First off, thank you for choosing EventHub!
This is a starter guide designed for people using EventHub for the first time. We’ve separated the starter guide into three steps. “Step 1” explains what you should do before inviting and registering customers to your event. If you have any questions, don’t hesitate to contact our chat support by clicking the icon at the bottom right of the page!
- Getting to Know the Event Page
- Accessing the EventHub Admin Page
- Creating an Event
- Previewing the Event Page
- Event Information Settings
- Profile Settings
- Group Settings
- Setting the Terms of Use
- Setting up Event Ticketing
- Banner Image, Background, and Logo Settings
- Theme Color Settings
- Customize Automated Emails
- Sending Notifications
1. Getting to Know the Event Page
Let’s take a look at the event page’s features.
On the left side of the header menu, you will find the event page’s tabs, such as Stage, Participants, Booths, etc. These tabs contain the main content that event participants will view.
The image and table below describe the default tabs and their functions, but event organizers can customize tab names, positions, and visibility accordingly.
| Stage |
All session video streams are viewed in this tab. Participants select from multiple video stream channels by hovering over the [Stage] tab button. Video stream channels correspond to a track with one or more sessions. A separate channel must be created for each track of a multi-track event. Each channel’s video stream may be live, simulive, or on-demand. |
| Participants |
This tab is a directory of registered participants (attendees and exhibitors). Participants can search and use filters to quickly find other people at the event and view their profiles. If the networking function is enabled, participants can also send messages or schedule breakout meetings with each other. |
| Booths |
This tab is a directory of the event’s exhibitor booths. From here, participants can visit each exhibitor’s virtual booth page. These booth pages can be customized to add videos and downloadable content. Participants can search and use filters to quickly find exhibitor booths and view their pages. Data is collected regarding which participants visited different exhibitor booth pages. |
| Programs |
This tab outlines the event agenda, where participants can filter, view, and register for the scheduled sessions. Participants can also click on a session to view the additional information and resources in its description. |
| Videos |
This tab hosts on-demand video content that is separate from the designated sessions. Event participants can view these videos at any time while they are published. Viewership data is captured in participant analytics. |
|
About |
This tab contains the event summary, which includes the event start and end dates. |
| Call to action |
This is a customizable call-to-action message and hyperlink that can be included below each session video stream on the event page’s [Stage] tab. |
| Session description |
This section displays session information, including speakers, documents, and links beneath each session video stream on the event page’s [Stage] tab. |
The buttons at the top right of the event page open a side panel when clicked, accessing additional event tools like those described in the image and table below.
| Surveys | Participant surveys can be accessed here. A reminder in the bottom left corner of the screen can be configured to pop up at a specified time. |
| Messages | If the networking feature is enabled, event participants view their messages and scheduled breakout meetings here. |
| Notifications | Notifications from the event organizer are viewed here. |
| User settings | User settings are accessed by clicking the button showing a participant’s name and profile photo at the top right of the event page. From there, event participants can make changes to settings like email options or schedule availability for networking meetings. |
| Comments | Participants' comments on video stream channels will appear here. It can also be used for a Q&A. This feature is compatible with Slido integration. |
Because participants can access the event page once they complete their event registration, we recommend completing the setup outlined in “Step 1” before you open up registration to customers.
2. Accessing the EventHub Admin Page
Use the following link to enter your credentials and access the EventHub admin page.
If you need to create admin accounts for other members, follow the steps below after logging in.
- Click [Settings] in the top menu bar of the EventHub admin page.
- Click [Create new] on the [Members] tab and enter the member’s information.
- Select each member’s [Admin role] as [Available] or [Not Available].
- [Available]: the member will have full administrative privileges to all events.
- [Not Available]: you can assign the member to be an [Editor] or [Administrator] for each individual event. These settings limit which events members can edit and what personal information they can see. See the figure below for reference.
3. Creating an Event
Once logged in to your member account on the admin page, follow these steps to create an event:
- Click [Create new] on the [Your Events] tab.
- Enter the necessary information, paying close attention to the fields that cannot be changed after event creation.
- Click [Add] when finished.
- You can access your event by clicking on it from the [Your Events] tab. This will direct you to the event management page.
Reference the following article for further details: Creating a New Event
4. Previewing the Event Page
You can check the final look of the event page as you configure it. To preview the event page, create a hidden ticket type that allows you to preview the event without showing up as a regular attendee. This will enable you to log in to confirm how the event page looks from a participant’s perspective. Refer to section 9 on this page and the Previewing the Event Page article for additional information.
5. Event Information Settings
Configure the settings via [Basic settings]>[Event information]. See the table below for reference.
*For events with both Japanese and English settings, enter the information in both languages.
| Field | Description |
| Event name | The name of the event |
| Event summary |
A description or summary of the event This is displayed on the event page’s [About] tab and at the top of the tickets. |
| Organizer name |
The name that will appear as the sender of any emails sent from the EventHub platform |
| Organizer email address |
The Reply-To email address Emails sent via EventHub use the address [no-reply@eventhub.jp]. However, replies to that address are delivered to the Reply-To email. *If you change the Reply-To email address after automated emails have already gone out, replies to those sent emails are still delivered to the original address. |
| Participant password |
The event’s participant password setting This confirms if participants need a password to log in to the event. This setting is configured during event creation and cannot be changed later. |
| Event mode |
The option to include a “Test” banner on some event pages during testing The event functionality is the same for both “Test” and “Performance”. *Remember to set it to “Performance” before the event begins. |
| Event type |
The type of event This setting was selected when the event was created, but it can be edited here. All event types include the same features. See the Event Types table below for details. |
| Target number of participants |
The target number of individuals to participate in the event This value was set when the event was created, but it can be edited here. |
| Schedule settings: Date/Time |
The start and end dates for the event Tickets, emails, etc., will display the information entered here. |
| Event page closing date |
The date and time that the event page closes Once the event page closes, participants can no longer access the event page. |
| Networking |
The EventHub platform’s networking function Setting [Networking] to [On] enables customization options including the following: |
| Add custom info to login page |
An optional, custom message that displays on the login page below the “Forgot your password?” link |
Event Types
| Event Type | Description |
| Seminar | Events held regularly to share information and have discussions around a single theme |
| Conference | An event held by a company or its sponsors based on a central theme, with speakers divided into multiple sessions to share and discuss more specific information |
| Academic Conference | Events for academic purposes, such as forums that need to facilitate interaction between participants |
| Exhibition | A themed event that provides a place for exhibitors to introduce their products and services at booths to acquire customers |
| Business Matching Meeting | An event format where customers match and have short meetings with companies/products they are interested in |
| Career Fair | An event that encourages interaction between job seekers and various companies |
| Other |
Used if the event types listed above do not apply
Examples for other event types include the following: |
<tips>You can encourage networking and matching between companies or participants during your event by enabling EventHub's networking tools. See the table below for information regarding the networking modes.</tips>
Networking Modes
| Mode Option | Description |
| Meeting only | Participants can set their meeting availability and see open slots in others’ schedules to send invites. Accepting an invite schedules the breakout meeting, and those participants can then message each other directly. |
| Messaging only | Participants don’t have the option to set up breakout meetings with each other via EventHub. However, participants can freely contact each other with messages. |
| Meeting and messaging | Participants can freely send breakout meeting requests and messages to each other. |
6. Profile Settings
The profile settings determine what information is collected from all event participants. You can specify the information that is captured during the registration process, either as a required or optional field. You can also include additional fields that event participants can fill out after completing their registration. If the networking feature is enabled, a participant's profile page may display some of this information.
To configure the profile fields, navigate to the event management page’s [Basic settings]>[Profiles] tab.
Customize profile fields in the following ways:
- Click the edit icon to make changes or add an optional description.
- Drag available fields to rearrange the display order on the registration form.
- Add new, customizable fields by clicking [Create new].
Some fields are default fields and cannot be rearranged or deleted. See the following article for reference: Editing Default Profile Fields
See the table below for more details about the default fields.
| Default Field | Character Limit | Rename Field? | Additional Customization |
Field Visibility |
| Email address | - | No | None | Private |
| Last name |
100 |
No | None | Public |
| First name | 100 | No | None | Public |
| Company or affiliation | 100 | No | Yes | Flexible |
| Department | 100 | No | Yes | Flexible |
| Position or title | 100 | No | Yes | Flexible |
7. Group Settings
Content groups separate registered participants into different groups with different levels of participant viewership access. By configuring these limits, you can prevent participants from interacting with those in other groups in the applicable, following ways:
- Viewing profiles
- Sending messages
- Scheduling breakout meetings online
For example, if you set the content groups in such a way, users belonging to Group A will not be able to network with or see the information of users belonging to Group B. The figure below further illustrates this feature.
The default setting has only one content group. If your event does not require the content grouping settings, you do not need to make any changes.
<tips>You may find it helpful to have a group specifically for testers. These testers should be able to see all participants, while remaining hidden from non-testers.</tips>
See the steps below to change group settings.
- Access [Basic settings]>[Groups].
- Click [Create new] to add and name additional groups. You can also specify whether or not to display these group names on a registrant’s ticket.
- For each group, select which of the other groups members have visibility for.
- To edit a group, click on it and select [Edit] from the popup window on the right.
Each ticket type is assigned to a content group; for more information, see section 9 on this page regarding ticketing setup. See also the following article for more information: Content Groups
The grouping principles above also pertain to meeting room groups. This setting is only required for in-person events where breakout meeting rooms are restricted to specific groups of users. Users belonging to a meeting room group can use the assigned breakout meeting room. You can also specify meeting room groups for given ticket types. Reference the following article for additional information: Meeting Room Groups
The default setting has only one meeting room group. If your event does not require the meeting room grouping settings, you do not need to make any changes.
8. Setting the Terms of Use
You can set the terms of use that appear at the bottom of the registration page. Participants can only complete registration for an event if they agree to the terms. Navigate to [Basic settings]>[Event T&Cs] to customize your terms of use.
9. Setting up Event Ticketing
Participants can register for an event through several different methods, including EventHub’s own built-in registration form. For each registration method outlined in the table below, QR codes can be generated for registrants to use for in-person event check-in and tracking.
| Registration Method | Supported Ticket Type |
|
1. EventHub registration form Register via the EventHub built-in registration form |
Free |
| Paid | |
|
2. Embedded registration form Register via an EventHub registration form embedded into another website |
Free |
|
3. Excel upload Bulk upload registrants to the event management page via an Excel file |
Free |
|
4. API-based integration Automatically register users’ information to EventHub via API integration with external marketing tools (e.g., Salesforce, Marketo, etc.) |
Free |
To create a ticket, navigate to [Basic settings]>[Tickets/Forms] and click [Create new].
Fill in the ticket fields, and see the table below for additional reference:
| Field | Required/Optional | Description |
| Ticket name | Required |
The name of the ticket This can also include the type of ticket (e.g., Attendee, Exhibitor, Staff, etc.) |
| Ticket details | Optional |
A description of the ticket This will be displayed on the ticket sales page below the ticket’s name. |
|
Status |
Required |
[On sale]: ticket is available to begin sale or registration |
|
[Coming soon]: ticket is not yet available for sale or registration Use this option to let participants know a ticket will eventually be available. |
||
|
[Hidden]: ticket is available but will not be displayed on the ticket sales page Consider using this option for testing purposes, event staff, exhibiting companies, etc. |
||
| Price | - |
The price of the ticket You cannot change this field once the ticket has been used to register (includes free tickets). *For paid tickets, payment must first be set up via the [Settings]>[Payment] tab on the EventHub admin page. |
| User type | Required |
Participant type for this ticket, [Attendee] or [Exhibitor] You cannot change this field once the ticket has been created. |
| QR code | Required |
Issues a QR code to users who register with this ticket You cannot change this field once the ticket has been created. *QR codes do not need to be enabled for online-only events. |
| Quantity | Required |
The maximum number of participants who can register with this ticket type If someone tries to sign up for a ticket that has already reached its registration limit, a message will appear stating that the ticket is sold out, and they cannot use it. *If you don't have a participant limit, please enter 9999. |
| Deadline | Required |
The last date that this ticket will be available for registration If there is no deadline, enter a date beyond the event start or end date. |
| Generate embed code | Required |
Generates code used to embed EventHub’s ticketing into another website If enabled, obtain embed code via the three dots button on a ticket on the [Tickets/Forms] tab. |
|
Content group |
Optional |
Specifies a content group for this ticket Choose from the [Content group] options you created previously via [Basic settings]>[Groups]. |
| Meeting room group | Optional |
Specifies a meeting room group for this ticket Choose from the [Meeting room group] options you created previously via [Basic settings]>[Groups]. *This feature is used for in-person events only. |
Use the [Tickets/Forms]>[Copy URL] button to get the link directing participants to the ticketing page. You can also copy the URL for specific tickets by clicking on the three dots button at the far right of the ticket and clicking [Copy URL].
<tips>We recommend registering yourself as a participant to confirm the event settings and registration process. You can later delete yourself as a user if necessary.</tips>
10. Banner Image, Background, and Logo Settings
Optimize the branding of your event by customizing the images for the event banner, background, and logo. You can also add a venue map for hybrid and in-person events. Access these settings via [Style]>[Branding].
Reference the table below for information and tips.
| Image | File Info | Recommended Size | Displayed Locations |
| Banner image | JPG/PNG |
16:9 aspect ratio |
- At the top of tickets, surveys, and emails - On the event page’s [About] tab - For events without video streaming, displayed as the main visual for the event page - For events with video streaming, displayed as the main visual for the event page before video streaming starts and after it ends |
| Background | JPG/PNG | 1920px × 1080px | In the background of the following pages: - Event page - Ticketing & registration pages - Login pages - Surveys |
| Logo | JPG/PNG | Square (32px × 32px 〜 1000px × 1000px) | At the top left of the event page and in the [Notifications] panel |
| Venue map | JPG/PNG Up to 50MB |
No restrictions | On the [Venue map] tab on the event page |
11. Theme Color Settings
Customize your event page colors via the [Style]>[Theme colors] settings in the following ways:
- [Brand color (background)]: changes the event, ticket, and survey pages' header background color
- [Brand color (text)]: changes the text color
- [Primary color (background)]: changes the color of the buttons
- [Page color (background)]: changes the background color of event pages when a "Background image" has not been set in [Style]>[Branding]
12. Customize Automated Emails
EventHub automatically emails participants after they complete registration for an event. Email types include the following:
- Confirmation email for participants who registered via the built-in EventHub registration form
- Password setup email for participants who registered via embedded form, Excel upload, or API integration
These emails may have calendar files attached, which can automatically add the event to participants’ calendars.
Each automated email contains a default template for the email subject and message. You can customize these templates to suit your event and its participants.
<tips>We recommend that you edit the email templates to match the unique content of your event and increase participation rates.</tips>
To customize an email, navigate to [Email]>[Automated emails]. Select the email and click [Edit].
As you edit the email, note the variables marked by the double percentage marks (%%). These variables will auto-populate the corresponding information into the email; you do not need to update them manually. Some variables must remain in the email templates. See the following article for additional information: Email Variables
The following table outlines the default automated email types, use cases, and variable requirements.
| Email Type | QR Code | Registration Method | Description/Configuration |
| Registration completed - EventHub free ticket form (w/o QR code) | N/A | EventHub built-in registration forms only |
Sent after registration completion [%%TARGET_BUTTON%%] variable is required |
| Registration completed - EventHub free ticket form (w/ QR code) | Attached to email | EventHub built-in registration forms only |
Sent after registration completion [%%TARGET_BUTTON%%] variable is required |
| Registration completed - EventHub paid ticket form (w/o QR code) | N/A | EventHub built-in registration forms only |
Sent after registration completion [%%ORDER_NUMBER%%] and [%%TARGET_BUTTON%%] variables are required |
| Registration completed - EventHub paid ticket form (w/ QR code) | Attached to email | EventHub built-in registration forms only |
Sent after registration completion [%%ORDER_NUMBER%%] and [%%TARGET_BUTTON%%] variables are required |
| Password setup notice - Excel uploaded users | Attached to email only if QR codes are enabled | Excel file upload |
Sent after registrant info is uploaded to [User List] and the [Send password setup emails] button is clicked [%%TARGET_BUTTON%%] variable and a hyperlink to the terms of use are required [<a href="https://eventhub.so/terms-of-service/">Terms of Use</a>] You can add the [%%MY_PASS_LINK%%] variable if QR codes are enabled. |
| Password setup notice - Embedded form, API added users | Attached to email if QR codes are enabled (embedded forms only) | Embedded forms or API integration |
Sent after registrant info is added You can add the [%%MY_PASS_LINK%%] variable if QR codes are enabled. |
| Registration completed - Excel upload; embedded form, API, colleague added users | Attached to email if QR codes are enabled |
Excel uploads, embedded forms, API integration, and colleague invitation |
Sent after password setup and registration completion [%%TARGET_BUTTON%%] variable is required You can add the [%%MY_PASS_LINK%%] variable if QR codes are enabled. |
You can also send a test email to confirm your changes.
Click [Done] when finished to save your changes.
Emails are sent from the address [no-reply@eventhub.jp]; you cannot change this address. However, you can configure the [Organizer name] and [Organizer email address] via [Basic settings]>[Event information]. If registrants reply to the [no-reply@eventhub.jp] address, the system delivers the email to the specified Reply-To [Organizer email address].
13. Sending Notifications
Clicking the [Notifications] panel on the event page displays announcements from the event organizer.
You can send notifications to participants at any time from the event management page via [Announcements]>[Create new].
From the [Create new] window, select your [Type of announcement] as one of the following:
- “Announcements”: event updates, reminders, etc.
- “Recommendation”: recommended guest speaker’s profiles
Enter your message, and reference the table below to help determine who to send it to.
| Recipient | Description |
| All | All users registered on EventHub |
| Attendees | Participants registered as “Attendees” |
| Exhibitors | Participants registered as “Exhibitors” |
| Individual | Specify a registered user in EventHub by their email address. You cannot send to multiple people; please specify one person at a time and send. |
Choose whether you would like to send it now or schedule it for later.
Click [Done] when finished.
Great job! 🎉
Now you are ready to open up registration and start inviting participants to your event. ”Step 2” will help you with the setup needed by the day of your event. Don’t push yourself too hard, and let’s keep going. 💪
If you encounter anything you don’t understand or would like help with, please contact our chat support!