From the opening screen, selecting the New Event button (top right corner) will open the New Event setup panel.

This where you create and define the settings for one specific event. Many other aspects of your event (such as Language, Currency, E-Commerce Gateways, Google Analytics, etc.) are configured on a global basis (in Application Setup) and must be configured before setting up a specific event.

You'll start by defining various aspects, including:

• Details (name, dates, location etc.)
• Modules (which modules you want included)
• External Connections (various external connections you'll need to run your event)
• Access Rights (if you have multiple users)
• Invoice header (you can add and edit details)
• Custom Fields

Editing an existing event's settings

You can come back to update or review your event settings later within your event, via the Setup Panel (under SYSTEM SETUP - Event, then under Preferences). 

Details

The following options are available when you create a new event:

• Name - name of your new event
• Event Type - choose one of the following:
  • Event
  • Contact Store
  • CE Contact Store
  • Member Contact Store

• Start and End Date - enter the start and end dates of your event
• Event Location Time Zone - for automatic date/time offset calculations
• Event Currency - sets the default currency for this event

• Enable Multi-Currency - this option turns on multi-currency, so you can assign multiple currencies to payable items and create interactive sites and merge docs in different currencies
• Office - if you have enabled the optional Office feature (managing multiple office locations), you must assign this event to a specific office
• Clone From - this option lets you copy an entire event setup from one that is already created. (No contact records or financial information will be copied over.)
• Event Group - if you created an Event Group item in System Settings, you can enter it here
• Venue - the venue your event is being held at
• City, State, Country - where your event is being held
• Alias - if you would like to assign a simple URL alias (e.g. webmarketing2026 instead of Web-Marketing-Conference-2026), you can enter it here

• Contact Store - if you have created an EventsAir Contact Store, you can link that Contact Store to the new event you are creating

• Event Logo Image - you can upload your event logo here. It will be resized to 400 pixels wide, and an image that is more or less square in dimensions works best.
• Optional services - add other services you need for this event (and accept any additional costs)

Modules tab

You can select which modules to make active in this event. Please note that once you build your event, you are not able to change the module selections.

External Connections tab

Settings for this event's external connections are here, including:

• Analytics Account & details - you can enter your Google Analytic account information for this specific event
• Facebook - link to the Facebook account you use to promote your event.
• Twitter  & Twitter (search)- link to your event's Twitter account
• Text Message Gateway - to send SMS text messages you will need a Text Message Gateway
• E-Commerce Account - you can select the desired E-Commerce account here, for this specific event
• E-Commerce Reference - enter a brief phrase here, so all charges coming from this event display this phrase when viewed in your gateway or merchant account
• PayPal Account - you can select the desired PayPal account here, for this specific event
• E-Commerce Test Mode - check this box so you are able to process test registrations instead of live ones
• Send Email From - this option lets you select the default email account that all emails will be sent from
• Email Account - If you have set up one or more Email External Accounts in Application Setup, these accounts will be visible here. This option lets you assign a different SMTP Email Server to use with your email communications in EventsAir.

Access Rights tab

In the Access Rights tab, you have two options:

• Allow all users to access this event
• Allow selected users to access this event

This is very useful when you are working with clerical staff or temporary employees for your event and want to make sure their access is appropriate.

Invoice Header tab

You can enter the event-specific Tax Number and other details for your company here. These details will be automatically applied to the layout of your invoices and receipts.

Custom Fields tab

In this tab, you can select any pre-defined custom fields you already created in the Application Setup.

Now that you've created your event...

...You're ready to set up all your event's modules and preferences. Find out more in this section.

After your event - archiving or deleting

From the opening screen of EventsAir, select the hamburger icon [three horizontal lines] for the event you'd like to delete and you have the option to open, archive, or delete the event.

When an event is archived, all attendees are anonymized and all personal data in the event will be permanently deleted. The attendee’s name, email and phone number is permanently encrypted, allowing for a record search only by an authorized Data Administrator. This often forms a key part of your data protection processes.

To archive an event

1. From the Event Selection Screen, select the Menu in the top right corner of the Event Box and "Archive".
2. If you're sure, enter ARCHIVE in uppercase letters and then press the Archive Button.
3. Your Event Box will display an Archiving Notification. Once Archiving is complete, the notification will change to Archived.

Searching for an archived event

An event that is archived will be removed from the display and search functions in the Event Selection screen. However, you can opt to include an archived event when using the event filter option in the search window.

Deleting - use extreme caution

Once deleted, the entire event and all information and settings will be removed and cannot be retrieved. Exercise caution!