How to create an event in Zoho Backstage

Create Event

Getting Started with Your Event

Hosting an event with Zoho Backstage is an excellent opportunity to showcase your product, support a cause, or promote your brand. With your Zoho Backstage account and portal ready, it's time to plan your event. Follow these steps to set up and manage your event.

Creating Your Event

Start by creating a new event in your Zoho Backstage portal:


  1. Click the Create Event button in the top-right corner of the Events tab of your portal.
  2. In the dialog box that appears:
    • Choose the event type:
      • In-Person: Host your event at a physical venue with on-site attendees.
      • Virtual: Conduct your event entirely online with virtual sessions and remote participation.
      • Hybrid: Combine both virtual and in-person formats to cater to a broader audience.
    • Enter the Event Name.
    • Set the start date and time and the end date and time.
    • Choose the Source Language for your event’s website.
  3. Click Create to save your event as a draft.
You will be automatically redirected to the Manage > Event Info tab of the event builder, where you can configure additional details for your event.

Editing Event Details

After creating your event, set up the details that attendees will see:
  1. Navigate to Manage > Event Info > Basic Details tab from the Dock.
  2. Set the access level for the event website: 
    • Choose whether the event is Public or Private.
    • Manage who can sign in and register by specifying email domains.
    • Click Save when done. 
  3. Select the venue from the Location dropdown.



    • Add, Edit or Remove location images if needed.
      • To add an image, hover over the image and click the Upload icon. 
    • Set the Time Zone for your event.
  4. Provide a summary with keywords for better search visibility.
  5. Write an event description to highlight what attendees can expect.
  6. Choose an event category from the dropdown.
  7. Add tags to describe your event for better search results.
  8. Link your event’s media pages (Twitter, Facebook, LinkedIn, Instagram, etc.).


Managing Event Website Access

Control who can access information and participate in your event by setting the website's access level. You can make it freely accessible or restrict sign-ins and ticket registrations to specific domains.

  1. Navigate to the Manage > Event Info > Basic Details section from the Dock.
  2. Click the Manage Access link in the Event Website Access section. The Manage Event Website Access dialog box will appear.
  3. To make the website public:



    1. Click the Public option.
    2. Select the Restrict sign-ins and registrations checkbox to limit access for website visitors.
      Notes
      Note: This restriction does not apply to portal and event team members, speakers, sponsors, or exhibitors.
    3. To allow specific email domains, select Allow these email domains and enter the permitted domains in the Email Domains text box.
    4. To block specific email domains, select Block these email domains and enter the restricted domains in the Email Domains text box.
  4. To make the website private:



    1. Click the Private option.
    2. To allow specific email domains, select Allow these email domains and enter the permitted domains in the Email Domains text box.
    3. To block specific email domains, select Block these email domains and enter the restricted domains in the Email Domains text box.
  5. To control event visibility further:
    1. Navigate to the Event Visibility section.
    2. Select where you want your website to be displayed or listed.
    3. Available options are: 
      1. Search engine results
      2. Portal event-listing page
      3. Backstage attendee app
  6. Click the Change button in the resulting dialog box to confirm your setting.
  7. Click the Save button to apply the changes.

Accessing and Editing Events

Find all your events in one place:
  1. Navigate to the Events tab of the portal.
  2. Use the search bar, filters, or sorting options to find specific events.
  3. Click Edit next to an event to open it in the event builder.
  4. Make changes as needed and Republish them to update the live website.
Idea

On Event Day

Prepare and manage your event on the big day:
  • Check-In: Manage participant check-ins across the event, sessions or zones.
  • Rehearsals: Run rehearsals for sessions before they go live.
  • Present Sessions: Conduct live and hybrid sessions seamlessly.
  • Badges: Design badges in advance and print participant details on event day for easy on-site operations.
  • Announcements: Make important announcements to participants throughout the event.
Info
  1. You will be added as an organizer by default when you create an event.
  2. Event details are auto-saved and displayed on the event website and attendee app after publishing. 
If you have any questions, please contact support@zohobackstage.com.