Events

Step 1: Enter Basic Data

Navigate to Events → New Event and fill out the basic data form:

• Event Name - The full name of your event (e.g., "Spring Trade Show 2026")
• Event Key - Unique URL identifier in lowercase without spaces (e.g., "spring-trade-show-2026"). Auto-generated but can be customized. IMPORTANT: Cannot be changed after saving!
• Short Description - Concise description for listings and search results (max. 200 characters)
• Description - Detailed description with formatting for the public page
• Event Image - Cover image for the event (recommended: 1200×630px, max. 5MB)

Step 2: Date and Period

Define when the event takes place:

• Start Date - The first day of the event (required)
• End Date - The last day of the event. For single-day events, same as start date
• Opening Hours - Daily opening and closing times. Can be set individually per day
• Timezone - Default: Europe/Berlin. Relevant for international events

Step 3: Configure Opening Hours

In the "Opening Hours" tab, define detailed schedules:

• Uniform Times - Set the same opening hours for all days with one click
• Individual Times - Set different times for each day (e.g., Friday 10am-8pm, Saturday 9am-10pm)
• Setup Times - Optional: Times for setup before opening
• Breakdown Times - Optional: Times for breakdown after closing

Step 4: Venue

Enter the event location:

• Venue Name - Name of the venue (e.g., "Exhibition Hall 1")
• Address - Full street address
• Postal Code and City - ZIP code and city name
• Country - Select from country list
• GPS Coordinates - Optional for map integration (auto-detected)

Step 5: Application Period

Define when applications are accepted:

• Application Start - When interested parties can start applying
• Application End - Until when applications are accepted
• Early Bird Discount - Optional: End date for discounted registration
• Allow Applications - Toggle to enable/disable applications completely

Step 6: Assign Categories

Choose which participant categories are available for this event:

• Enable Categories - Select from predefined categories (e.g., "Standard Exhibitor", "Premium Exhibitor")
• Quotas - Optional: Limit maximum spots per category
• Event-Specific Pricing - Category prices can be overridden per event
• Order - Display order of categories in the application form

Step 7: Configure Form

In the "Form" tab, define the application form:

• Standard Fields - Company name, contact person, contact details are automatically included
• Custom Fields - Enable additional fields from templates under Settings → Custom Fields
• Required Fields - Mark fields as mandatory for the application
• Field Groups - Group related fields into sections

Step 8: Documents and Templates

Link document templates to the event:

• Participation Contract - Template for the contract generated upon approval
• Confirmation - Participation confirmation after payment
• Badge Template - Layout for participant name badges
• Booth Card - Information sheet with booth details

Step 9: Email Templates

Customize automatic emails:

• Application Confirmation - Email sent immediately after application receipt
• Approval - Email upon approval with portal access credentials
• Rejection - Email upon application rejection
• Payment Confirmation - Email after successful payment

Step 10: Publish Event

Review all settings and publish the event:

• Preview - View the public event page before publishing
• Test Application - Go through the application process as a test applicant
• Set Status to "Active" - Set the event status to "Active" to publish
• Share Link - Copy the public link for marketing and communication

Event Management

After creation, these functions are available:

• Edit Event - All settings can be adjusted at any time
• Copy Event - Creates a complete copy as a template for follow-up events
• Archive Event - Move past events to archive (remains accessible)
• Delete Event - Only possible if no applications/participants exist (Super Admin required)

Statistics and Reporting

• Application Overview - Status of all received applications
• Participant Statistics - Count by categories and status
• Revenue Overview - Invoice volume and payment status
• Export - Export all event data as Excel or CSV