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Adding events

Updated

Introduction

This guide explains how to create and configure events within Sponsorworks, including setting up event details, managing ticket allocations, and cloning existing events to save time.

Before creating an event, ensure the following are already set up:

  • A venue – Events must be linked to a pre-existing venue. See How to Create a Venue for guidance.
  • Ticket types – Ticket types are configured at the venue level and must be created before proceeding to allocation.

Activation & Set-up

Events can only be added within a category or subcategory where the category type is set to "Events with tickets + content". Navigate to the relevant category to get started.

Steps / How-To

Creating a New Event

  1. Navigate to the relevant category or subcategory and click "Add Event". This will open a new event creation page.
  2. Fill in the required details. The available fields are described below:
    • Name (mandatory): Enter the name of the event.
    • Venue (mandatory): Select a venue from the dropdown menu. If the venue is not listed, click "Add new venue" to create one. Note: the venue must be pre-created before you can proceed.
    • Event date (mandatory): Set the date for the event.
    • Start time: Enter the event's start time in the format hh:mm.
    • Available from: Choose the date when the event becomes available for selection.
    • Available until: Set the date when the event will no longer be available for selection.
    • Description: Provide a detailed description of the event, including any relevant information or guidelines.
    • Venue description: Enable this option if the venue description should be displayed below the event description.
    • Supporting information field: Specify whether the supporting information field on the request form is mandatory or optional for this event.
    • Category: This field will be auto-populated based on the category in which you selected "Add Event". You can change this using the dropdown list.
    • Capture guest details for this event: Enable this option if guest details need to be captured — this is required to invite guests to register for an event. Guest information will need to be entered for approved requests unless specified otherwise within the business objective settings.
    • Guest feedback: Enable this option if guest feedback is required. If enabled, the guest feedback email template will be sent within 24 hours after the event.
    • Request limits (optional): Set limits on the number of requests allowed for the event, if applicable.
  3. Click "Proceed to Allocation" once all required details have been filled in.
  4. Assign your ticket types. On the allocation screen, assign ticket types to divisions, administrators, or all users. Ticket types are configured at the venue level, so these must have been created in advance.
  5. Set ticket quantities for each ticket type and click "Update". Your event is now created.
  6. Apply further settings (optional): Return to the event and click "Edit" to configure additional settings such as:
    • Guest fields – the data you want to collect about your guests.
    • Guest email settings – including the theme to apply to guest-facing emails.

Cloning an Existing Event

To save time, you can clone an existing event rather than creating one from scratch. Note the following:

  • Cloning is only available for the same venue.
  • The clone will copy ticket numbers and allocations.
  • Guest Fields are copied, but Guest Pages content and Guest Email templates are not transferred (to avoid confusion — these will need to be recreated manually).

To clone an event:

  1. Navigate to the event you wish to clone.
  2. Click "Clone".
  3. Review and update the cloned event's details as needed.

FAQs

Q: What do I need to set up before creating an event? A: You must have your venue and ticket types created in advance. Ticket types are managed at the venue level. See How to Create a Venue for more information.

Q: Can I clone an event to a different venue? A: No. Cloning is only supported within the same venue.

Q: Does cloning an event copy guest email templates? A: No. Guest Pages content and Guest Email templates are not copied when cloning, to avoid confusion. These will need to be created manually on the cloned event.

Q: What happens if I need to collect guest information for an event? A: Enable the "Capture guest details for this event" setting when creating or editing the event. This is required if you wish to invite guests to register.

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Conclusion

You've now successfully created an event in Sponsorworks. Once your event is live, you can return at any time to edit settings, manage allocations, or configure guest communications. For further help, contact your Customer Success Manager or reach the Sponsorworks Support team at support@sponsorworks.co.uk.

 

 

 

 

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