How can I add an event?

Modified on Thu, 14 Mar 2024 at 11:30 AM

To add events you must have administrator or media secretary admin rights. Browse to "Admin" > "Events":

You will have two options for adding an event - "Add event" or "Add event from template".

We would recommend using the 'Add Event From Template' option where applicable. Please click here for further instructions Helpdesk : PTA Events (freshdesk.com)

Add event

If your event doesn't fit into any of the event template wizards we currently have defined, then you can add your event from scratch. Click the "Add event" button to add a new event. You will be able to define the following fields:

Event Organisers	You can specify up to 4 people who can be responsible for organising this event. When these people log in to your PTA Events website, they will be able to edit everything to do with this event from products & tickets to product questions and tasks. They will also be able to see all booking information.
Name	The name of your event. Names should be kept fairly succinct as names will show in your what’s on calendar and any tickets. If you need to add more information about your event use the description.
Description	A description for your event.
Show Description First	Would you like to show the event description first on your event details page?
Order Confirmation Email Text	This text will appear in the order confirmation email when a customer orders any product for this event. You can use it to thank your customers for purchasing products for this event or inform them of further information relating to this event.
BCC Order Confirmation	Would you like the order confirmation emails to be BCC'd to the event organisers?
BCC Volunteer Confirmation	Would you like the volunteer confirmation emails to be BCC'd to the event organisers?
Type	The type of event. If your event types doesn’t fit into any of these categories, choose "Other" or drop us an email and we can add a new event type. Events of type "School Disco", "Film Night" and ";Magic Show" are classified as "child only events" and therefore we will automatically added product questions for contact details different to those of the person placing the order and if the attendee has any allergies or medical needs.
Start Date & Time	This is the start date & time of your event. Both start date and times fields are required. Date must be in the format dd/mm/yyyy.
End Date & Time	This is the end date & time of your event. If entered, the end date must be in the format dd/mm/yyyy. The PTA Events platform does not handle events that span multiple days very well. If you have a book fair that runs from 15:20 - 16:00 on 3 consecutive days, it’s recommended that you add the first date and then use the "Copy" function in the "Manage" event menu and change subsequent dates.
Sale Start Date	This is the start date & time that you would like all products from this event to go on sale. If this event will have products associated with it, you should always set the start date & time here. If you would like to override this for individual products then you can set a product specific sale start and end dates / times for each product. Date must be in the format dd/mm/yyyy.
Sale End Date	This is the end date & time that you would like all products from this event to stop selling. If this event will have products associated with it, you should always set the end date & time here. If you would like to override this for individual products then you can set a product specific sale start and end dates / times for each product. Date must be in the format dd/mm/yyyy.
Purge Data Date	An important principle in the European Union’s General Data Protection Regulation (GDPR) is data minimisation. This means that you must limit personal collection, storage and usage to data that is relevant, adequate and absolutely necessary for the purpose for which the data is processed. There is usually no need for PTA Events Admin to keep event related data longer than the event itself. Here you can set a date when we will automatically purge answers to product questions and booking information from our database. If no date is set then this will default to 90 days after the event end date.
Hide Date in "What’s On" pane	If you want to hide the event from showing in the "What’s On" panel then select this option. For example if you have an event set up to sell sponsorship or space in your business directory, you would want to have the products available to purchase but not advertise the date.
Hide Time in "What’s On" panel	If you want to hide the event time from showing in the "What’s On" panel then select this option. For example if you have an event set up to sell sponsorship or space in your business directory, you would want to have the products available to purchase but not advertise the date.
Hide Tasks	If you would like to hide all tasks for this event from showing in the Can you help panel, the volunteers page and in the volunteer section of My Account then select this option. Just remember to uncheck this option when you are happy for your tasks to be available for your customers to volunteer for.
Fee Type	What fees are charged? : PTA Events / Clubs Hub / Charity Hub Support (freshdesk.com) You have the option here whether to pass this fee on to your customers to pay voluntarily - i.e. the customer can opt-in to pay the fee at checkout (Legal Counsel have advised that this is the preferred option to opting out). It could also be added as a compulsory fee, but please note that this is only applicable within the EU if the fee applies to all payment methods including cash/cheques. Finally, there could be no fee because you’ve already adjusted the price of your tickets/products to incorporate the fee.
Ask for volunteers?	If you would like to interrupt the checkout process and ask for volunteers to volunteer for your tasks for this event then select this option. Please note that if no tasks exist for this event then the checkout process will not be interrupted and will continue as normal.
Location	The event location - i.e. an address that will be shown on your tickets or ’School Field’ or "School Hall’ etc.
Postcode	The postcode of the event. This is used to retrieve a map of the event from Google Maps for your event page.
Event Capacity	If you need to specify an event capacity you can do this here. You will also then need to select which of your event products are included in this calculation. For example, if you were having a fireworks display you would only want different ticket types to be included in the event capacity and not vouchers for your BBQ. Please ensure you specify which tickets / products should be included in this event capacity by checking "Include in event capacity" for each product. Leave empty to ensure no event capacity is set for this event.
Hide Event Capacity	This will prevent the event capacity figures from showing on your event / shop pages but the feature will still be used to prevent over sales.
Carousel Image	This is event image that will show in the carousel at the top of the shop page or the main event image on the event page. You can either upload your own or choose from our extensive image library. If there isn't an available image in the library, you can search for an image at https://stock.adobe.com/ which we can use to create an image for your event and add the library so other organisations can use. Please note that any images you search for should be in landscape format and the carousel image size should be 600 width x 275 pixels wide. If you add images of different sizes then this will adversely affect the user experience as the page will jump around as they appear in the carousel.
Carousel Image Text	Carousel image text will only be displayed over the carousel images if the slider type is set to "ImageSlider". This can be set in "Admin" > "Settings" > "Site Design".
Use sales dates to show Carousel Image	Your carousel image will show at all times as it’s there to advertise your future events. If you only want this to display during your sales start and end dates then check this checkbox.