🎯Gazebo Event Setup
Whether you're planning a small gathering or a grand celebration, Gazebo makes it easy to setup events! Create a custom event page where guests can easily RSVP, register, or buy tickets. Collect everything you need - waivers, payments, and guest info - all in one place!
Video Tutorial
Event Administration Setup
Before you dive into creating your event, we recommend a quick look at your administration setup. Check to see that you have specific line items, activities, rates, guest types, and programs needed to build the event. In Gazebo, everything is customizable and accessible, making your job quick and easy!
👉 Quick Tip
While it's not always necessary to review your setup every time, we highly recommend doing so for your first few events. This practice isn't just about ensuring you have everything you need at hand – it's also a great way to familiarize yourself with how to add new items into the system for future use. Think of it as laying the groundwork for smoother, more efficient event planning down the line.
Navigate to Administration > Setup on your Gazebo dashboard. We're first going to check to see that all financials (rates, attendees, programs, etc.) are ready for populating in the new event.
Here, click on 'Financials,' and then 'Line Items.' The goal is to create a generic line item that can be applied to different types of attendees, allowing you to set varied prices based on guest categories.
Let’s add a new line item. Click 'Add Line Item.' I'll name this 'Family Camp Fee' and set the initial amount to zero. This allows for flexible pricing to be added within each specific event.
Select a 'Rate method' from the dropdown, and If you have a revenue account for events, link it from the dropdown.
Next, select the 'Attendees' tab. Under 'Program Types,' you might already see options like 'rentals' or 'weddings' in the list. If 'Event' is not already on the list, click on 'Add Program Type', give it a name, and choose a color for easy identification on your dashboard calendar. This distinction helps in quickly spotting upcoming events.
Under 'Guest Types,' you might see existing categories like adult or child. For events, consider adding new types. Click on 'Add Guest Type.' For this example, we'll add an 'Event - adult' type and link it to our previously created 'Event Ticket Fee' line item.
👉 Quick Tip
Color coding the Program types makes it easy to visually identify the types of programs you have coming up on your Dashboard "Groups at a Glance" calendar.
Perhaps its Weddings in purple, rentals in blue, events in red—everything is easy to ID!
Add New Booking
Once you have all of your event details available with your Administration setup, you can add a new booking. Below, we will go through an example of adding a "Winter Family Camp" event to our scheduled bookings.
Event Details
From the dashboard, select 'Add New Booking.'
Under 'Booking Information", add an 'Event Name', choose 'Group Event' from the booking type dropdown, and add an Organization (optional).
Under "Event Details", add the start and end date/time (required), the 'Site' and 'Program Type' (required) from the dropdown menus.
If needed, you can add any "Contacts" for the event as 'Primary' or 'Financial' contact type.
Click the Purple "Save" button on the bottom right to add the booking.
Attendees Tab
Next, select the tab for 'Attendees.' Click the purple "Add Attendee Type" button on the top right and add Guest Types from the dropdown. Remember, this 'Guest Types' list is populated through Administration > Setup > Attendees > Guest Types.
Add a Price to the Attendee Type. This is required, so enter $0 if its a free event. Click the Purple "Save" button, and add any additional guests types needed for the event.
"Capacity Settings" are configured on this page by clicking on the white box at the top right. There are options for 'Max Capacity' and 'Capacity Per Type' of attendee.
Housing Tab
If this event will offer housing, and you want to block specific areas for use, add rooms, cabins, or entire areas to this page.
If enabled, you can add rate modifiers from the dropdown, and unselect specific rooms/areas from the list before adding them to the event booking. Click the Purple "Save" button when finished.
Activities Tab
The activities tab houses a wealth of options for event guests. Under this tab you can add meals, recreation, meetings, and specific location reservations. Remember, anything under this "Activities" tab is populated through Administration > Setup > Activities.
In the example above, we've added recreation options for Cross Country Skiing. We can additionally add inventory, tasks, and staff to each activity.
Notes and Tasks Tab
This tab is a handy spot to add any checklists or specific notes about the event.
In the example above, we have a checklist of items we want to review before any family camp programming that we add. Remember, Checklists are populated through Administration > Setup > Templates > Checklist Templates.
Communication Tab
Looking to share details, updates, or reminders with your event participants? Navigate to the "Communication" tab where you can effortlessly email either "Registrants & Attendees" or exclusively "Registrants."
Within this email editor, you have the capability to fine-tune your recipient list by Reviewing and deselecting any individuals as needed. Enhance your emails with personalized touches using merge fields, incorporate links, modify text, insert images, and even send a test preview to yourself before distributing the final version.
Attendee Event Page Tab
Next, let's design the online registration page. This is where you can add event details, location, contact information, and any necessary forms and waivers. Ensure all details are accurate, as they’ll appear on the registration page!
Let's review the registration process from an attendee's perspective. Check how the event page appears, the ticket selection, and the payment process. You can preview the event page by clicking the blue link at the top of the editor.
Once satisfied with the setup, change the "Status" of the event registration to Open by selecting the "Yes" radio button.
Set a Registration end Date and Time, and add a 'Event Closed Banner Text'.
You've successfully added an event!
Congratulations on creating, editing, and launching an event in your Gazebo System. From your Dashboard, you now have the capability to oversee registrations, access attendee information, handle refunds, allocate accommodations, and conveniently print a roster of participants.