Event management with beabee
beabee can be used for a variety of purposes, including event management. To allow people to register for your event, you can simply use a CrowdNewsroom as a registration form.
The best part: If participants aren’t yet part of your beabee community database, they are added directly as new contacts. This way, you automatically collect valuable contact information that allows you to send event details, follow-ups, or additional content afterward.
Especially in the early stages of building a community, events are a great opportunity to connect with people and grow your community step by step. You can find more information on building a community through events here.
Note: beabee is intended exclusively for free events. If you are planning a paid event, you should use a system that offers integrated payment processing.
In this post, we’ll show you how to use beabee for event management in three simple steps, using the example of CORRECTIV.StartHub and their monthly Know-Lunch events.
Create a registration form using a CrowdNewsroom
Maintain your community database
Send follow-ups to participants
1. Create a registration form using a CrowdNewsroom
You can easily create a registration form for your event by setting up a CrowdNewsroom.
Go to Administration, click on CrowdNewsroom, and then click on Create (top right).
Write an introductory text suitable for your event. This will appear as the first page when someone visits your CrowdNewsroom.
Write a closing message. This will appear as the last page when participants finish your CrowdNewsroom.
At the Email tab, you can configure a message that participants of your CrowdNewsroom will receive once, after completing it. Here, you can, for example, include the link to your event and thank them for registering.
Create your first slide. To do this, simply click the button labeled 1: Slide 1. Here, you can add various blocks by dragging and dropping. For the event registration, we’ll add two text fields. You can easily drag them from the right side into the center using your mouse.
Once you’ve dragged the text field over, a window will automatically open. Here, you can configure various settings. However, for event registration, it’s enough to simply enter the Label — in other words, your question. CORRECTIV.StartHub always asks two questions: "Which newsroom are you coming from?" and "What interests you most about this topic?". The second question is used to collect topics in advance that can be discussed during the event. Both questions are optional and do not need to be filled out mandatorily.
Add a title, a short description of the event, and a cover image below the title and image section. If you have a sharepic for your event, this is a great place to include it. Also choose a permalink that you can share with your target audience.
It also makes sense to adjust the link under the sharing options accordingly when registering for an event and to add a custom share description for social media.
In the Settings tab, scroll down to Access and Security. It's important to activate the first three checkboxes here. This is the only way to collect contact information from people who are not yet stored in your beabee community database. You can use this information to send out event details and follow-ups.
If you want members of your community to see the event in the beabee dashboard, you can enable this feature under Show CrowdNewsroom in member dashboards.
Now, the Publish button at the top right should be dark gray, and you can publish your CrowdNewsroom with a single click.
A window will then open with the link to your CrowdNewsroom. You can copy this link and share it, for example, in your newsletter or on social media.
2. Maintain your community database
To get an overview of which of your contacts are attending the event, you can tag them and/or create a segment that automatically includes all contacts matching specific criteria. Creating a segment is also a prerequisite for sending automated emails to participants.
For each Know-Lunch hosted by CORRECTIV.StartHub, a segment is created, and all contacts within that segment are tagged. Here’s how to create a segment:
Click on Contacts in the left-hand menu, select All Contacts, and then click on the Filter.
Now you can set a filter. To filter for participants of an event, select CrowdNewsroom. Then, in the drop-down menu, choose the specific CrowdNewsroom you created as a registration form.
Next, click on Response information, select Has participated?, and choose Yes.
Finally, apply the filter by clicking on Search.
Your filtered results will now be displayed. To automatically add all contacts that match the filter criteria to a segment, click on Save segment.
A pop-up window will now appear, allowing you to name your segment. After entering a name, click on Create segment. You’ll now find the new segment in the left-hand column under Contacts. The segment will continuously update with all contacts who fill out the registration form for your event.
If you want, you can also manually tag the people in a segment. This way, you can see in the contact profiles that the person participated in your event.
To do this, click on the tag icon, create a new tag under Edit tags, select all people in the segment by ticking the checkbox next to Name, then click the tag icon again and select the tag you just created.
The tag will now appear under the names of your contacts.
3. Send follow-ups to participants
If you want to send an email to all participants after your event, you can do this using a so-called segment.
Log in to your beabee account and click on Contacts.
Click on the segment with the participants of your event, then select the email-icon.
To send a follow-up email for your event, select One-off under Type, since this is meant to be a single, one-time email.
To set up an email, click Select one next to Template. In the drop-down menu, you can either choose an existing email template or create a new email under New email.
If you select New email, you can enter the sender, the subject, and the body of the email. When you're finished, click Create.
Done! You can now review the email in preview mode. Then simply tick the box Ready to send? and click Send to deliver it to everyone in your event segment.
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