How to Host a Private Online Event

Owned by Jessie Tran (Unlicensed)
Last updated: Jan 12, 2022 by Stephanie Mikel (Unlicensed)
3 min read

In today’s hyper-connect world, you don’t always need a physical location in order to host a successful event. Instead of booking a venue, ask attendees to join your virtual event from their workplace, their home office, or their hotel room.

Instructions

  1. Log in to your MeeteR account and click your avatar icon to open the drop-down menu. Select the 'Create Event' button

  2. You will be re-directed to the ‘Create New Event’ form. Enter your basic information here:

    Upload: Add a cover photo for your event.
    Hosted by: Select which group you would like to create this event in
    Title: Enter the name of your event
    Date and Time: Use the dropdown calendar to set your event's date and start and optional end times. 
    Place: To create a private online event, select ‘New’ → in the ‘Type’ drop-down, select ‘Placeholder,’ and complete the ‘Name’ field. You can include the name of the video conferencing tool that will be utilized (i.e. Zoom Meeting, Google Hangouts).

  3. After you complete the form, select ‘Continue’

  4. From the side menu, select the ‘Details’ form. This includes:

    Description Header Image: any image included here will appear on your event display page
    Description Header Text: 
    Description Body: Describe your event and include any details you would like attendees to know. Use the toolbar above the description field to customize the formatting.  

    Tip: Include Relevant #HashTags in the Description Body
    In the description body field, any word prefaced with “#” will create a hashtag for that event, allowing users to search for any events with that tag. This feature will make it easier for you or your audience to filter through all the events. 
    Description Footer Text: Set expectations or restrictions here and include links to any Terms and Conditions or Privacy Policies here. 

  5. Select Tickets

    Tickets: Create as many ticket types as needed. Click the ‘Create Ticket’ button and select either the 'Paid' or ‘Free’ button for each ticket type you would like to set up and enter the details of the ticket.

    You can customize your tickets by name, price, how many of each type can be sold, and the minimum and maximum quantity of tickets that can be sold during a single purchase. 

  6. Select ‘Settings’

    Is Private: If you would like your event to be private, you can select the ‘Is Private’ — this prevents the event from being shown to the public, only those who have been provided with the event URL can see your event page.

    Order Settings: 
    1. Include Ticket PDFs on all Orders: Select this option to Include Ticket PDFs on all Orders
    2. Custom Email Message: Include additional instructions and information about your event. Your audience will receive the custom messaging when they receive their order receipt (ref. order receipt below).


    3. Danger Zone: Delete this event

  7. After you complete the form, select:

    'Publish' to make your event live and allow buyers to book tickets.
    'Save' button to create your event but not make it live. With these options, you can come back and make changes later on. 

 

 

Tips for hosting a successful online event

1. Do a run-through.

Technical issues happen. Test your equipment, internet connection, and online tools ahead of time. This is especially important if you have speakers joining from multiple locations.

PRO TIP: If you’re running a large event and have a tight timeline, have someone available to troubleshoot any technical issues you or your attendees experience.

2. Consider collaborative notes.

Consider creating a shareable Google Document or Paper Dropbox and including this attachment in the Custom Email Message so attendees can share notes. This is a great way to promote engagement and build a connection between your attendees.

3. Take breaks.

If your event is longer than an hour or takes place in multiple sessions, take breaks. This helps attendees stay focused and engaged.

4. Send a post-event survey.

Send a survey to get feedback. This shows attendees you're focused on creating a positive experience.

 

Finished Already?