At first glance, Hopin’s dashboard can be a little intimidating, but it’s actually not that hard to set up an event on Hopin once you’ve done it once or twice. It just takes practice.
Below is a step by step tutorial with everything you need to know about launching your first online event from start to finish.
For this training exercise, you’ll learn how to set up a simple event, something similar to a virtual venue for your attendees to explore. We won’t be giving this event a schedule.
Step #1: Create your event.
In your account, click the Create event button.
This will bring up the New Event screen with the following quick menu
Name. The name of your event that can be changed any time from the event Dashboard.
Start/End date&time. The duration of your event (72 hours maximum on the Free and Early Access plans. Can be extended up to 240 hours on the annual plan).
Timezone. Time zones are automatically localized to your attendee’s region. Selecting a timezone here makes it easier for you to build a Schedule later (not covered in this lesson).
Event segments. Select the areas you’d like your event to have:
- Stage segment is for live speakers, presentations, talks, interviews, live-streaming, and webinars. Up to five 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 20 attendees can “sit down” and join a roundtable on live camera. Up to 500 people can watch a roundtable (without participating on camera).
- 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.
- Expo is for your virtual vendor booths, whether you have two or two hundred of them.
Depending on the goals and nature of your event, you can choose any combination of these areas or all of them.
- Public events are listed on Event Marketplace to help you get more exposure and drive more ticket sales. Anyone can discover and join a Public event (they are indexed by search engines).
- Hidden events are joinable only via a link or invite-only.
- Private events are password protected. Great choice for test events and events with limited access for privacy reasons.
Note: Private and Hidden events aren’t indexed by search engines.
Finish by clicking Create event button.
Step #2: Create your tickets.
Congrats. You’re now in the Event Dashboard. It might seem overwhelming at first, but the finish line is near.
Note: You can always come back and update settings to a published event after you’ve published it. Once you’ve made changes to a published event, simply refresh the event page to see the updates.
Once here, select Tickets.
Click Add Ticket.
Note: tickets are required to attend any event on Hopin platform. All speakers, organizers (including you), and staff members need a ticket to enter the event.
Give your ticket a name.
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. Reminder, your Stripe account needs to be connected to select paid tickets.
Add a description and the number of tickets you’d like to offer.
Check the Hidden Ticket box to make your ticket unlisted and only obtainable through a private link. Hidden tickets are great for speakers and staff — for example, you can create a hidden free ticket when regular tickets are paid.
Select Create Ticket to finish.
You can change the settings of your tickets any time by clicking the edit icon. If you’d like to stop selling a ticket and display it as “sold out,” change the number of tickets offered to one and the next bought ticket will mark the ticket as "sold out" on your registration page. You can 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 directly. This will bring them to the event’s usual registration page but there will be a Private ticket visible only to them.
After setting up your Tickets, it’s time to move on to the Registration page.
Step #3: Create your Registration page.
The Registration page is where your attendees register for your event via tickets. The Registration page also displays the various components of your event if you have them, including sponsors, schedule, speakers, and booths. For background: At Hopin, we’ve built our own registration system 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 totally possible to use a separate registration system for your online event on Hopin using our “Magic Link” one-click event entrance solution on our Pro plan. More on this later.
To customize your Registration page, select the Registration tab on the left hand menu. Here you can add a description of your event in the “About” section and you can also 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.
For best results, the Registration page Background image should be 1500x600 pixels.
Tip: Check our guide on Image dimensions to make sure your images fit just right across the event.
If you’d like to customize your event’s preview text underneath the name on social media shares and search engine listings, go to Advanced Settings and write the copy there. If you don’t input text into this field, a generic description of Hopin is the default.
Also, you can choose whether you want the number of registered attendees to be displayed on your event’s Registration page. In Advanced Settings, under Show event attendees you can select Show None to remove the number of registrants from your registration page. You can update this to Show All at any time and click Save.
Almost done! One more step.
Step #4: Create your Reception page.
Head to the Reception tab in your event dashboard.
Here is where you can 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 event with no schedule, feel free to put a game plan here. 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.”
The Reception page is also where you can add any links to resources that your attendees should know about.
Recommended: Add a Schedule and Speakers
You can also add a Schedule to your event. Schedules provide a clean structure and source of information for your attendees to know what’s happening during the event, where they should be, and when.
When you create a Schedule, it automatically appears on your event’s Registration page and Reception page.
To create a Schedule, select the Schedule tab on the left menu of your event dashboard.
Select Add Segment. A Segment is an item on your Schedule that shows the following information:
- Name of Segment (Example: “Welcome Message and Introduction”)
- Segment type ("Stage")
- Start Time ("10:00 am EST")
- Speaker(s) ("Bobby Janson")
With a Schedule, Hopin will automatically add a wayfinding indicator to the Area icons on the left of your event (i.e., Stage, Sessions, Networking…) to let your attendees know what’s going on. Hopin reads your Schedule and attaches the red LIVE tag to the currently scheduled areas of your event.
What if I need to change my Schedule?
If you need to make edits to your Schedule during your event (e.g., maybe a speaker doesn’t show up), you can go to your event dashboard, select the Schedule tab, and edit any Segment of your event. Click Save when finished and your event will update when your attendees click refresh or move to another area of the event.
Under each Segment, you’ll notice you won’t be able to add a Speaker to a Segment and the following tip: “Hint: If you add speakers to the event, you can select them here for the scheduled segment.” Here’s how to add speakers.
To add Speakers, go to the Speaker tab in your event dashboard.
Important: To add someone as a Speaker, they must be registered for your event. To register the person for your event, your event must be live so that your registration page works. Once live, you can send your speaker a link to the registration page for them to sign up. You cannot sign up someone on their behalf.
You may not want our event to be public yet while you’re registering your speakers. To make your event live but not public, go to Key Details and change Public to Hidden or Private (password protected).
Once your Speakers are registered you can type the first four characters of their name in the Name field and their profile will show up. Select them and add a custom bio, this will show on the Registration page and the Reception page.
Once you’ve added Speakers you can go back to the Schedule area and select the segment they are participating in. You’ll see their name below and a check box next to it. Check the box to add the Speaker to the segment. You can add multiple speakers to one segment. If a speaker isn’t showing up, it’s because they are not registered for the event yet.
When you’re finished adding segments and speakers, click Save. You can always come back and change your Schedule, Reception Page, and Registration (and any) page before or during your 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 and vendors, but you can work on those things later. For now, you’re ready to go live!
Go to your event dashboard.
Click Publish Event to publish your event.
Once your event is published, you can copy the link to your Registration page and start promoting! Make sure you publish your event before sharing the Registration page link — otherwise the link will not work and will direct people to Hopin’s homepage.
Note: In order to publish your event, you will need at least one public ticket type. If you do not want to offer any public tickets, create a single public ticket type with the count of one. Once your event is published, navigate to your registration page and get the public ticket for yourself.
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 going live. You’re now able to keep track of visitors, registrations, and revenue in your Overview page.
Congrats, your first online event is live on Hopin!
Feel free to reach out to us at [email protected] in case you have questions or need assistance.