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Host Knowledge Base

Manage Your Listings

Making an Event Listing

Listing Content

Listing Name

The listing name and first image are the 2 most important pieces of content for your listing. The listing name can be a maximum of 75 characters and should succinctly give an idea of what the event is and be interesting enough to entice the customer to want to learn more.

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Short Description

Short description is a maximum of 160 characters and is only used on the product tiles on collection pages (https://www.bookelevent.com/collections/virtual for example) and is not shown on the product page.

This description does not need to explain everything that happens in the event but rather a quick highlight that would make a customer interested in clicking your listing to learn more about it.

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Elevator Pitch (Required)

The Elevator pitch is a few sentence high level event description used for both customers and all the event guests post-purchase. This section is designed to be a quick understanding of what happens during the event for both the customer buying the event and the guests.

More specific details around purchasing or configuring the event should be included in the How It Works section or other applicable sections such as Run of Show, Kit Contents etc.

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How it Works (Required)

This is the section where you want to go into more details around what happens during the event, options for configuring the event etc. This section is only shown to customers and is not shown to guests.

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Run of Show / Agenda (optional)

Customers love to get a better understanding of exactly what will happen during this event they are purchasing to get comfortable moving forward. Putting together a time specified (e.g. first 10 minutes we will XYZ) detailed run of show that shows them how the time will be used can be a great way to get a customer comfortable with what they are buying.

Things You'll Need

This is a detailed list that is shown to both the customer and the guests. This should have everything they will need to get on their own that won't be provided by you to participate in the event.

You do not need to include information like laptop, zoom etc.

This section is designed only if there are items the guests will need that aren't standard with a zoom meeting (example below).

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Images

Strong appealing images are a great way to make your listing standout and help your customers get an idea of what will happen in the event and get them excited. The first image is one of the most important pieces of your listing in addition to title and is used on collection pages, the product pages and on the event homepages provided to the guests post purchase.

Taking time to select or make the right image can make a big difference in your bookings.

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Videos

Trailer videos can be a great way for customers to get a better understanding of what is going to happen during an event and feel more comfortable moving forward with a purchase.

However, videos are not as frequently engaged with as images and the other content so if you do not already have a video and are evaluating where to invest your time and resources to improve your listings images and listing content would be the first priority.

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Event Configuration

Price

In setting your prices we recommend that you compare your prices with the average budgets for virtual events with this article: What are budgets for corporate virtual events?

For all events the total booking value is determined by how you setup your pricing. You can set the prices as either per person or group rate. While you can do both a group rate and a per person rate listings with that added complexity on the collection pages and product pages do not get as many clicks and perform worse. If you are considering doing a group rate and a per person amount we would recommend setting the per person rate and using the minimum participants number to ensure you hit a minimum booking value to run an event.

Below is an example of how the pricing would work for all 3 configurations.

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Guest Minimum and Maximum Headcount

The minimum and maximum headcount on your listing help customers find events that fit their group size and price. It is a filterable attribute so having the right minimums and maximums can make a big impact on bookings.

Below is a breakout of the % of events that were booked by a headcount that meets or exceeds the minimum on the X axis.

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The minimum headcount for the event is the lowest number of people you would run the event for given the pricing submitted. For example if your price is $20/person and you only want to run events for $200 or more you would have a 10 person minimum headcount.

The maximum headcount is the most people you could run the event for

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Duration

Event duration in minutes is a good way to set expectations with customers how much time they will need to book for their team. It is important to be as accurate as possible as going over an allotted time can negatively impact a company's schedule and while it is slightly better to be too short vs too long being too short can make people feel like they didn't get what they paid for.

While you can input any minute duration conforming to one of the standard durations below will help your events be seen more as guests can filter by the below times.

Kit Shipments

If your virtual event includes kit shipments the pricing must include shipping to the US to each individual guest's address.

For the kits you will need to provide a detailed list of the kit contents. You are also required to provide tracking to Elevent when an item ships.

Please see the below related articles more details on how to set your policies, best practices, manage shipments, provide tracking numbers and how you'll receive addresses.

All Shipments with Elevent Articles

Kit Contents

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Is your virtual event Live Hosted

Both self-hosted events and live hosted events are supported by Elevent. Below are the definitions we use for live hosted or self hosted.

Live Hosted - A live person is showing up during the event to lead the event from start to finish.

Self Hosted - Customers receive a video or a game link etc. where they will run the game on their own without a host showing up during the event.

Does your event use breakout rooms?

If there is any group size from the minimum to maximum headcount where you would breakout the event into video conference breakout rooms and everyone won't be in the main room please indicate yes to "Does your event use breakout rooms?".

For any context around how and when you utilize breakout and what those smaller team sizes usually are please incorporate that into the How It Works section of your listing.

Do you Support Pre-assigned teams?

If your event would allow for a customer to provide you with a list of individuals that will be on specific teams please indicate yes to "Do you support pre-assigned teams".

For any context around team sizes, lead time required to receive the pre-assigned teams etc. please incorporate that into the How It Works section of your listing.

Virtually led Hybrid group (some in-person some virtual) events

If your virtual event can support a mixed format where some guests can join together from the same device and others joining virtually (e.g. 10 people joining on one device in a conference room and 5 joining remotely from home on individual devices) please indicate yes to "Does your event format allow for multiple people joining together from one device"

For any context around how that would work for your event please incorporate that into the How It Works section of your listing.

In-person Event Configuration

Physical Event Type

For in person events you will need to indicate whether your guests will be traveling to your location or you will be traveling to them or both for the same pricing. If there is a price difference between them coming to your location or you traveling to theirs they will need to be listed as separate events and lines on the spec sheet.

Physical location - if you have a physical location where the event will be hosted and the guests will be coming to you an address is required on the spec sheet. If the location is a meetup point please provide the street address in Address 1 and any specific location details (e.g. next to the fountain) in Address 2.

For your guests please provide any specific instructions of things they will need to do when they arrive in Guest Instructions.

Will come to you - if you can travel to the guests location please indicate which city you are supporting in the City field. Please list each city it is supported as its own line in the spec sheet. To see the cities Elevent currently supports you can view those here.

If there are items that the customer will need to provide at the location for you to conduct the event please include those in the Things You'll Need section of the listing.

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Physical Host Type

For your event please indicate if the event is live-hosted, remotely hosted or self hosted.

Live-Hosted - there will be a person from your company that is physically present during the event or at the location.

Remotely-Hosted - there is a live person from your company that is available on zoom or video conference during the event but won't physically be in the same location as the guests.

Self-hosted - there is not a person from your company leading the event or physically present.

Supports Remote

Please indicate if the in-person event would be able to have guests in-person and other guests join via zoom or video conference during the event as well (e.g. a trivia game where guests can join either remotely or in-person to play).

Guest Instructions provided post-purchase

For every event that is booked a custom landing page is created that is sent to all guests attending the event. This page includes the zoom link or address date and time and instructions for your guests.

For these pages it pulls listing information to streamline communications between the organizer, host and the guests. The fields that are pulled from the listing and are sent to all guests are the: Elevator Pitch, Things You'll Need (if applicable), Kit Contents (if applicable), Host Name and Host Bio.

Additionally you can include custom instructions specifically intended for guests of the event in the below fields.

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Event Instructions (optional)

If your event has specific instructions for the guest this field is intended to compliment the Elevator Pitch, Things You'll Need (if applicable), Kit Contents (if applicable) content already on the page.

For example if you want to make sure that people refrigerate their kit when they receive it and take their kit out of the refrigerator an hour before the event this would be the field to state that.

If you are already telling them what to bring in the things you'll need field no need to repeat it here.

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Downloads

These are links to files that your guests may need. For example recipe cards, clue lists, character instructions etc. Any assets that you have that are intended to be sent to all guests you can make available for download.