Create an Event

Overview

Creating an event is the act of creating the event shell, then filling in the information that later pages depend on. The shell starts with only the minimum required fields. After that, the event lead moves through Details, Payments Config, Rego Config, Dealers Den, Activities, HR, Coupons, Affiliates, and final review depending on what the event actually needs.

Do not rush the status to active. A draft event is the safe place to write copy, build products, configure payment accounts, test registration, and confirm staff ownership.

Creation inputs

Input or option	What it does	Where it matters later
Public name	Attendee-facing event name.	Public event page, emails, passes, registration records.
Internal name	Optional private label for staff.	Event list and staff orientation when names repeat across years or tests.
Slug	Short public link identifier.	Public URLs and shared registration links.
Event start date/time	Beginning of the event operating window.	Age checks, registration timing, roster planning, analytics.
Event end date/time	End of the event operating window.	Registration defaults, closeout, roster windows, event lifecycle.
Reference prefix	Prefix used for rego reference numbers.	Support, check-in lookup, payment proof, attendee emails.

Setup options used in the flowcharts

Area	Main inputs and options	What they decide
Details	Cover image, description, venue name, venue address, status, timezone.	What attendees see and whether the event is draft, active, hidden, or archived.
Payments Config	Payments enabled, surcharge, cash round-up, VAT, confirmation behavior, providers, accounts, QR codes.	Whether attendees can pay, how payment is confirmed, and where money is received.
Google Wallet	Issuer, event name, class ID, activation state, colors, images, links.	Whether attendees can receive a branded wallet pass.
Rego Config	Rego windows, prefills, capacity, age, tiers, inclusions, add-ons, upgrades, transfers, groups.	What attendees can choose and what access/items they receive.
Shop Config	Shop enablement, global shop window, source-linked add-on/inclusion listings, standalone merch, categories, selling limits, rego requirement, pickup, delivery couriers, preferred couriers, and rates.	Whether attendees can buy event merch outside registration and how orders are fulfilled.
Dealers Den	Packages, application fee, capacity, merchandise requirements, rego equivalent, dealer entitlements.	How dealers apply, pay, and receive table/access rights.
Activities	Activity title, slug, button text, description, open/close window, questions.	How attendees submit panels, conbook entries, performances, or other forms.
HR	HR toggles, volunteer windows, departments, staff, locations, positions, subsidies, roster.	Who works the event and how coverage is tracked.
Marketing	Coupons, campaign tracking, reward tables, affiliates.	Discounts, referral attribution, and affiliate rewards.

Flowchart

Use these surface references while reading the setup flowcharts:

Flowchart action	Surface reference
Open Manage Event page	Manage Root Redirect
Set event details and activate the event	Details
Configure payment settings and provider accounts	Payments Config
Set pass branding	Google Wallet Config
Configure registration products, upgrades, transfers, groups, and entitlements	Rego Config
Configure event shop listings, standalone merch, categories, selling limits, couriers, delivery rates, and rego requirement	Shop Config
Configure Dealers Den packages and settings	Dealers Den
Build activity submission forms	Activities
Set up HR, departments, staff, and subsidies	Human Resources
Add volunteer positions	Volunteer Positions
Create coupons, campaigns, reward tables, and affiliates	Attendee Coupons and Affiliates Tracking

1. Create the draft and payment setup

flowchart TD
  step1["Partner creates a new event"] --> step2["<b>New event creation</b><br/>1. Set public name<br/>2. Set internal name (optional)<br/>3. Set link slug<br/>4. Set event start and end date/time<br/>5. Set reference prefix<br/>6. Save the draft event<br/><i>The event stays in draft mode by default so you can finish setup before the public can see it.</i>"]
  step2 --> step3["Open Manage Event page<br/><i>Surface: Manage Root Redirect</i>"]
  step3 --> step4["<b>Setting event details</b><br/><i>Surface: Details</i><br/>1. Set event cover image<br/>2. Set event description<br/>3. Set venue name<br/>4. Set venue address"]
  step4 --> step5{"Is this a paid event?"}
  step5 -- Yes --> step6["Go to Payments Config page"]
  step5 -- No --> step9{"Do you want Google Wallet ticketing support?"}
  step6 --> step7["<b>Setting payments config</b><br/><i>Surface: Payments Config</i><br/>1. Enable payments<br/>2. Decide whether to surcharge or absorb costs<br/>3. Set cash round-up for POS if needed<br/>4. Set VAT handling and surcharging if required<br/>5. Set registration confirmation behavior"]
  step7 --> step8["<b>Adding payment providers</b><br/><i>Surface: Payments Config</i><br/>1. Add payment provider<br/>2. Select payment provider<br/>3. Add flat amount or percentage offset for processing fees if applicable<br/>4. Set preferred provider if required<br/>5. Add payment account<br/>6. Set internal and display names (optional)<br/>7. Set account name and account number<br/>8. Set receiving limit capacity if needed<br/>9. Set balance offset if needed<br/>10. Upload QR code image for QRPH-compatible payment providers<br/>11. Mark account as active<br/>12. Save account<br/>13. Save global changes from bottom save bar"]
  step8 --> step9
  step9 -- Yes --> step10["<b>Set pass branding</b><br/><i>Surface: Google Wallet Config</i><br/>1. Set background color of digital ticket<br/>2. Set logo image<br/>3. Set hero image URL<br/>4. Set shared links (optional)<br/>5. Set activation state as under review"]
  step9 -- No --> step11["Go to Rego Config page"]
  step10 --> step11
  click step3 "../surfaces/manage-root-redirect/" "Open Manage Root Redirect surface docs"
  click step4 "../surfaces/details/" "Open Details surface docs"
  click step7 "../surfaces/payments-config/" "Open Payments Config surface docs"
  click step8 "../surfaces/payments-config/" "Open Payments Config surface docs"
  click step10 "../surfaces/google-wallet-config/" "Open Google Wallet Config surface docs"

2. Configure registration products

flowchart TD
  step11["Start on Rego Config page<br/><i>Surface: Rego Config</i>"] --> step12{"Is this event hosted on ZEP?<br/><i>Surface: Rego Config</i>"}
  step12 -- Yes --> step13["Set ZEP instance link and install ZEP app zip file."]
  step12 -- No --> step14{"Does this event have merch or inclusions with rego?"}
  step13 --> step14
  step14 -- Yes --> step15["<b>Create inclusions</b><br/><i>Surface: Rego Config</i><br/>1. Add inclusion name<br/>2. Add image for inclusion if applicable<br/>3. Select inclusion type (General, Wearable, Print/Poster, Plushie/Figurine, Digital Download, Event Access, Voucher/Meal)<br/>4. Add inclusion description<br/>5. Set registration window overrides if this inclusion has different availability dates<br/>6. If this inclusion should also be available in the shop, add it later from Shop Config"]
  step14 -- No --> step16{"Do you have a Discord role or Telegram member tag to assign as part of a rego tier?"}
  step15 --> step16
  step16 -- Yes --> step17["<b>For Discord:</b><br/><i>Surface: Rego Config</i><br/>1. Link your Discord account in Settings>Organizations<br/>2. Add the bot to your server<br/>3. Go back to Rego Config page<br/>4. Select the server for the event"]
  step16 -- No --> step18["<b>Create rego tiers</b><br/><i>Surface: Rego Config</i><br/>1. Add tier name<br/>2. Add image for tier if applicable<br/>3. Add description<br/>4. Add tier price (input 0 if free)<br/>5. Add per-tier capacity limit if applicable<br/>6. Add inclusions for the rego tier<br/>7. Add Discord entitlements if this tier assigns Discord roles<br/>8. Add ZEP access overrides if this tier changes ZEP instance or area access<br/>9. Set per-tier rego window overrides if this tier opens or closes earlier or later than other tiers<br/>10. Set pre-fill window overrides if this tier opens or closes pre-fills earlier or later than other tiers"]
  step17 --> step18
  step18 --> step19{"Does this event do add-ons?"}
  step19 -- Yes --> step20["<b>Creating add-ons</b><br/><i>Surface: Rego Config</i><br/>1. Add name for add-on<br/>2. Set an image for add-on if applicable<br/>3. Add description for add-on<br/>4. Select add-on type (General, Wearable, Print/Poster, Plushie/Figurine, Digital Download, Event Access, Voucher/Meal)<br/>5. Set add-on price (0 if free)<br/>6. Add Discord entitlements if this add-on assigns Discord roles<br/>7. Add ZEP access overrides if this add-on changes ZEP instance or area access<br/>8. Set per-add-on window overrides if this add-on opens or closes earlier or later than others"]
  step19 -- No --> step21["<b>Set rego settings</b><br/><i>Surface: Rego Config</i><br/>1. Set when rego opens and closes (per-tier, add-on, and inclusion overrides automatically apply)<br/>2. Set when pre-fills open and close (overrides automatically apply)<br/>3. Set max capacity for the entire event<br/>4. Set minimum age for the event. Users below that age cannot attend the event."]
  step20 --> step21
  step21 --> stepShop{"Do you want an event merch shop?"}
  stepShop -- Yes --> stepShop2["<b>Set shop config</b><br/><i>Surface: Shop Config</i><br/>1. Create shop categories before active listings<br/>2. Set the global shop open and close window<br/>3. Select add-ons and inclusions to sell standalone<br/>4. Add standalone merch and upload product images if needed<br/>5. Set price, fulfillment, per-cart, total-sale, and lifetime buyer limits<br/>6. Configure pickup, delivery, couriers, preferred couriers, and rates<br/>7. Decide whether a rego is required to order<br/>8. Enable the shop when ready"]
  stepShop -- No --> step22{"Do you want to allow attendees to upgrade?"}
  stepShop2 --> step22
  step22 -- Yes --> step23["<b>Set rego upgrade settings</b><br/><i>Surface: Rego Config</i><br/>1. Set when upgrades open and close<br/>2. Set upgrade flow depending on your logistics and production capacity<br/>3. If upgrades require manual review, set the payment window for attendees to pay and finalize before approval expires"]
  step22 -- No --> step24{"Do you want to allow attendees to transfer their rego to another person?"}
  step23 --> step24
  step24 -- Yes --> step25["<b>Set rego transfer settings</b><br/><i>Surface: Rego Config</i><br/>1. Set when transfers opens and closes<br/>2. Set transfer confirmation flow depending on your logistics and production capacity."]
  step24 -- No --> step26{"Do you want to enable attendees to rego as a group?"}
  step25 --> step26
  step26 -- Yes --> step27["<b>Set group rego settings</b><br/><i>Surface: Rego Config</i><br/>1. Enable group rego settings<br/>2. Set max group size for group rego"]
  step26 -- No --> step28{"Does the event have a Dealers Den?"}
  step27 --> step28
  click step11 "../surfaces/rego-config/" "Open Rego Config surface docs"
  click step15 "../surfaces/rego-config/" "Open Rego Config surface docs"
  click step17 "../surfaces/rego-config/" "Open Rego Config surface docs"
  click step18 "../surfaces/rego-config/" "Open Rego Config surface docs"
  click step20 "../surfaces/rego-config/" "Open Rego Config surface docs"
  click step21 "../surfaces/rego-config/" "Open Rego Config surface docs"
  click stepShop2 "../surfaces/shop-config/" "Open Shop Config surface docs"
  click step23 "../surfaces/rego-config/" "Open Rego Config surface docs"
  click step25 "../surfaces/rego-config/" "Open Rego Config surface docs"
  click step27 "../surfaces/rego-config/" "Open Rego Config surface docs"

3. Configure Dealers Den

flowchart TD
  step28{"Does the event have a Dealers Den?"}
  step28 -- Yes --> step29["Head to Dealers Den Config page<br/><i>Surface: Dealers Den</i>"]
  step29 --> step30["<b>Add package</b><br/><i>Surface: Dealers Den</i><br/>1. Set package name<br/>2. Add a short description<br/>3. Set tabling cost (0 if free)<br/>4. Set how many people can attend under this package (inclusive of dealers + assistants)<br/>5. Set per-package capacity"]
  step30 --> step31{"Do you want to tie an existing rego tier equivalent for the dealers and assistants?"}
  step31 -- Yes --> step32["Select a rego tier equivalent for the dealers and assistants."]
  step31 -- No --> step33["Manually add inclusions that dealers and assistants will receive in the package"]
  step32 --> step34["<b>Set Dealers Den settings</b><br/><i>Surface: Dealers Den</i><br/>1. Set an application fee (0 if free)<br/>2. Add merchandise requirements if applicable<br/>3. Set if dealers can upgrade rego tier if they have an equivalent rego tier after application approval<br/>4. Set if you will allow dealers to select add-ons after application approval<br/>5. Set dealers den capacity<br/>6. Set Discord entitlements for auto role assignment if applicable"]
  step33 --> step34
  step34 --> step35["Continue to activity and staff setup"]
  step28 -- No --> step35
  click step29 "../surfaces/dealers-den/" "Open Dealers Den surface docs"
  click step30 "../surfaces/dealers-den/" "Open Dealers Den surface docs"
  click step34 "../surfaces/dealers-den/" "Open Dealers Den surface docs"

4. Configure activities and staff

flowchart TD
  step35{"Does this event have activities that require applications or submissions such as Panels, Conbook Submissions, and etc?"}
  step35 -- Yes --> step36["Head to Activities Page<br/><i>Surface: Activities</i>"]
  step36 --> step37["<b>Creating an activity submission form</b><br/><i>Surface: Activities</i><br/>1. Set activity title<br/>2. Set slug if preferred. This slug is the last part of the link and can be customized to make it memorable or short.<br/>3. Set button text if preferred. This button is shown to attendees on the event rego page.<br/>4. Set description for the activity<br/>5. Set submission window open and close<br/>6. Create and craft submission questions using the form builder."]
  step35 -- No --> step38
  step37 --> step38{"Does the event need to manage staff and handle applications for volunteers?"}
  step38 -- Yes --> step39["Head to HR Config page<br/><i>Surface: Human Resources</i>"]
  step39 --> step40["<b>Setup Human Resources System</b><br/><i>Surface: Human Resources</i><br/>1. Import settings or departments if you already have a setup from previous events.<br/>2. Enable HR management<br/>3. Enable volunteer applications.<br/>4. If preferred, require valid rego before volunteering<br/>5. Enable shift start and end tracking<br/>6. If preferred, allow self-service inside the default shift start and end window.<br/>7. Set event-wide staff subsidy for staff members if preferred. Subsidies are discounts that apply for staff to get rego for the event.<br/>8. Set event-wide volunteer subsidy if preferred.<br/>9. Set open and close dates for volunteer applications."]
  step40 --> step41["<b>Setup Departments and staff</b><br/><i>Surface: Human Resources</i><br/>1. Add a department.<br/>2. Set department name.<br/>3. Set description if preferred.<br/>4. Set overrides for departments if preferred.<br/>5. Add staff members.<br/>6. Type in staff username (no @ needed).<br/>7. Add optional internal notes if preferred.<br/>8. Set if staff can use department-level overrides or use event defaults.<br/>9. Set staff member as active."]
  step41 --> step42["<b>Set shift locations</b><br/><i>Surface: Human Resources</i><br/>1. Add location<br/>2. Set location name.<br/>3. Add description if preferred.<br/>4. Set location to active."]
  step42 --> step43["<b>Add volunteer positions</b><br/><i>Surface: Volunteer Positions</i><br/>1. Add position.<br/>2. Add position title.<br/>3. Add which department volunteers under the position report under.<br/>4. Write a description for the position.<br/>5. Set application open and close override if preferred.<br/>6. Set subsidy override if preferred.<br/>7. Create application questions for the application form using the form builder.<br/>8. Set position as active before saving."]
  step43 --> step44["Continue to marketing setup"]
  step38 -- No --> step44
  click step36 "../surfaces/activities/" "Open Activities surface docs"
  click step37 "../surfaces/activities/" "Open Activities surface docs"
  click step39 "../surfaces/human-resources/" "Open Human Resources surface docs"
  click step40 "../surfaces/human-resources/" "Open Human Resources surface docs"
  click step41 "../surfaces/human-resources/" "Open Human Resources surface docs"
  click step42 "../surfaces/human-resources/" "Open Human Resources surface docs"
  click step43 "../surfaces/volunteer-positions/" "Open Volunteer Positions surface docs"

5. Configure marketing

flowchart TD
  step44{"Does your event have a marketing plan that involves tracking performance of links across mediums, attendee coupons for flash sales or early bird discounts, or an affiliate system?"}
  step44 -- Yes --> step45["<b>Creating coupons</b><br/><i>Surface: Attendee Coupons</i><br/>1. Enable attendee coupons<br/>2. Set a behavior for coupon stacking<br/>3. Select behavior for discount coverage<br/>4. Create a coupon<br/>5. Set coupon code<br/>6. Set internal name/title<br/>7. Select discount type<br/>8. Select discount value<br/>9. Select start and end date for when coupon can be used<br/>10. Select redemption limit for coupon<br/>11. Add internal notes if preferred<br/>12. Set coupon as active<br/>13. Save coupon<br/>14. Save coupon in page-wide save bar at the bottom"]
  step45 --> step46["<b>Enabling Campaign Tracking</b><br/><i>Surface: Affiliates Tracking</i><br/>1. Add campaign.<br/>2. Set campaign title.<br/>3. Set campaign code.<br/>4. Set landing path*** (deprecated, for removal).<br/>5. Set UTM presets.<br/>6. Set internal note is preferred.<br/>7. Set campaign as active.<br/>8. Save campaign.<br/>9. Save in page-wide bottom save bar."]
  step46 --> step47["<b>Set a reward table</b><br/><i>Surface: Affiliates Tracking</i><br/>1. Add a reward table.<br/>2. Add table title.<br/>3. Select and setup reward system.<br/>4. Select kickback label.<br/>5. Add reward details if preferred.<br/>6. Set reward table as active.<br/>7. Save reward table.<br/>8. Save in page-wide bottom save bar."]
  step47 --> step48["<b>Enabling affiliates</b><br/><i>Surface: Affiliates Tracking</i><br/>1. Add affiliate.<br/>2. Add username for affiliate - no @ needed.<br/>3. Set affiliate tracking code<br/>4. Set attendee discount type for affiliate code.<br/>5. Set attendee discount value (set 0 for no discount, if affiliate has only rewards or for tracking only.)<br/>6. Select reward table if applicable.<br/>7. Set internal note if applicable.<br/>8. Set affiliate as active.<br/>9. Save affiliate.<br/>10. Save in page-wide bottom save bar."]
  step48 --> step49["<b>Final review before activation</b><br/><i>Surfaces: Details, Rego Config, Payments Config</i><br/>1. Open the public event page preview<br/>2. Test the registration path as an attendee<br/>3. Confirm dates, prices, capacity, payment instructions, forms, and public links<br/>4. Ask the event lead to approve activation"]
  step44 -- No --> step49
  click step45 "../surfaces/attendee-coupons/" "Open Attendee Coupons surface docs"
  click step46 "../surfaces/affiliates-tracking/" "Open Affiliates Tracking surface docs"
  click step47 "../surfaces/affiliates-tracking/" "Open Affiliates Tracking surface docs"
  click step48 "../surfaces/affiliates-tracking/" "Open Affiliates Tracking surface docs"
  click step49 "../surfaces/details/" "Open Details surface docs"

6. Review and activate

flowchart TD
  step49["<b>Final review before activation</b><br/>1. Open the public event page preview<br/>2. Test the registration path as an attendee<br/>3. Confirm dates, prices, capacity, payment instructions, forms, and public links<br/>4. Ask the event lead to approve activation"] --> step50{"Approved for public registration?"}
  step50 -- Yes --> step51["<b>Event activation</b><br/><i>Surface: Details</i><br/>Go to Event Details and set event status to active once all details are finalized, reviewed, and ready for the public."]
  step50 -- No --> step52["Fix missing setup, incorrect information, or failed test flow"]
  step52 --> step49
  click step51 "../surfaces/details/" "Open Details surface docs"