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, you can add them 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.

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.

1. Create a registration form using a CrowdNewsroom

You can easily create a registration form for your event by setting up a CrowdNewsroom.

1. Go to Administration, click on CrowdNewsroom, and then click on Create (top right).

1. Write an introductory text (basically the first page of your CrowdNewsroom) and an end message (basically the last page of your CrowdNewsroom).

1. 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.

1. 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 media outlet 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.

1. 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.

1. 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.

1. 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.

2. 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.

3. Now, the Publish button at the top right should be dark gray, and you can publish your CrowdNewsroom with a single click.

1. 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. Create a segment and tags in the 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:

1. Click on Contacts in the left-hand menu, select All Contacts, and then click on the Filter.

1. 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.

1. Your filtered results will now be displayed. To automatically add all contacts that match the filter criteria to a segment, click on Save segment.

1. 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.

6. 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. Sending automated emails

Additionally, with beabee, you can send automated emails to your participants, for example, with the Zoom link or event location. However, you can only set this up in the old dashboard:

1. Once you’ve accessed the old dashboard, you’ll see all your segments listed under Contacts.

2. Click on the segment with the participants of your event, then select New email.

1. Now you can set how the email should be triggered — for example, when a person is added to or removed from a segment. In the case of CORRECTIV.StartHub, the email is triggered as soon as someone registers for the event.

   If people have already registered for your event, you can also configure it so that all contacts in the segment receive the email automatically.

1. To create an email, click on Select one next to Template on the right. In the drop-down menu, you can either choose an existing email or select — New email — to create a new one.

2. If you choose — New email —, you can enter the sender(s), the subject, and the body text of the email. When you’re done, click Create.

1. The email will now be sent automatically to everyone who registers for your event. If needed, you can pause or delete the email.