Release Notes (2024.09.30)

Release Notes (2024.09.30)

What’s New

Event Portal

A new “Export Registrant List” feature has been added, allowing Event Organizers to enable an “Export” button for any Registrant List page type on your Event Portal. This feature lets attendees easily download a CSV file of displayed registrants, viewable in common spreadsheet editors like Excel or Google Sheets.

Learn more here: Event Setup : Enable Export Registrant List Page data to .CSV | ClearEvent Help Center

Registration

Forms

  • The registrant count of all registrants that have signed up using a registration form is now shown in the Event Manager App > Registration section > Forms tab. This makes it quicker to identify forms that have received registrants for your event.
  • New specialty fields have been added to the Form Designer > Fields tab. These new fields will make it faster to collect common data like social links, add a waiver to your form, or add section headings to your form.
  • The Form Designer has been enhanced to improve the clarity of the various fields used to communicate registration status messages to registrants. All messages can now be easily edited in the Message Templates tabs. Additional help tips have been added to clarify the purpose of each message.
  • We have enhanced the File form field in the Registration Form Designer to allow the upload of Scalable Vector Graphic (SVG) files when the File Type setting is set to “All” or “Image (Vector)”. This enhancement will allow event organizers to collect vector graphics files, which are commonly used when there is a need to maintain image quality for illustrations like logos, artwork, etc.
  • Both the maximum and minimum Text Box Input Form Field lengths have been increased from 2000 characters to 4000 characters. This allows events to enforce larger minimum and maximum character lengths.
  • If available, Entry Fee Type (“Early” / “Late”) is now displayed in the Registrant Details > Overview tab.
  • We’ve made an improvement to the Registrant List feature, making it easier for Event Organizers to quickly access the exact sign-up date of a registrant without needing to navigate into the Registrant Details view.

Transfer Registration

  • Event organizers can now transfer registrations to another person easily. In the Registrants tab, users can now click the “Transfer” button to initiate the transfer process. This enhancement ensures that if an attendee cannot make it, their registration details can be updated seamlessly, allowing another person to attend without any hassle. This is especially useful in situations where refunds are not allowed. The process is straightforward, requiring only the new attendee’s email, name, and optional contact details. Automated confirmation emails ensure the old and new registrants receive notifications for a smooth transfer.

    Learn more here: Registration: Transfer a registrant | ClearEvent Help Center

Rich Text Fields

  • We’ve added a new enhancement that allows Event Organizers to easily embed event portal links in any Rich Text field or email using placeholders. This ensures that when you copy an event, the correct link is automatically applied without needing to hard-code it.

    The new placeholders are:
    {{EventPortalShareLinkUrl}} – Embeds the Event Portal Share Link (URL) only.
    {{EventPortalShareLink}} – Embeds a full clickable “Event Portal” link that will open the Event Portal.

  •  

Other Improvements & Fixes

  • Rich Text: We’ve fixed a bug in the Registration section that caused rich-text description fields to mix up their values when editing text values. Now, each field keeps its own unique value.
  • Budget: Fixed an issue in the Budget section that was causing incorrect product totals when a registration form containing only paid products is deleted. Product totals are now correct in this scenario.
  • Registration: Resolved an issue where the “View Registrant” link in the admin email, sent to organizers after a guest registers using a form with auto-approval enabled, was broken and not loading. The link now correctly directs to the registrant’s details, ensuring a seamless experience for event organizers.
  • Tickets: Fixed an issue that was preventing some queued ticket order confirmation emails from being sent. All queued ticket order emails were successfully sent once the issue was resolved.
  • Messages: Fixed a bug that was causing the Event Portal URL in a Message sent via email to be prefixed with an extra “https://”, creating an invalid link. The link now correctly starts with just “https://”.
  • Registration: Resolved an issue where automated reminder emails weren’t being sent for some registrations. Now, reminder emails will be delivered as expected, ensuring participants receive timely updates before your event.
  • Registration: Resolved an issue where hidden office-use fields were being included in the registration approval confirmation email.
  • Registration, Tickets, Accessibility: Fixed an issue that blocked keyboard navigation during ticket checkout that used Ticket Groups and registrations that used Fee Groups. You can now expand groups using the spacebar or enter key and tab through the controls easily, improving accessibility.
  • Registration: Improved the sorting of Availability Periods in the Registration Form Designer. Now, periods are first sorted by the start date, with the end date as the tie-breaker.
  • Sponsors: Improved the Sponsor Description field validation when creating a new Sponsor Profile. If rich text with invalid formatting from Microsoft Word is pasted, the system will now display a clear error message instead of a generic one.
  • Date/Time Improvements: Fixed display issues related to the Date Time Picker dropdown field, ensuring it displays correctly on all screens.
  • Invites: Fixed an issue where button text on invites became unreadable when the primary text color was set to dark. The button now uses an outline style for better readability.
  • Event Manager: Fixed an issue where archived event names were incorrectly displayed in the Manage Organizations > Licenses tab after an event rollover.
Transform Your Event Planning Experience with the Ultimate Tool: ClearEvent

Transform Your Event Planning Experience with the Ultimate Tool: ClearEvent

Are you tired of juggling multiple spreadsheets, communication channels, manual ticketing processes, and registration forms which don’t adapt to your needs while planning your events? You’re not alone. Event organizers often face these challenges, which make the planning process overwhelming. Fortunately, there’s a solution that can streamline your workflow and enhance attendee experiences: ClearEvent’s all-in-one event planning software.

Why Choose ClearEvent as Your Event Planning Software

ClearEvent is a game-changing event management software designed to simplify every aspect of event planning. Instead of managing multiple tools, you can rely on a single platform that handles everything from event registration to team collaboration.

We’re event managers, just like you, and we’ve built ClearEvent for event managers. Let’s explore how ClearEvent can revolutionize your event planning process.

Streamline Event Registration and Ticketing

First and foremost, ClearEvent simplifies event registration with customizable forms that you can tailor to your event’s unique needs. You can create seamless registration experiences that encourage more signups.

Also want to sell tickets? Don’t rush out to get a separate ticketing software, ClearEvent has an integrated event ticketing system. No more juggling between systems to view your ticket sales and then manage your registrants elsewhere. Start generating revenue quickly and efficiently.

Enhance Promotion with Integrated Tools

Promoting your event is crucial for success. With ClearEvent’s built-in event communication tools, you can easily send event invites and updates, boosting ticket sales and attendance. Use a mobile event web app to share important details with attendees, ensuring they stay informed and engaged.

Additionally, you can showcase sponsors effectively, providing them with the visibility and exposure they deserve.

Gain Insight with the ClearEvent Dashboard

Keeping track of all event logistics can be daunting. However, ClearEvent’s intuitive Event Dashboard gives you a bird’s-eye view of your event. Monitor ticket sales, attendee registrations, to-dos, budget, and more—all in one place. This operational oversight helps you make informed decisions quickly.

Event planning is rarely a solo endeavor. ClearEvent’s team collaboration tools enable you to manage complex job assignments for volunteers, and staff. By simplifying task delegation and assignment notifications you improve communication and ensure everyone is on the same page.

Simplify Event Logistics with ClearEvent

From managing vendors to coordinating schedules, event logistics can be complex. ClearEvent’s event planning tools streamline these tasks, saving you time, reducing the risk of errors, and event organizer fatigue. Our platform helps you focus on creating memorable experiences rather than getting bogged down in administrative details.

Experience the Benefits of ClearEvent Today

Isn’t it time you embraced a simpler way of organizing events? With ClearEvent, you can transform your event planning experience and bring joy back into organizing events. Start your free trial today and discover how easy event planning can be. After all, planning an event should be as enjoyable as the event itself!

Happy planning!

See How ClearEvent Simplifies Your Events

Ready to elevate your event management? Schedule a personalized demo with an event specialist to explore ClearEvent's full potential.

Release Notes (2024.09.30)

Release Notes (2024.06.30)

What’s New

Registration

Forms

You can now easily copy the Share Link for any registration form directly from the Registration section > Forms tab with our new “Copy to Clipboard” button—no need to edit the form and navigate to the Publish tab anymore!

Email Confirmation

We’ve enhanced the registration confirmation emails to include your custom registrant type nomenclature. Now, the registrant type will be consistently displayed across both the registration form and confirmation emails, ensuring a seamless and personalized experience for your attendees.

Webhooks

We have introduced the following new fields in the Registration and Ticket Order webhook payloads to help make these payloads easier to understand.

  • Registration Order Payload:
    • ParticipantStatusDesc: Shows the status description of an attendee (e.g., “Approved”).
    • RegistrationFormName: Helps identify the registration form used to register the attendee (e.g., “2024 Summit Attendee Registration Form”).
    • RegistrantType: Identifies the type of attendee/registrant being exported (e.g., “Attendee”).
  • Ticket Order Payload:
    • StatusDesc: Displays the status description of a ticket order (e.g., “Canceled and partially refunded”).
  • Ticket Order Detail Payload:
    • RefundStatusDesc: Shows the refund status description of an individual ticket (e.g., “Canceled”).

Invites

Now you can filter invitees by status when copying an invite, making it easy to exclude those who have accepted or declined. Just use the new dialog to apply your filters.

Payment

We’ve enhanced our payment processes to include support for the Strong Customer Authentication (SCA) banking regulations for customers in the European Economic Area (EEA).

Other Improvements & Fixes

  • My Orders: We’ve resolved an error that occurred when creating tickets with only a custom start date. Now, tickets with an optional end date are displayed correctly on the My Orders page without any errors.
  • Tickets: We’ve fixed an issue where an error was displayed when attempting to print tickets on mobile devices. Now, if printing is not supported on the device, a friendly warning message will appear, advising users to try printing from a different device.
  • Registration: We’ve enhanced the registration form checkout workflow for mobile users, especially on iPhones. Now, you can easily see your order summary and running subtotal with a new pinned floating footer menu. This menu ensures smooth scrolling and provides a clear view of your cart contents, even with long product lists. No more jumping pages or hidden order details!
  • Registration: We’ve improved URL validation in the Textbox field on forms. Now, invalid URLs with characters like “(“ at the start will be flagged, preventing errors and ensuring all links are correctly formatted.
  • Registration: Fixed a column filtering problem in the Registration > Worksheet grid view that was preventing column filters from being applied to grid rows. This issue also affected filtering in the Job Assignment grid. You can once again use column filters to help filter down the data presented in these grid views.
  • Registration: We’ve fixed an issue where promo codes couldn’t be applied after a pending registration was received that also purchased a Booth Fee Type. Promo Codes can once again now be applied in the Registrant details > Payments tab.
  • Export: Fixed an issue where deleted registrants would still appear in the “Export All Registrants” file. Now, deleted registrants will no longer show up in the export.
  • Sponsors: We’ve fixed the issue where leaving the Sponsor Level name field blank resulted in a server error when saving your changes. Now, Sponsor Level names are no longer required, and changes can be saved without any errors.
  • Schedules: We’ve fixed the issue where the “Back to Schedules” button was always displayed in embedded schedules. Now, the button will only appear if specifically desired, ensuring a cleaner and more logical embedding experience.
  • Payment: Fixed an issue that prevented some retired subscription plans from being upgraded to the latest available subscription plan.
Sell Tickets Online in 5 Easy Steps

Sell Tickets Online in 5 Easy Steps

Unlock the potential of online ticket sales. Follow our simple guide and start selling tickets online for your event in just five easy steps.

Step 1: Do Your Homework Before Selling Tickets Online

Selling tickets online can be a breeze if you prepare adequately. Start by listing the types of tickets you want to offer. For example, you might sell adult, child, and senior tickets at different prices. Perhaps you want to include a family ticket package for two adults and three children. The choice is yours.

Determine Fair Pricing

Set prices that are fair for your event. Research similar events to gauge standard pricing. If your event offers superior entertainment or amenities, you might justify a higher price. Conversely, if your event has fewer attractions or is harder to reach, you may need to adjust prices accordingly. Understanding your audience’s expectations ensures your tickets are priced appropriately.

Consider Important Details

  • Special Instructions: Are there unique aspects attendees should know? For example, if the venue prohibits overnight camping or open fires, make this clear.
  • Refund Policy: Decide on a refund policy upfront. Will you offer refunds if an attendee can’t make it? What if the event is canceled due to weather? Clearly outline these terms to avoid confusion later.
  • Essential Information: If there are access limitations or risks associated with your event, inform your ticket buyers. Include this information on the ticket purchase page and the tickets themselves.

Write Everything Down

Document all these key details. Having this information ready will streamline the ticket setup process and ensure consistency across all platforms.

Step 2: Choose a Reliable Online Ticketing System

Selecting the right event ticketing system is crucial. Look for a platform that offers:

  • Professional Ticket Layouts: Tickets should be well-designed and easy to read.
  • User-Friendly Interface: A simple setup process saves you time and reduces errors.
  • Essential Features: Functions like ticket previews and order limits become invaluable as you grow.
  • Affordable Pricing: Opt for systems with affordable pricing and reasonable processing fees (around 3% is standard).
  • Quick Fund Transfers: Ensure that ticket sale funds are deposited into your bank account within a few days.

Consider an All-in-One Solution

Platforms like ClearEvent not only handle ticket sales but also offer event planning, registration, communication tools, and a built-in event app. As your event grows, these additional event management features can support expanded activities and a larger organizing team.

Explore ClearEvent’s Ticketing Features

Step 3: Set Up Your Online Tickets

Connect Your Payment Processor

Before you can sell tickets online, you need to set up a payment processor. Platforms like ClearEvent guide you through connecting an existing Stripe account or creating a new one. This step ensures you receive funds directly into your designated bank account.

Create Your Tickets

With your preparatory work from Step 1, setting up tickets is straightforward:

  • Ticket Names: Define each ticket type (e.g., Adult, Child, Senior).
  • Pricing: Set the price for each ticket type.
  • Availability Dates: Specify when tickets go on sale.
  • Event Details: Include the date, time, and location of your event.

Enhance with Additional Settings

While basic settings get you started, consider utilizing other features:

  • Sales Targets: Set goals for the number of tickets you hope to sell.
  • Event Capacity: Limit the total number of tickets to match venue capacity.
  • Purchase Limits: Control the minimum and maximum number of tickets per order.
  • Waivers and Agreements: Include any terms buyers must agree to during purchase.
  • Custom Messages: Craft confirmation messages for ticket buyers.

Include Essential Information

Don’t forget to add:

  • Refund Policy: Clearly state your policy to manage buyer expectations.
  • Important Instructions: Highlight any critical details on both the purchase page and the tickets.

Test Everything

Before launching, perform test transactions. A good system allows you to simulate purchases to catch any errors, such as incorrect pricing or typos. Fixing issues early prevents headaches later.

Step 4: Promote Your Online Tickets

Promotion is key to selling tickets online. Here’s how to maximize your reach:

Start Early

Begin your promotional efforts well in advance. The more time you allocate, the better. Early promotion gives you the opportunity to adjust strategies based on feedback.

Utilize Multiple Channels

  • Social Media: Leverage platforms like Facebook, Twitter, and Instagram to reach a wider audience.
  • Printed Materials: Don’t underestimate the power of flyers, posters, and banners.
  • Email Marketing: Send newsletters or special offers to your subscriber list.

Engage Your Audience

Encourage people to share your event with friends and family. Interactive content like contests or early bird specials can boost engagement.

Monitor and Adapt

Track which promotional methods yield the best results. Use analytics tools to understand where your ticket sales are coming from and adjust your efforts accordingly.

Step 5: Monitor Your Ticket Sales

Keeping an eye on your sales data helps you stay on track:

Assess Performance

  • Meet Minimums: Ensure you’re selling enough tickets to cover costs.
  • Identify Trends: Are sales increasing, decreasing, or stagnant?

Troubleshoot Issues

If sales are lower than expected, consider possible reasons:

  • Visibility: Are people aware of your event?
  • Competition: Are there other events happening simultaneously?
  • Messaging: Is your event information clear and appealing?
  • Pricing: Are your ticket prices appropriate for your target audience?

Take Action

  • Increase Promotion: Ramp up marketing efforts in effective channels.
  • Adjust Pricing: Consider early bird discounts or group rates.
  • Enhance Value: Add attractions or amenities to make your event more enticing.

Use Reporting Tools

A robust ticketing system like ClearEvent provides detailed reports to help you make informed decisions.

Learn More About ClearEvent’s Dashboard

Selling Tickets Online Made Easy

By following these five steps, you’ll be well on your way to successfully selling tickets online:

  1. Do Your Homework
  2. Choose a Reliable Ticketing System
  3. Set Up Your Tickets
  4. Promote Your Event
  5. Monitor Sales and Adapt

There’s nothing quite like the satisfaction of seeing your event tickets selling and funds flowing into your account. Stay focused, be proactive, and watch your event succeed!

Ready to Sell Tickets Online Effortlessly?

Discover how ClearEvent can simplify your ticketing process.

Get Started with ClearEvent

Dealing with Stress Effectively in the Event Management Industry

Dealing with Stress Effectively in the Event Management Industry

Stress is an inherent aspect of the event management industry. The dynamism of coordinating vendors, meeting client expectations, and the pressure of executing flawless events can lead to significant stress for event managers and organizers. This article explores the different sources of stress within the industry, offers practical advice for managing this stress, and provides insights on recognizing the signs of stress.

Understanding the Sources of Stress in Event Management

Event management is a field that thrives on precision, deadlines, and client satisfaction. The first step toward managing stress is identifying its sources, which can be categorized as direct and indirect stressors.

Direct Stressors

These are the immediate, unavoidable challenges associated with managing an event:

  • Client Expectations: The pressure to meet and exceed client demands can be overwhelming, especially when changes are requested last minute.
  • Tight Deadlines: Events are deadline-driven, with fixed dates and often inflexible timelines.
  • Budget Constraints: Working within financial limits while trying to deliver high-quality results often creates significant pressure.

Indirect Stressors

These stressors are not always evident but can significantly impact an event manager’s stress levels:

  • Long Hours: The industry often requires working early mornings, late evenings, and weekends.
  • Interdepartmental Dependencies: Reliance on various teams and external vendors, whose performance directly impacts your work, can be a source of stress.
  • Personal Sacrifice: Personal time and work-life balance often suffer, which can lead to burnout.

Practical Strategies for Stress Management

To manage stress effectively, consider the following strategies:

Prioritization and Delegation

Understanding how to prioritize tasks and delegate effectively can reduce overwhelming feelings. Utilize tools like project management software to keep track of tasks. For example, ClearEvent’s event management software offers comprehensive tools to streamline planning and execution processes, ensuring nothing falls through the cracks. More details on these tools can be found here.

Maintain Professional Boundaries

Establish clear boundaries with clients and your team. Learn to say no or negotiate more reasonable expectations or deadlines when necessary.

Invest in Technology

Utilizing technology can automate mundane tasks and free up time for more critical responsibilities. Consider using ClearEvent’s registration and ticketing features to automate part of the attendee management process, thus reducing workload and stress. Explore these features here.

Recognizing Signs of Stress

Recognizing when you are stressed is crucial in taking timely action to manage it. Here are some common symptoms:

  • Physical Symptoms: Headaches, fatigue, and changes in sleep patterns.
  • Emotional Symptoms: Feelings of being overwhelmed, irritability, or mood swings.
  • Behavioral Changes: Procrastination, withdrawal from responsibilities, or decreased job performance.

Effective Stress Relievers

Here are some targeted strategies to alleviate stress in event management context:

Physical Activity

Engage in regular physical activity. Even short walks during the day can help clear your mind and lower stress levels. The Department of Health and Human Services Physical Activity Guidelines for Americans (PDF, 15MB) recommends 150 minutes or 2.5 hours of moderate aerobic activity a week, or 75 minutes of more vigorous activity. Working out boosts brain health (apa.org)

Networking and Support

Build a support network with other event professionals who understand the pressures of the industry. There are several groups of event professionals which can be found on Social Media that can provide great insights and opportunities to network.

Mindfulness and Relaxation Techniques

Incorporate mindfulness practices like meditation or deep breathing exercises into your daily routine to help manage stress and improve mental focus. Mindfulness meditation: A research-proven way to reduce stress (apa.org)

Frequently Asked Questions

How can technology reduce stress in event management?

Technology streamlines processes, automates tasks, and provides real-time updates, which can significantly reduce the stress associated with manual coordination and errors.

What is the best way to deal with difficult clients?

Maintain professionalism, set clear boundaries, and manage expectations from the outset. Communication is key—ensure all agreements are documented to avoid misunderstandings.

Can stress affect the success of an event?

Absolutely. High stress levels can lead to errors, poor decision-making, and burnout, which can all negatively impact the event’s outcome.

It Starts With You

Dealing effectively with stress in the event management industry is crucial not only for your professional success but also for your personal well-being. By understanding the sources of stress, employing practical stress management techniques, and recognizing when you are stressed, you can maintain your performance and enjoyment in this dynamic field.

Remember, the event management path, though strewn with challenges, also brings immense satisfaction and success. Managing stress isn’t just about surviving in the industry; it’s about thriving in it.

Namaste

See How ClearEvent Simplifies Your Events

Ready to elevate your event management? Schedule a personalized demo with an event specialist to explore ClearEvent's full potential.