour
    Side Menu Background Colour
    		  Yes
     
    Colour used for left side menu background formatted as HEX.
    Side Menu Text Colour
    		  Yes
     
    Colour used for left side menu text formatted as HEX. It's suggested to use a colour which will show against your Side Menu Background Colour. Eg, Navy Blue Background with White Text & Icons. 
    Side Menu Icon Colour
    		  Yes
     
    Colour used for left side menu icons formatted as HEX. It's suggested to use a colour which will show against your Side Menu Background Colour. Eg, Navy Blue Background with White Text & Icons. 
    Profile Side Menu Text Colour
    		  Yes
     
    Colour used for the right side text formatted as HEX. It's suggested to make this black, #000000.
    Header Text Colour
    		  Yes
     
    Colour used for page header text formatted as HEX. This shows on your Page Header Background Colour and Page Header Secondary Colour so it's best to use either a dark colour, or a light colour to contrast the header colour. 
    Menu Text Colour
    		  Yes
     
    Colour used for custom menu and featured text formatted as HEX. It's suggested to use a colour which will show against your Top & Sub-Nav Menu Background Colour Eg, Navy Blue Background with White Text & Icons. 
    Menu Icon Colour
    		  Yes
     
    Colour used for custom menu and featured icons formatted as HEX. It's suggested to use a colour which will show against your Top & Sub-Nav Menu Background Colour Eg, Navy Blue Background with White Text & Icons. 
    Scroll & Loading Bar Colour
    		  Yes
     
    Scroll & Loading Bar colour formatted as HEX i.e. #ED017F. This is used as the scroll and page loading bar. It is highly recommended to not set this, or use a colour that contrasts the other.
    Fallback Images
    		 No
     
    Upload one or more images to be used where images are not uploaded to each talk/sponsor etc. These act as a default image and should match your event or organisation brand

    Integrations
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Mapwize Key
         		  
     
    Enter a valid Mapwize account key to enable the Mapwize integration
    Mapwize Venue Key  
     
    Enter a valid Mapwize venue key to map the venue to Mapwize locations
    Stay22 IFrame ID  
     
    Enter a valid Stay22 event ID to enable the accommodation page iFrame

    Capstan
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Capstan/Cirrus Base URL  
     

    The base URL for Capstan/Cirrus used for webcasts and ePoster presentations i.e. https://s3-ap-southeast-1.amazonaws.com/cirrus.capstan.net.au/cleint/event/year
    Capstan/Conduit Base URL  
     
    https://event2022.capstan.net.au/conduit
    Enable Integration  
     
    Enable or Disable the import functionality
    Import Schedule (Minutes)  
     
    Schedule for importing data in minutes i.e. 180 for every three hours. This can be overridden by Joyn

    CVENT
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Enable Integration    
    Enable or disable the import functionality
    CVENT Base URL  
     
    The base URL for CVENT, i.e. https://api-na.cvent.com.au/baseURL
    CVENT Client ID  
     
    Enter a valid CVENT API Client ID
    CVENT Client Secret  
     
    Enter a valid CVENT API Client Secret
    CVENT Event ID  
     
    Enter a valid CVENT Event ID
    CVENT Filter
    		  
     
    Enter a valid CVENT API filter

    Meta Tags
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes

    Meta Title

    		 Yes

    Immersive Event Experience 

    Screen_Shot_2022-08-26_at_9.23.21_am.png

    		 Enter a title shown in search engines and when sharing pages from the Platform. It is recommended to use the event name as this pulls through to the tab in the browser.
    Meta Description
    		 Yes   Enter a description shown in search engines and when sharing pages from the platform. It is recommended to use no more than two sentences. The Event Description is recommended. 
    Meta Keywords
    		 Yes i.e. event,Joyn ,virtual,conference Enter keywords presented to search engines, separated by a comma.

    Event Images
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Meta Logo Yes
     

    Square JPG image used as the meta logo. Meta Logo relates to Google Search Engines and also relates to Meta Tags.
    Menu Icon Yes
     

    This is the image in the top left corner of your platform. It's recommenced to use a square image or a rectangle image with large text so this is still readable. 
    Favicon No but suggested if different to the Tenant favicon. 
     

    Square JPG image to be used as the favicon.
    The Icon circled below is an favicon. This is shown in a web browser next to the name of the page. 
    Screen_Shot_2022-08-26_at_9.23.21_am.png
    It's suggested for this image/logo to have no text as it's quite small.

    If not favicon is uploaded, the platform will default to the favicon in the tenant. 

    Event Configuration
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Status Yes
     

    Event Status should always be Active unless the Event has been completed and archived
    Landing Page Yes

     

    Landing Page should always be FALSE. On default, this is set to TRUE so this needs to be updated. 
    Public Yes
     
    Select the event status: public or draft. Please set the event to Public if you want all users and visitors to see the event. If the event is in draft mode, only Joyn/global admins will be able to view the event.
    Default Yes
     
    Default sets the Default Event if there are multiple Active Events to choose from. There can only be one Default Event
    Appears In Choose Event Dropdown
    		 Yes
     
    Configure the event access in choose event dropdown

    Billable Options

    These options are only available to super admins and affect billable options. Modify with care!
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Joyn User Support  
     
    Enabling this option turns on end user support in the platform. This does not need to be enabled/disabled at this stage of the build unless it has been communicated to do so. 
    Private Chat  
     
    Enabling this option turns on the chat feature in the platform. This only affects private direct chat and does not disable live stream chat. This does not need to be enabled/disabled at this stage of the build unless it has been communicated to do so. 
    Video Meetings  
     

    Enabling this option turns on the direct video meeting and meeting scheduling features in the Platform. This does not need to be enabled/disabled at this stage of the build unless it has been communicated to do so. 

    Talk Uploads
    Item Mandatory
    (Yes/No)    		 Eg.  Information / Notes
    Talk Content Upload Instructions No
     
    Enter instructions for speakers to explain the process once they upload their talk content. It should include expectations of the approval process, specific notes or requirements, and any other requirements. The legal release and publishing acceptance are already included in the form and are not required here. For more information about Talk Uploads, please refer to How To: Upload content to a Talk (Abstract process)
    Talk Content Deadline Passed Notice No
     
    Enter a notice for speakers to explain that the talk upload deadline has passed (as set by the talk content upload deadline in this page). No content can be uploaded if this message is shown. For more information about Talk Uploads, please refer to How To: Upload content to a Talk (Abstract process)
    Talk Content Upload Deadline
    		 No
     
    Enter the deadline for speakers to upload talk content to the platform, in the event time zone. Once the deadline has passed, no content can be uploaded and speakers will be shown the talk content deadline passed notice. For more information about Talk Uploads, please refer to How To: Upload content to a Talk (Abstract process)
    Talk Terms And Conditions Content No
     
    Enter any conflict of interest, copyright, or publishing release required by the event organisers. This is shown to speakers when submitting a talk abstract and when uploading talk content, if the event feature is enabled. We recommend that any legal or publishing release is included here so it is shown to speakers and accepted. For more information about Talk Uploads, please refer to How To: Upload content to a Talk (Abstract process)

Outcome

Once all mandatory and relevant fields are completed, you will have now created your Event. From here, you can move onto updating your Event Features, Creating Engaging Event Experiences, Customising your Event Content and adding in all of your Event Content. 

 

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