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Instance · Events

Managing Events

Last updated 7 November 2026

This document guides you through various aspects of managing events, such as creating, updating, and deleting speakers, sponsors, and tickets. It also guides you through the process of managing an event's content, FAQs, gallery, among other functionalities

The following topics are discussed:

  • Updating an event's details
  • Managing event venues
  • Managing pricing
  • Updating content
  • Managing speakers
  • Managing sponsors
  • Managing tickets
  • Managing ticket layouts
  • Managing expenses
  • Viewing financials
  • Updating the sitemap
  • Managing metadata
  • Managing Open Graph
  • Managing Schema
  • Managing media and files
  • Managing the gallery
  • System Fields
  • Custom Fields
  • Managing FAQs
  • Event Stream and System Info
  • Deleting events

Updating an event's details

To update an event's details:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose details you want to update and select its Edit row action link.
  4. Navigate to the 'Details' tab.
  5. Make your changes.
  6. Select SAVE.

Managing event venues

Use the 'Venue' tab to choose the venue of an event. The tab has three parts:

  • Venue: a dropdown. Select or type to search for a venue. A link opens the venue's details.
  • Venue Contacts: the contacts assigned to the venue.
  • Venue Address: the address of the venue.

To view an event's venue details:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose venue details you want to view and select its Edit row action link.
  4. Navigate to the 'Venue' tab.

Note

You do not add venue areas on the event. Choose the 'Venue Area' on each pricing division in the 'Pricing' tab. To manage the areas of a venue, navigate to Events, then Venues. See Adding event venues.

Managing pricing

This section includes the following topics:

  • Adding a division
  • Adding a pricing tier
  • Updating a division
  • Updating a pricing tier
  • Deleting a division
  • Deleting a pricing tier

Adding a division

To add a division:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add a division and select its Edit row action link.
  4. Navigate to the 'Pricing' tab.
  5. Select ADD DIVISION.
  6. Fill out the form for adding a division. Please refer to the Pricing section in 'Adding an Event' for the input requirements.
  7. Select ADD DIVISION.

Adding a pricing tier

To add a pricing tier:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add a pricing tier and select its Edit row action link.
  4. Navigate to the 'Pricing' tab.
  5. Select ADD PRICING TIER.
  6. Fill out the form for adding a pricing tier. Please refer to the Pricing section in 'Adding an Event' for the input requirements.
  7. Select ADD PRICING TIER.

Note

Please note that you must first add a division before you can add a pricing tier.

Updating a division

To update a division:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose division you want to update and select its Edit row action link.
  4. Navigate to the 'Pricing' tab.
  5. Find the division you want to update and select its overflow menu ().
  6. Select Edit.
  7. Make your changes.
  8. Select SAVE.

Updating a pricing tier

To update a pricing tier:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose pricing tier you want to update and select its Edit row action link.
  4. Navigate to the 'Pricing' tab.
  5. Find the pricing tier you want to update and select its overflow menu ().
  6. Select Edit Pricing Tier.
  7. Make your changes.
  8. Select SAVE.

Deleting a division

To delete a division:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose division you want to delete and select its Edit row action link.
  4. Navigate to the 'Pricing' tab.
  5. Find the division you want to delete and select its overflow menu ().
  6. Select Delete.
  7. Finalize the deletion of the division using the confirmation modal.

Note

You cannot delete a division when there are tickets booked against it.

Deleting a pricing tier

To delete a pricing tier:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose pricing tier you want to delete and select its Edit row action link.
  4. Navigate to the 'Pricing' tab.
  5. Select the pricing tier you want to delete.
  6. Select DELETE.
  7. Finalize the deletion of the pricing tier using the confirmation modal.

Note

If tickets use the pricing tier, Delete Pricing Tier opens the 'Reassign and Delete Pricing Tier' drawer. Pick a replacement tier and the tickets move to it. If no replacement tier is available, the drawer offers Archive Instead. The overflow menu also has Archive Pricing Tier and Restore Pricing Tier.

Updating content

This tab allows you to manage content concerning the event. To update an event's content:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose content you want to update and select its Edit row action link.
  4. Navigate to the 'Content' tab.
  5. Make your changes.
  6. Select SAVE.

Managing speakers

This tab allows you to manage the speakers associated with an event. It includes the following topics:

  • Viewing event speakers
  • Adding event speakers
  • Updating event speakers
  • Removing event speakers

Viewing event speakers

To view event speakers:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose speakers you want to view and select its Edit row action link.
  4. Navigate to the 'Speakers' tab.

Adding event speakers

To add an event speaker:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add a speaker and select its Edit row action link.
  4. Navigate to the 'Speakers' tab.
  5. Select ADD SPEAKER.
  6. Fill out the form for adding a speaker.
  7. Select ADD SPEAKER.

These are the input requirements and descriptions for adding a speaker to an event:

Input LabelTypeRequiredDescription
CRM Contact Dropdown Field Yes The CRM contact invited as a speaker for the event. Speakers are selected from the CRM contact list, so a contact must be added to the CRM before they can be designated or invited as a speaker.
Speaker Weighting Numeric Field No Numeric value that can be used, for example, to prioritize the order in which speakers are displayed in a landing page or website.
Image Dropzone No Image of the speaker.
Content Code Editor No Content concerning the speaker.

Updating event speakers

To update an event speaker:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose speakers you want to update and select its Edit row action link.
  4. Navigate to the 'Speakers' tab.
  5. Find the speaker you want to update and select its overflow menu ().
  6. Select Edit.
  7. Make your changes.
  8. Select SAVE.

Removing event speakers

To remove an event speaker:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose speakers you want to remove and select its Edit row action link.
  4. Navigate to the 'Speakers' tab.
  5. Find the speaker you want to remove and select its overflow menu ().
  6. Select Delete Speaker.
  7. Finalize the event speaker's removal using the confirmation modal.

Managing sponsors

This tab allows you to manage the sponsors associated with an event. It includes the following topics:

  • Viewing sponsors
  • Adding a sponsor
  • Updating a sponsor
  • Removing a sponsor

Viewing sponsors

To view the sponsors for an event:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose sponsors you want to view and select its Edit row action link.
  4. Navigate to the 'Sponsors' tab.

Adding a sponsor

To add a sponsor:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add a sponsor and select its Edit row action link.
  4. Navigate to the 'Sponsors' tab.
  5. Select ADD SPONSOR.
  6. Fill out the form for adding a sponsor.
  7. Select ADD SPONSOR.

These are the input requirements and descriptions for adding a sponsor to an event:

Input Label Type Required Description
CRM Company Dropdown Field Yes Name of the sponsor company.
Name Input Field No Name of the sponsor.
Link Input Field No Link to the sponsor's website.
Logo Dropzone No Logo of the sponsor.
Category Dropdown Field No Category of the sponsor being added to the event.
Sponsorship Amount Number Field Yes Value of the sponsorship.
Sponsorship amount includes tax Checkbox No Indicates whether or not the sponsorship amount already includes tax.
Tax Type Radio Group Only if 'Sponsorship amount includes tax' is checked

Type of tax applied to the sponsorship. Options include:

  • Percentage
  • Fixed Amount
Tax Number Field Only if 'Sponsorship amount includes tax' is checked Tax applied to the sponsorship.
Sponsor Weighting Input Field No Numerical weighting for the sponsor.
Content Code Editor No Content describing the sponsor.

Updating a sponsor

To update a sponsor:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose sponsor you want to update and select its Edit row action link.
  4. Navigate to the 'Sponsors' tab.
  5. Find the sponsor you want to update and select its overflow menu ().
  6. Select Edit.
  7. Make your changes.
  8. Select SAVE.

Removing a sponsor

To remove a sponsor:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose sponsor you want to remove and select its Edit row action link.
  4. Navigate to the 'Sponsors' tab.
  5. Find the sponsor you want to remove and select its overflow menu ().
  6. Select Delete Sponsor.
  7. Finalize the sponsor removal using the confirmation modal.

Managing tickets

This tab allows you to manage the tickets for an event. It includes the following topics:

  • Viewing tickets
  • Adding a ticket
  • Viewing a ticket’s PDF file
  • Updating a ticket
  • Deleting a ticket

Viewing tickets

To view the tickets for an event:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose tickets you want to view and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.

Adding a ticket

To add a ticket:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add a ticket and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.
  5. Select ADD TICKET.
  6. Fill out the form for adding a ticket. Please refer to Adding Event Tickets for the input requirements when adding a ticket.
  7. Select ADD TICKET.

Viewing a ticket’s PDF file

To view the ticket as it would appear in PDF format:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose ticket you want to view and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.
  5. Find the ticket you want to view in PDF format and select its View PDF row action link.

Updating a ticket

To update a ticket:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose ticket you want to update and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.
  5. Find the ticket you want to update and select its Edit row action link.
  6. Make your changes.
  7. Select SAVE.

Deleting a ticket

To delete a ticket:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose ticket you want to delete and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.
  5. Find the ticket you want to delete and select its Delete row action link.
  6. Finalize the deletion of the ticket using the confirmation modal.

Managing ticket layouts

This tab allows you to manage your ticket layouts. It includes the following topics:

  • Customizing the ticket layout
  • Viewing the sample ticket
  • Resetting the ticket layout

Customizing the ticket layout

To customize the ticket layout:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose ticket layout you want to customize and select its Edit row action link.
  4. Navigate to the 'Ticket Layout' tab.
  5. Make your changes.
  6. Select SAVE.

Viewing the sample ticket

To view the sample ticket layout:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose ticket layout you want to view and select its Edit row action link.
  4. Navigate to the 'Ticket Layout' tab.
  5. Select VIEW SAMPLE TICKET.

Resetting the ticket layout

To reset the ticket layout:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose ticket layout you want to reset and select its Edit row action link.
  4. Navigate to the 'Ticket Layout' tab.
  5. Select RESET TICKET LAYOUT.

Managing expenses

Use this tab to manage the event's expenses. Topics include the following:

  • Adding an expense
  • Updating an expense
  • Deleting expenses

Adding an expense

To add an expense

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add an expense and select its Edit row action link.
  4. Navigate to the 'Expenses' tab.
  5. Select ADD EXPENSE.
  6. Fill out the form for adding an expense. Please refer to the Expenses section in 'Adding an Event' for the input requirements.
  7. Select ADD EXPENSE.

Updating an expense

To update an expense:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose expense you want to update and select its Edit row action link.
  4. Navigate to the 'Expenses' tab.
  5. Find the expense you want to update and select its Edit row action link.
  6. Make your changes.
  7. Select SAVE.

Deleting expenses

You can use one of two ways to delete expenses:

  • Deleting an expense
  • Deleting multiple expenses

Deleting an expense

To delete a single expense:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose expense you want to delete and select its Edit row action link.
  4. Navigate to the 'Expenses' tab.
  5. Find the expense you want to delete and select its Delete row action link.
  6. Finalize the expense deletion using the confirmation modal.

Deleting multiple expenses

To delete multiple expenses:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose expenses you want to delete and select its Edit row action link.
  4. Navigate to the 'Expenses' tab.
  5. Select the expenses you want to delete using their checkboxes. Ticking the topmost checkbox selects all expenses.
  6. Select the Bulk Actions button, then select Delete.
  7. Select APPLY.
  8. Finalize the deletion of the expenses using the confirmation modal.

Viewing financials

The 'Financials' tab summarizes the money for the event. It shows Ticket Revenue, Sponsorship Revenue, Expenses and Net P&L. Use the toggle at the top to switch between Gross and Ex-Tax figures.

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose financials you want to view and select its Edit row action link.
  4. Navigate to the 'Financials' tab.

Updating the sitemap

To update an event's sitemap:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose sitemap you want to update and select its Edit row action link.
  4. Navigate to the 'Sitemap' tab.
  5. Make your changes.
  6. Select SAVE.

Managing metadata

Use this tab to manage the event's metadata. Topics in this section include the following:

  • Updating metadata
  • Using metadata

Updating metadata

To update the event's metadata:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose metadata you want to update and select its Edit row action link.
  4. Navigate to the 'Metadata' tab.
  5. Make your changes.
  6. Select SAVE.

Using metadata

To apply your metadata configurations to a page:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose metadata you want to use and select its Edit row action link.
  4. Navigate to the 'Metadata' tab.

  5. Copy the Liquid snippet of the metadata you want to apply. The snippet would look similar to the following example:

    {%- include 'modules/insites_events/seo', type: 'event' -%}

  6. Paste the Liquid snippet onto the page to which you want to apply the metadata configurations.

Managing Open Graph

Use this tab to manage the event's Open Graph settings. Topics in this section include the following:

  • Updating Open Graph settings
  • Using Open Graph

Updating Open Graph settings

To update the event's Open Graph settings:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose Open Graph settings you want to update and select its Edit row action link.
  4. Navigate to the 'Open Graph' tab.
  5. Make your changes.
  6. Select SAVE.

Using Open Graph

To apply your Open Graph configurations to a page:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose Open Graph configuration you want to use and select its Edit row action link.
  4. Navigate to the 'Open Graph' tab.

  5. Copy the Liquid snippet of the Open Graph configuration you want to apply. The snippet would look similar to the following example:

    {%- include 'modules/insites_events/seo', type: 'event' -%}

  6. Paste the Liquid snippet onto the page to which you want to apply the Open Graph configurations.

Managing Schema

Use this tab to manage the event's Schema configurations. Topics in this section include the following:

  • Updating Schema configurations
  • Using Schema

Updating Schema configurations

To update the event's Schema configurations:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose Schema configurations you want to update and select its Edit row action link.
  4. Navigate to the 'Schema' tab.
  5. Make your changes.
  6. Select SAVE.

Using Schema

To apply your Schema configurations to a page:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose Schema configuration you want to use and select its Edit row action link.
  4. Navigate to the 'Schema' tab.

  5. Copy the Liquid snippet of the Schema configuration you want to apply. The snippet would look similar to the following example:

    {%- include 'modules/insites_events/seo', type: 'event' -%}

  6. Paste the Liquid snippet onto the page to which you want to apply the Schema configurations.

Managing media and files

Use this tab to add and manage files and images for your event. This section includes the following topics:

  • Adding media and files
  • Downloading an image
  • Removing a file

Adding media and files

To add media or files to an event:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add media or files and select its Edit row action link.
  4. Navigate to the 'Media' tab.
  5. Select the field to which you want to add media or a file.
  6. Select your file.
  7. Select SAVE.

Downloading an image

To download an image:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event containing the image you want to download and select its Edit row action link.
  4. Navigate to the 'Media' tab.
  5. Find the image you want to download and select its Download row action link.

Removing a file

To remove a file:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event containing the file you want to remove and select its Edit row action link.
  4. Navigate to the 'Media' tab.
  5. Find the file you want to remove and select its Remove file row action link.
  6. Select SAVE.

Managing the gallery

Use this tab to manage images for your event. You can add up to 200 files, with a maximum file size of 10 MB per file. This section includes the following topics:

  • Adding images to a gallery
  • Removing an image from a gallery
  • Downloading all images from a gallery

Adding images to a gallery

To add images to a gallery:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add images and select its Edit row action link.
  4. Navigate to the 'Gallery' tab.
  5. Select the gallery to which you want to add images.
  6. Select your images.
  7. Select SAVE.

Removing an image from a gallery

To remove an image from a gallery

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose images you want to remove and select its Edit row action link.
  4. Navigate to the 'Gallery' tab.
  5. Find the image you want to remove and select its Remove file row action link.
  6. Select SAVE.

Downloading an image from a gallery

To download an image from a gallery

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose images you want to download and select its Edit row action link.
  4. Navigate to the 'Gallery' tab.
  5. Find the image you want to download and select its Download row action link.

Downloading all images from a gallery

To download all images from a gallery

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose images you want to download and select its Edit row action link.
  4. Navigate to the 'Gallery' tab.
  5. Find the gallery containing the images you want to download and select DOWNLOAD ALL FILES.

System Fields

Use this tab to manage the event's system fields. To update data in the system fields:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose system field data you want to update and select its Edit row action link.
  4. Navigate to the 'System Fields' tab.
  5. Make your changes.
  6. Select SAVE.

Note

Please visit our documentation on Event System Fields to learn more.

Custom Fields

Use this tab to manage the event's custom fields. To update data in the custom fields:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose custom field data you want to update and select its Edit row action link.
  4. Navigate to the 'Custom Fields' tab.
  5. Make your changes.
  6. Select SAVE.

Note

Please visit our documentation on Event Custom Fields to learn more.

Managing FAQs

This tab allows you to configure your main FAQs section and manage your FAQ items. Topics in this section include the following:

  • Configuring the FAQs section
  • Adding an FAQ item
  • Updating an FAQ item
  • Deleting an FAQ item

Configuring the FAQs section

To configure your FAQs section:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose FAQs section you want to update and select its Edit row action link.
  4. Navigate to the 'FAQs' tab.
  5. Make your changes.
  6. Select SAVE.

Adding an FAQ item

To add an FAQ item:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add an FAQ item and select its Edit row action link.
  4. Navigate to the 'FAQs' tab.
  5. Select ADD FAQ.
  6. Fill out the form for adding an FAQ item.
  7. Select ADD FAQ.

Updating an FAQ item

To update an FAQ item:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose FAQ item you want to update and select its Edit row action link.
  4. Navigate to the 'FAQs' tab.
  5. Find the FAQ item you want to update and select its EDIT row action link.
  6. Make your changes.
  7. Select SAVE.

Deleting an FAQ item

To delete an FAQ item:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose FAQ item you want to delete and select its Edit row action link.
  4. Navigate to the 'FAQs' tab.
  5. Find the FAQ item you want to delete and select its DELETE row action link.
  6. Finalize the deletion of the FAQ item using the confirmation modal.

Event Stream and System Info

An existing event also has an 'Event Stream' tab and a 'System Info' tab. They appear only after the event is saved, so you do not see them when you add a new event.

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event and select its Edit row action link.
  4. Navigate to the 'Event Stream' tab or the 'System Info' tab.

Deleting events

You can delete events using one of two ways:

  • Deleting a single event
  • Deleting events in bulk

Deleting a single event

To delete a single event:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event you want to delete and select its Delete row action link.
  4. Finalize the deletion of the event using the confirmation modal.

Deleting events in bulk

To delete multiple events at once:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Select the events you want to delete using their checkboxes. Ticking the topmost checkbox selects all events.
  4. Select the Bulk Actions button, then select Delete.
  5. Finalize the deletion of the events using the confirmation modal.