Creating a multi-track event on RingCentral Events

  • Updated

Here's a comprehensive step-by-step guide covering everything you need to know about launching your RingCentral multi-track event starting from initial setup to publishing it.

Note: Legacy plans (Starter, Growth, or Business) automatically create multi-track events. However, the option for a single-track session is exclusively available for our new Events plans.

Step #1: Create your event

After logging in to your account, click the Create new event button in your Organization Dashboard.

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First, select if you'd like to create a single track session or a multi-track event. This guide covers creating multi-track events.

Note: Legacy plans (Starter, Growth, or Business) automatically create multi-track events.

Next, you can then select which kind of event you'd like to create, either Virtual, Onsite, or Hybrid. In this guide, we'll use a Virtual event.Screenshot_2023-04-24_at_8.57.05_AM.png

Next, select your event style. You can create a completely blank event or use of our templates to get you started. 

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Hover over them to preview it in action or start building. You can always make adjustments to your event elements once you get started. 

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Next, enter your event details. 

 

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Name: The name of your event can be changed at any time from the Event Dashboard.

Start/end date & time: The duration of your event. The duration limit is up to 2 hours on the Free plan, up to 72 hours on the legacy Starter plan, custom (can be extended up to 240 hours) on our legacy Business plans and up to 10 days on our new Events plans..

Note: Your event limit is strict, but you can extend your event by 15 minutes before it closes in case your program is running late. You can also extend the time of your event from your Event Dashboard before the event ends as long as you remain within your duration limit mentioned above.

Ticket type: Your event must have tickets, but they can be Free or Paid. For more information about setting up paid tickets, see our guide How to connect your Stripe account.

Event visibility:

  • Public events are indexed by search engines.
  • Hidden events are joinable only via a link or invitation. Not indexed by search engines.
  • Private events are password protected. A great choice for test events and events with limited access for privacy. Not indexed by search engines.

Once you've filled in your event details, click Save and continue.

Once created, you'll be inside your Event Dashboard. Notice that your event is a draft and is not yet published, so it is only accessible by Event Organizers inside your account.

The Overview page features a helpful checklist designed to guide you through the event setup.

You can always make changes to your event and event areas, even after publishing. You can also un-publish your event as long as no one has registered for it yet.

Step #2: Check your event details

Navigate to Setup > Basics in your Event Dashboard to access and adjust the fundamental event settings. Some of these settings may have already been configured during the event creation process.

Event Name and Time

The name of the event or the start and end times can be changed here. 

Your event times are automatically localized to your attendees' regions according to the timezone set in your event details. For example, attendees accessing your PST event in a BST timezone will see all PST timings in their BST timezone. For more information, see our guide What happens when attendees are from different time zones?

Event Areas

Depending on the goals and nature of your event, you can choose any combination of these areas or all of them.

  • Stage segments are for live speakers, presentations, talks, interviews, live-streaming, and webinars. Up to 10 people can present on Stage at a time and 100,000 attendees can watch the Stage at your event.
  • Sessions are segments for live video group discussions, breakouts, and roundtables. You (and your attendees) can set up virtual groups in Sessions based on a topic. Up to 50 attendees can join a Session on screen. Up to 5,000 people can watch a Session (without participating on camera), depending on how many speakers you can on screen. See our guide Max On-Screen and Viewer Limits for more information.
  • People Area is where you can set up Networking and allow attendees to connect, explore common interests, and share professional details with each other. 
  • Expo can be used for virtual exhibitor booths, whether you have two or two hundred of them.
  • Replay (paid plans only) allows you to show event recordings to attendees during and/or after the event for up to 12 months, which you can enable below your Event Areas. See our guide How to make recordings available after the Event for more details.

  • App Area allows you to share apps with your audience, without directing them away from the RingCentral Events platform. 
  • Custom Area adds an additional icon to your event navigation and links to an external page of your choice.

Event format and visibility

In this section, you have the option to modify the event format and visibility. If you opt for a hybrid or onsite event rather than a virtual one, you'll be prompted to input the venue name and address. As previously explained, event visibility can be adjusted to hidden, public, or private settings.

Event URL

Event URL and Session Display are hidden under Advanced setting. Click on the corresponding button to expand and show additional settings.

This is the link to your event registration page and all pages inside your event. You can change the part after https://hopin.com/events to anything you like, as long as it is not in use by another event. 

Note: Changing your Event URL makes the previous one invalid. If you change your Event URL after you've already shared it with anyone, you will need to provide them with the new link.

Session Display 

By default, if a Session is attached to a Schedule segment, it will only display for 5 minutes before and after the set time in the Sessions area of the event. However, here you can adjust this so that your scheduled Session can be viewed for longer outside of its scheduled time. 

Step #3: Create tickets and registration

At RingCentral Events, we’ve built our own registration systems so you don’t have to worry about using another platform to collect, track, manage, and accept payments for your attendee list. However, it’s completely possible to use a separate registration system and then import the registrations in bulk or to send out Magic Link invites.

Note: In order to publish your event with paid tickets, you will first need to Connect your Stripe billing account.

Tickets

Navigate to the Event Dashboard > Registrations > Tickets page to create your tickets. You will see a free ticket created by default which you can delete or edit to fit your needs. Here is a guide where you can learn more about tickets settings: How to create tickets

Registration Form

The Registration Form allows Organizers to create required and optional registration questions outside the transactional process of selecting/purchasing a ticket. The custom questions can be added in the Event Dashboard > Registrations > Registration Form page. Learn more about question types here: How to create a registration form

Advanced Settings

In the Event Dashboard > Registrations > Advanced Settings tab, you can set up a custom registration close date for your event and to allow bulk ticket purchase by increasing the order limit. Refer to the following guide to learn more: Advanced event registration settings

Step #4: Create an event landing page

The registration page is where your attendees register for your event by claiming tickets. Our registration tools allow you to set up tickets for your event, promo codes, waitlists, registration forms, and more. The registration page also displays the various components of your event, if you have them, including sponsors, schedule, speakers, and booths.

Note: The registration page will only be accessible to preview or share to registrants once you've published your event.  

To set up your registration page, navigate to your Event Dashboard > Registrations > Event Landing page.

You have two options to set up your registration page: Classic and Canvas.  

Classic is our default option which allows some custom color branding and displays the event details and automatically event areas you've set up.

Canvas is a drag and drop page builder that provides a customizable layout, branding, speaker bios, and custom fonts. There are four main themes to choose from, but all are customizable. 

 

Step #5: Build event venue

Under the Venue tab in the Event Dashboard, you’ll find a number of components that you can customize for your event, such as Reception, Schedule, Expo, Sessions, Stage, and more. The list will depend on the event areas you've earlier enabled in the Basics page.

Reception area

The reception page is where attendees will land once they enter the event, so you want to help orient them. Here is where you can write your welcome message, add sponsors, and apps. Your event schedule, if created, will also appear in your reception page. Head to the Event Dashboard > Venue > Reception page to edit it.

If you’re hosting an event with no schedule, feel free to put a game plan here. For example, when an attendee first joins the event, where do you want them to go? Let them know here It’s also a good idea to add some tips such as, “how to get the most out of this event.”

The Reception page is also where you can add any links to resources that your attendees should know about.

See our guide How to customize your Reception page for complete details and instructions.

Sponsors

If you have sponsors for your event and you’d like to display them on your reception page, you can add them either from the Reception page settings or from the Venue > Sponsors tab. 

Sponsor logos can be tiered into three levels of sponsorships: gold, silver and bronze. Learn more about how to add sponsors to your event in our guide Add sponsors to your event.

Schedule

Establishing a detailed and organized schedule is crucial when managing a multi-track event. It serves as a vital reference point for attendees, offering clear insights into the event's proceedings, locations, and timings.

Once you create a schedule, it automatically populates on your event's Registration and Reception pages. Here is a guide where you can learn more about it: How to create a Schedule for an event

Other areas

Next, we recommend creating and setting up your Stage(s), Sessions, Expo Booths and the People area if applicable to your event. You can also check out our dedicated guides for further guidance:

Step #6: Add Speakers

Let attendees know who is presenting and featured at your event by adding speakers.

One way to add Speakers is by navigating to your Event Dashboard > People > Speakers page. Here, you can add, remove, and edit all of your speakers. You can also register them here or choose to just create their profile now and register them later.

Speaker can also be added directly from the schedule. Check out our guide How to add speakers for complete instructions and details.

Note: If you add a speaker and they have not yet registered for your event, they must join the event using the same email attached to the speaker profile that you created. 

Go LIVE!

While there are numerous additional customization options available, you now have the fundamental components to kickstart your event.

Tip: Before publishing the event for attendee registration, it's advisable to preview your Registration page and Reception to ensure everything appears as expected.

Ready to share your event and open registrations? Head over to your Event Dashboard and Publish your event.

Once your event is published, you can copy the Registration page URL to start promoting your event and use the test mode to rehearse with your speakers Backstage.

Note: You must publish your event before sharing the Registration page link, otherwise the link will redirect to RingCentral Events homepage.

All details of your event are editable at any time if you need to make a change, so there’s no pressure to make everything perfect before publishing. You’re now able to keep track of registrants, ticket sales, and revenue on your Overview page.

 

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