Creating an Onsite event

This guide walks you through setting up and launching an Onsite event on RingCentral Events. This event format is perfect for all kinds of in-person conferences and meetings. Onsite events offer features like an onsite registration suite, badge printing, lead retrieval, floor plans and more.

Step 1: Create your event

1. In your Organization Dashboard, click Create.
   
2. On the next page, complete the following:
   • In the Name box, type your event name.
      Note: The name of your event can be changed at any time from the Event Dashboard.
   • Under Starts at/Ends at, enter the start and the end date and time of your event. The duration limit is up to 10 days on the RingCentral Events plans. 
   • Select Hybrid or Onsite event as the preferred event format. Toggle This event is onsite only.
   • In the Venue Name and Address boxes, type your onsite venue name and its physical address.  
   • Click Create onsite event.  
   
3. Next, enter the description of your event. Once ready, click Continue.
   
4. At this point, you'll get redirected to the Event Dashboard. The Overview page features a helpful checklist designed to guide you through the event setup.
   

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

Here you can change the name of the event or the start and end times you've previously selected. 

Description

Here you can adjust the event description you've previously added. It will display on your Classic landing page. In the Description box, you can embed widgets, videos, hyperlinks, file downloads, and extensive descriptions. Refer to our guide Customizing content and additional information areas to learn all supported customization options. 

Event format, location & visibility

Under Event Format, you can convert your event into hybrid. For further details, refer to the guide on changing the event format.

Under Venue name and Address, you change the location of your in-person event.

Event visibility can be adjusted to hidden, public, or private:

• 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 reasons. Not indexed by search engines.

Step 3: Set up 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 send out Magic Link invites.

Landing page

The landing page is where attendees register for your event by claiming tickets. You can also use it to display the various components of your event, such as sponsors, schedule, and speakers.

To set up your registration page, navigate to your Event Dashboard > Registration > Landing Page. You have two layouts available: 

• Classic is our default option. It has a predefined design and automatically displays all of the available event information, so you don't need to spend time setting it up. 
• Advanced 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. 

Registration settings

To set up a custom registration close date for your event, allow bulk ticket purchases, change ticket currency, customize registration confirmation message or enable domain restriction, navigate to the Event Dashboard > Registration > Landing Page. 

Tickets

To create tickets, navigate to the Event Dashboard > Registration > Tickets. You will see a free virtual ticket created by default which you can delete or edit to fit your needs. Here is a guide where you can learn more about ticket settings: Creating tickets.

In an Onsite event, any tickets you create will be restricted to onsite access and there will be no option to create virtual tickets. When an attendee acquires a ticket, they will also receive a QR code in their Order confirmation email that they can use to check in to the onsite event.

Registration form

To create required and optional custom registration questions, navigate to the Event Dashboard > Registration > Registration Form. Learn more about question types here: Creating a registration form.

When adding a new question, you will be able to manage Answer Visibility across different stakeholders of an Onsite event:

• Attendees at self-check-in: When attendees check in via Kiosk Mode, they will be asked to verify their information. They will be able to see their answers.
• Admins of the Organizer app: Organizers will be able to see and edit the answers in the Organizer app.
• Lead mode of an attendee: Exhibitors will be able to view the answers when lead retrieval is enabled, and they are given access via their booth.
  

Step 4: Define your schedule 

Establishing a detailed and organized schedule is crucial when managing an Onsite multi-track event. To create a schedule, go to Event Dashboard > Content > Schedule. Here is a guide where you can learn more about it: Creating a schedule.

In an Onsite event, all schedule segments have the onsite format allowing you to configure:

• Onsite space: Choose which room at your onsite venue the segment will take place in.
• Onsite capacity: Specify the capacity of the room in which the segment is taking place. This allows attendees to book seats at onsite segments.  

For more details, check out our guide on Adding a hybrid or onsite segment to schedule.

Step 5: Outline your onsite experience

RingCentral Events Onsite suite includes several features for different onsite solutions, including event check-in, segment check-in, badge printing, and lead retrieval. The onsite part of the Event Dashboard can be configured in the following 6 steps. 

Floor plans

To add floor plans, go to Event Dashboard > Onsite features > Floor Plans. Attendees registered under a hybrid ticket will be able to access them in the RingCentral Events Attendee app to easily find their way around. For detailed steps, refer to our guide on Adding floor plans.

Check-in areas

To create check-in areas, go to Event Dashboard > Onsite features > Check-in Area. Through a check-in area's QR code, you and your onsite staff can sign in to the RingCentral Events Organizer app to manage event and segment check-in. For detailed steps, refer to our guide on Creating and managing check-in areas.

Kiosk mode

To create and customize kiosks, go to Event Dashboard > Onsite features > Kiosk Mode. You can switch to the kiosk mode in the Organizer app to allow attendees to check in independently. For detailed steps, refer to our guide on Setting up a kiosk.

Badges

To create badges, go to Event Dashboard > Onsite features > Badges. The badges can be associated with different ticket types. They will be printed out when checking in via the Organizer app through the connected printer. For detailed steps, refer to our guide on Creating and designing a badge.

Signatures

To collect signatures from attendees during check-in at a kiosk, go to Event Dashboard > Onsite features > Signatures. For detailed steps, refer to our guide on Setting up signature collection.

Lead retrieval/Expo

To assign Lead Retrieval licences to the Expo Booths, go to Event Dashboard > Content > Expo. This enables assigned Exhibitors to collect leads in the RingCentral Events Attendee app. For detailed steps, refer to our guide on Assigning Lead Retrieval license to an Expo Booth.

Go LIVE!

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

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

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.

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.