Events, Registration & Badges

Real Events is configured on standard and custom Salesforce objects. This page covers the core building blocks: venues, the event record, the agenda, the registration flow, and badge production.

The source documentation includes screenshots for many of these steps. Add them inline in GitBook where a step references an on-screen example.

Venues

Venues are a lookup on Events. A venue can have Rooms (a related list) and times tied to Sessions. The Venue Image URL is optional and typically used only inside Salesforce, though it can also be used when publishing an event externally.

Events

The master list of events lives on the Event tab, usually with several list views. Whether an event is published externally — and whether its registration link appears — is controlled largely by the Event Status picklist:

• Contract Out — published, but no registration link shown.
• Confirmed — published, and registration is live.
• Completed — not published.

The "All" list view shows Event Status as its second column. Events can also be published as a public list through the optional XML/PHP setup, reachable from any event detail page via the Event List button.

Opening a registration link from the public list (rather than from an email) lands on a generic page instead of a personalized registration, because the link carries no ContactID. The form can be configured to allow purely generic publishing if that's what you want.

Key event fields

• Hotel Cut-Off Date — set per event.
• Spend fields — Food & Beverage, A/V, and Sleeping Room spend, which roll up into Total Gross.
• Event Logo URL — recommended size 300 × 86; used as the header on registration and agenda pages.
• Main Event Image URL — recommended size 700 × 328; an optional larger image shown beneath the logo.

Agenda & sessions

Session details make up the event agenda and can be published in several ways. (Add an example agenda screenshot here.)

Email templates

Welcome email templates can be created and sent from a Contact record, through the mass email wizard, or automatically when a registration is completed. The Contact's identifier is embedded in the link, so when a registrant selects from the list of workshops, the new registration is associated with the correct Contact and Event.

When a registration is created, a Badge is generated and a "Know Before You Go" confirmation email can be sent.

Registration flow

The end-to-end registration flow includes:

1. A workshop invite email template for Contacts — new registrations link to the primary Contact if the email is forwarded to others.
2. A workshop list that is ContactID-aware.
3. A registration form that is EventID- and ContactID-aware.
4. A thank-you page that is EventID-aware.
5. An automated confirmation email with "Know Before You Go" information.
6. Automatic badge creation, using the badge configuration.
7. A per-location workshop agenda page, linked from the confirmation email template.

Adding registrations manually

Open the Registration tab, click New, and fill in the required information (Event, Contact).

Sending invites

Send invites using the company-wide From address.

Badges & tent cards

Badges are created alongside registrations. To produce badges and tent cards, add the Avery buttons to the Event page layout. Avery tent card templates 5302, 5305, and 5309 are commonly used.

Each event has two buttons: Prepare for Avery and Send to Avery. Click Prepare for Avery, follow the on-screen instructions, use the browser Back button, then click Send to Avery — the Avery app launches and walks you through creating your badges, tent cards, or labels.

MyQR badge scanning

Real Events includes the MyQR badge-scanning app for on-site check-in. Its install and user guide is available from the Real Intelligence product site; the key step is matching the recommended scanner settings.

Last updated 1 month ago