How To: Create an Online Event

Audience: Event Manager

Introduction

Policy: The Event Journey in Engage was designed and subsequently built to support policies approved of and signed off on by the SCORE HQ Executive Leadership team in October of 2019, only after its features and functionality were reviewed and tested by our Early Adopters group.  Also factored in is the fact that we would very likely see a significant drop-in workshop/event numbers. However, opting not to use this piece of the new system at all would result in no data available to report to the SBA.

Due to the COVID-19 virus, the SCORE policy has been amended to allow chapters to receive event credit for online webinars.

The event creation process includes setting up and publishing the event. This process involves defining registration settings, an event fee, discount codes, survey settings, email marketing preferences and adding a Workshop Presenter. An event may be created using a previous event as a template, which is known as cloning an event. Note: Chapters have 90 days after they go live to fully convert from Constant Contact to Engage.

Note: To view the full list of notifications for the Event Journey, click here. (You must be signed into your @scorevolunteer.org account.)

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Table of Contents:

• Create & Publish Event
  • Basic Information
  • Survey Settings
  • Descriptions
  • Adding a Non-SCORE Workshop Presenter
  • Location Information
  • Webinar Information
  • Registration Details - Automatic Registration Close Out
  • Registration Details - Manual Registration Close Out
  • Paid Events Setup
  • Attendee Information
  • Email Marketing: Constant Contact
  • Upload Event Main Image
  • Add SCORE Workshop Presenter
  • Upload Files
• Zoom Webinar Integration Setup

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Create & Publish Event

Policy change: Event Managers will now create events in SCORE Engage instead of Constant Contact. Event Managers will now manage the timing of sending the event survey (1 hour, 24 hours, or 48 hours after the event) in SCORE Engage. If not specified, the survey will be sent 24 hours after the event has occurred. This process used to be completed in Constant Contact.

Business rule: When setting up an event, Event Managers now can select a check box to publish the event to SCORE Headquarters and chapter websites. Chapter Webmasters are not notified and will need to manually add any images or materials. New registrants will be automatically added to the Chapter's contact list in Constant Contact. This sync can be disabled by the Event Manager on an event-by-event basis.

1) Navigate to events by clicking on Events - Last 90 Days from the Home Page. Note: Other lists can also be used here: Upcoming, Need Action, Completed.

2) From the list, click the New button on the top-right.

Basic Information

3) Enter the basic event information. In this section, the required fields are Event Name, Chapter, Start Date & Time, End Date & Time, Survey Timing, and the Event Status.

• To start, enter the Event Name, search the Chapter, indicate the Start Date and Time and the End Date and Time.

4) Enter Event Status. Available values and descriptions are below:  

Survey Settings

5) Set the Survey Timing. The field default value is 24 hours. Other options include 15 minutes, 1 hour, 48 hours. A survey will not be sent out to attendees (registrants that are marked as Attended) until the event status is updated to Completed.

Description

6) Enter your description in this section.

• Short Description - any information entered here will be displayed on the registration form. The character limit on this field is 255.
• Description - a.k.a. Long Description. You can enter more information about your event in this field. The current character limit on this field is set to 32768. The information on this field will be displayed on the landing page created by Engage in your chapter website.
• Description HTML - use this field to create and structure sections, headings, links and lists on your landing page. Currently, there is no character limit in this field.  Note: The font styling (font type and size) offered in this field does not work with our website (Drupal) so please refrain from using any of it. Also, do not use the Insert Image on this Description HTML box, instead, refer to the steps on how to add an event image.

7) The Training Topic(s) is a required field so make sure to select at least one topic on this field. Select a topic by clicking it on the Available box, then click the arrow to move the topic to the Chosen box. Note: To select multiple training topics, hold your CTRL key (or Command key for Mac users) and click the topics.

8) Select Resource Partners on the next field. By default, SCORE is pre-selected in this section.

9) Select the Local Event Type by clicking the drop-down arrow to show the options.

Note: Roundtable and Workshop event types are reported to SBA. While the following event types are NOT counted in the Total Local Services Numbers: Awards/Ceremony, Client Networking, Trade Show/Conference, and CEO Forum.

10) Select the appropriate Program Format by clicking the drop-down arrow to show the options.

Note: Use the Online Course program format when setting up an online event. This will prevent the system from sending the Map Link info in the confirmation and reminder email sent to registrants.

11) Select the Training Delivery Method, or enter Other Training Delivery Method (if applicable) in the fields provided.

Are you using federal funds? Any event reported to the SBA i.e. reported in total services would be yes to federal funds. Answer YES to this field if you've selected event types such as Workshop and Roundtable.

Select National SCORE Program, Language Used, or enter Other Language Used (if applicable).

Non-SCORE Workshop Presenter          

12) If there is a Non-SCORE Workshop Presenter, enter the presenter’s name. Note: The individual will not have access to SCORE Engage and the event information held in the system.

Location Information

13) Enter the Location Information as Zoom Webinar or Online.

Notes: Events without the location details will show on the website as a Live Event and marked as Online (but will be indexed with the chapter's state and zip so it will still display in the National search).

Events with a location street, city, state, or zip code information will show on the website as a Live Event and marked as In Person.

Webinar Information - Using the Zoom Webinar Integration Tool

14) When using the Zoom Webinar Integration tool, create and enter a Webinar Password. This is the only field that must be modified under the Webinar Information section. If you are not using the Zoom Webinar Integration Tool, please skip this step.

15) Enter the Sponsor and Co-Sponsor information. The text fields have a limit of 40 characters. Note: If you want to add your Sponsor Logo, you can upload it as the event image.

Registration Details - How to Close Registration prior to the Start Date/Time

Note: Registration is automatically set to "closed" on the same date as the End Date/Time fields. If you'd like to close the registration prior to the Start Date and Time, follow the steps below.

16) You can set up the system to automatically close out the Registration Status before the event date by setting the Limit # of Registrations. Note: When checking this box, you will be required to enter the limit size in the Registrant Limit field.

Note: If you would like to maintain a waitlist for the event, select Yes from the dropdown and any registrations received after capacity will be added to a waitlist.

17) You can also set up the system to automatically close out the Registration Status before the day of the event by defining the Close Registration on (Date). Note: We suggest closing your registration a day before your event date since the system closes the registration at 11:59 pm of your local time.

• As a result of setting up either or both of these fields, the Registration Status will automatically be set to Closed after the field has been satisfied.

Registration Details - Event Manager manually closes the registration.

18) Another option is to close the registration manually (skip setting up items 17 and 18). The Event Manager can come back to the event record page any time to modify the Registration Status from Open to Closed. To modify an event to change its registration status, please follow the guide here.

19) Show Event on SCORE Website is checked by default. You'll also find your event displayed on your chapter's Take A Workshop page. In the Registration Details section, you are given the option to uncheck a box to prevent the system from displaying your event online. If unchecked, the event will not be displayed online but will still accept registrations.

Paid Events Setup

20)  To configure a paid event, select Yes on the Charging a Fee field. You will then be required to enter an amount on the Full Fee field. The Other Income field is for income earned from the event that is not from the registrant’s event fee. This can be entered after the event has taken place. The Full Fee Income and No Show Income are calculated and automatically populated by the system based on registrant information.

21) When setting up a Paid Event, you are also required to display and enter the Event Contact Info. Fill out the fields under this section for paid events.

22) Event Discount Information can be added for your paid events. You can set up an Early Bird Discount and up to three (3) Discount Codes. Discount codes are defined by the Chapter. The event discount can be a dollar amount or a % of the Full Fee.

Attendee Information

23) Total Attendees, Total No Show Registrants, and Full Fee Attendees are roll-up fields that will be populated by the system based on registrant information.

Email Marketing: Constant Contact

24) By default, the Constant Contact Sync Enabled box is checked. This will automatically import all registrants to your Constant Contact account. The Event Contact List Name field above it will auto-populate the name of the contact list matching the one created in Constant Contact (after saving the event) e.g. QuickBooks Desktop - mJAAQ.

If you don’t want this information imported, simply de-select the checkbox. Note: If you see any error message on the List Callout Error Type and List Callout Error Details fields, screenshot these fields and send an email to engage@score.org.

25) After putting in all the information about your event, click Save to create the event record page.

Upload Event Main Image

26) Next, upload a new image from your local device by clicking Upload Files or drag and drop file. Then, click Next.

Note: Make sure that your event image has a unique filename before uploading it e.g. UniqueFileImage_ChapterXXXX.jpg.

Add SCORE Workshop Presenters

Note: If you are looking at how to add a Non-SCORE Workshop Presenter, please click here.

27) The next window will allow you to add a SCORE Workshop Presenter. Select Yes if adding one during the creation or you can always modify the event later to add the Workshop Presenter. Click Next.

28) Search the presenter by typing their first or last name and click their name from the results. Then, click Next.

29) If you want to add more SCORE Workshop Presenters and you can select Yes or No and then click Next.

Upload Files

30) When applicable, upload documents or other file resources related to the event.

• When uploading a file, click the Upload Files button or drag and drop the file. Then, click Next.

31) On the last window, you'll get the confirmation message that you've successfully created an event. Click Finish and you're done!

Note: To include this file in the Event Confirmation Email, please follow the steps in Add Event Resources.

Zoom Webinar Integration Setup

1) Once the event is created, click the Create Zoom Webinar button.

Note: After creating the Zoom Webinar, do not go to Zoom and edit the details, especially the Registration Settings in Zoom. Manually changing the Registration Settings in Zoom will break the integration of Zoom in Engage.
       

2) A pop-up message will confirm that a request to create the event has been sent to Zoom. Click Finish.
       

3) Scroll down to the Webinar Information section to confirm that Zoom has created the event – the Webinar URL fields should contain the Zoom links.