Download a copy of the Ultimate Hopin Event Checklist here.
This article shows you how to create your first Hopin event in five easy steps.
We know. Hopin’s dashboard can be a little daunting at first, but it’s actually not that hard to set up a basic event once you’ve done it a few times. It just takes practice.
Below is a step by step tutorial with everything you need to know about launching your first Hopin event from start to finish.
How to Create Your First Hopin Event in 5 Simple Steps
For this training exercise, you’ll learn how to set up a simple Open event. Open events have a start time and an end time but unlike Scheduled events, there is no time-bracketed agenda in the event. When you create Open events, you are setting up something similar to a virtual venue for your attendees to explore together.
Step #1: Create your free organizer account.
If you’ve never been to a Hopin event, you’ll need to create a plain old regular user account. Select the blue button Sign Up, It’s Free on the homepage
Once you complete the signup process, click My Account in the top right on the homepage.
Step #2: Create your event.
In your account, click the blue button “Create Event.”
This will bring up a screen that asks you what kind of event you want to create.
You’ll see two options: “Open Event” or “Scheduled Event.”
Select Open Event.
Give your event a name.
Select your timezone. Note: Timezones are automatically localized to your attendee’s region.
Give your event a start date and time and an end date and time. Attendees will be able to access your event five minutes before it starts. Hopin events do not boot attendees out suddenly if they are in the middle of a meeting.
Next, select the segments (or “rooms”) you’d like your event to have.
- The Stage is for live speakers, presentations, talks, interviews, live-streaming, and webinars. Up to six people can be on stage at a time and 100,000 attendees can watch the stage at your event.
- Sessions is the area for live video group discussions and breakouts. You (and your attendees) can set up virtual roundtables in Sessions based on a topic. Up to ten attendees can “sit down” and join a roundtable. Up to 300 people can watch a roundtable (without participating).
- Networking is where one-on-one conversations take place. Attendees are matched randomly and can connect (Hopin’s way of exchanging contact info for easy follow up). You set the amount of time they meet. Attendees do not meet the same person twice at an event.
Of these, select the Segments you’d like your event to have, depending on the goals and nature of your event.
Lastly, choose whether you’d like your event to be Public, Private, or Hidden.
- Public events are listed on Hopin’s website and we might promote it. Anyone can join a Public event.
- Private events are joinable by email invite only. You must email invitations from within Hopin directly.
- Hidden events are joinable only via a link.
Finish by clicking Create Event.
Step #3: Create your tickets.
You’re now in the Event Dashboard. Let the fun begin!
It might seem overwhelming at first, but the finish line is near. It may look like a lot, but there are actually only a few required steps to publish an event.
Note: You can always come back and update settings to a published event.
Once here, select Tickets.
Click Add Ticket. Note: tickets are required to attend any Hopin event.
The following Create a Ticket screen comes up:
Start by giving your ticket a name, such as Startup, Investor, or Early Bird, etc.
Choose whether you want your ticket to be free or paid. If you choose paid, set the price you’d like to charge your attendees. Add a description and the number of tickets you’d like to offer. Check the Hidden Tickets box to make your ticket unlisted and only obtainable through a private link. Hidden tickets are great for speakers and staff — you can create a hidden free ticket when regular tickets are paid.
Select Create Ticket to finish.
Change the settings of your tickets anytime by clicking the edit icon.
Delete tickets by clicking the trash icon.
If your ticket is private, use the share link icon to copy a private link and send it to your guests. Note: public tickets will not have the share link icon.
Create discount coupons for a ticket by clicking the price tag icon.
When you create a coupon, give your coupon a code that your attendees will enter. Set the new discounted price of the ticket.
Your attendees will enter the coupon at checkout like this:
Lastly, if you have multiple ticket types, you can designate who can meet with whom in the Networking segment of your event.
In the “Can meet with?” section, choose the other ticket types that ticket holder can meet with.
For example, in the screenshot above, Athletes will only network with other Athletes. Trainers will only network with other Trainers, and General will meet with everyone.
After setting up your Tickets, it’s time to move on to the Registration page.
Step #4: Create your Registration page.
The Registration page is where your attendees pick up their tickets and learn about your event.
To customise your Registration page, select Registration on the lefthand menu.
In Registration, the most important change to make is adding in a description of your event in the “About” section. It’s a good idea to include details such as talk titles, speaker bios, and session topics.
The better your description copy, the more tickets you’ll sell!
Next, add an event image. We recommend uploading an image without text because this image will be in the background with the title text of your event overlayed on top of it. If you don’t upload an image, a default photo will be used.
Fill out a short description of your event. This will show up as preview text when you share your event on social media. If you don’t input text into this field, a generic description of Hopin is the default.
Finally, you can choose whether you want the number of event registered attendees to be displayed on the Registration page. You can select Show None to start and when you have a good number of attendees registered you can come back and change it to Show All to help convey social proof.
Almost done! One more step.
Step #5: Create your Reception page.
Head to Reception on the left menu.
Here is where you write your welcome message for your event. This is the first thing your attendees will see when they enter your event, so it’s important to inform them of what’s going on.
If you’re hosting an Open Event, feel free to put a game plan here. Add event instructions, speaker bios, and general housekeeping notes. For example, when an attendee first joins the event, where do you want them to go? Add that here.
It’s also a good idea to add something such as, “How to get the most out of this event.”
When you’re finished, click Save. You can always come back and change your Reception page before or during an event.
At this point, you have everything you need to launch your event. There’s a lot more you can do, such as adding sponsors, speakers, and vendors, but you can work on those things later. For now, you’re ready to go live!
Go to Dashboard. You’ll see this:
Click “Go Live” to publish your event.
Once your event is published, you can copy the link below to your Registration page and start promoting! Make sure you click Go Live before sharing the Registration page link — otherwise the link will not work.
All details of your event are editable at any time if you need to make a change.
You’ll be able to keep track of visitors, registrations, and revenue in your organiser analytics dashboard right here.
Congrats, your first Hopin event is live!