CiviCRM

What is CiviEvent?

CiviEvent provides a set of tools for running events and minimizes the usual amount of administration required. In CiviCRM, an event is something that happens at a specified time, with a registration process, and has participants.

CiviEvent helps you to organise and hold events by:

  • facilitating self-registration for participants, including online credit card payments
  • allowing you to track event sign-ups, cancellations, and attendance
  • making it easy for you to promote your event online
  • making your data accessible while on-site at the event
  • streamlining event set-up for similar, recurring events with event templates

CiviEvent is integrated with CiviCRM's other components. For example, CiviMail makes it possible to promote the event to a targeted list and to communicate with event participants via email before and after the event (see the Set-up chapter in the CiviMail section for more information); and in order to accept online event fees, you must also set up a payment processor and CiviContribute.

Scenario: Youth leadership workshop

A community arts group, Arts in Action, conducts leadership workshops for youth aged under 25 throughout the year. Their goals include attracting new youth to attend and enlisting pas attendees to volunteer and teach. Youth from local schools and theater groups are invited to attend, and there are youth speakers and volunteers, as well as other speakers for the training workshops. 

The Arts in Action communications staff use CiviEvent to efficiently manage each event from the beginning of its planning to the end of its evaluation. First, an event page with an online registration form is created. Because this is a regular event, a staff member previously created an event template which pre-populates much of the form for each following event. There is a flat fee for registration, with additional fees for optional workshops which attendees can select and pay for online. The registration form uses a profile to gather information about participants' food and lodging preferences.

A targeted list of youth and groups is drawn from existing contacts, and staff send personalised invitations using CiviMail (also based on a template, so that information can be reused from one event to the next). The invitation includes a direct link to the event page so that with a single click arrive at the online registration. The event is also announced publicly by posting it on the website, and the "Tell-a-friend" function is enabled so that the information can easily be spread through people's networks. 

A staff person is designated to manage the process by which participants register themselves, periodically checking to make sure that payments are being made, managing the wait list when participant sign-ups exceed the maximum number, and answering any queries.

On the day of the event, organisers check in each attendee on-site to keep track of who has actually attending and whether there are any no-shows. The database can be updated immediately, freeing up spaces for those on the wait list and later helping to determine who has paid, who still owes fees and what the final financial picture is. 

After each workshop, Arts in Action staff evaluate the success of the event and use CiviEvent to quickly generate reports such as the number of attendees, total event fees paid, and total amount still due. The event and mail templates are updated if necessary and saved for the next event.