EventForm Instructions

1. Installing EventForm:

To install and authorize EventForm for the first time in your Google account, see here.  You only need to do this once. Once you're done, return to this page (Step 2) to get started!

2. Designing your Registration Form:

Once you have EventForm installed, you can begin by designing your Google Form for registration. This form is what will be used during the registration process by people that would like to attend your event. Start by adding questions to your registration form. You'll want to start with those that identify the person registering for your event (aka registrant).

EMAIL ADDRESS (First Question): EventForm will always automatically insert the first question that collects the email address of the registrant. This is required so that EventForm can email them event notifications and reminders as well as add them to the Google Calendar entry for your event. This question will always appear first, and cannot be moved or left out. 

FULL NAME (Second Question): EventForm expects that, the next question will always collect the registrant’s Full Name. This name is what will appear on all event notifications, reminders and updates sent to the registrant. This will generally be a "short answer" type question.

3. Adding Registration Form Content and Questions:

Google Forms allow for a large variety of question types, as well as insertion of images and videos.  Click on the (+) icon on the right to insert a new question, or use the icons below it to insert text, an image, or a video. Add questions that will allow you to collect relevant information about people registering for your event.

5. Creating your Event:

Review and accept EventForm Terms of Service by clicking the “Get Started” button. 

Fill out event details about your event. This information will appear on the event website, which you will get to preview during the next step and can always modify before and after event creation. At the minimum you need to specify “Title” and “Event Date and Time” fields. However, we encourage you to provide as much information as necessary to better inform your guests about your event to increase signups and attendance. 

• Event Theme - select an event theme image that best represents the context of your event. If you would like to provide your own theme image, you can do so by first uploading it via the Google Form’s “Theme > Header”. Learn how to add a custom event theme to your event.

• Title - provide a brief event title that encapsulates the purpose of your event. This should be similar to an email subject or a calendar invitation.

• Brief Description - provide a concise event description that encapsulates the purpose of your event and sets high level expectations for your attendees.

• Event Date and Time - specify dates and times for when your event will start and end. These dates and times must be in the future. 

• Location - specify whether your event will be in-person, online, or both in-person and online. Depending on your selection, you will see additional fields to provide a physical in-person location and online event instructions. For online event instructions you can provide video conferencing information links, passcodes and phone numbers. Learn how to use Google Meet video conferencing for your event. 

• Additional Event Information - this is your opportunity to provide all relevant details about your event such as agenda, presenters, menu, activities and so on. 

• Video - you may embed a video that is currently hosted on YouTube or Vimeo by copy-pasting an embed tag for that video from the respective website. Learn how to locate the embed tag for YouTube and Vimeo videos.   

• Google Calendar - if you have edit rights for more than one Google Calendar, you will need to select the Google Calendar that should be used for this event. Once an event is created, EventForm will automatically create a Google Calendar entry in the selected Google Calendar. This Google Calendar entry will be used to remind you and your registered guests about the planned event. If you have only one editable Google Calendar, you will not see the “Google Calendar” field.

Click the “Next” button to preview your event website. You can click “Back” to make changes, “Preview Website” to open the website preview in a separate browser window, or “Next” to create your event. 

Review and complete the additional prompts before creating your event. You will be able to modify all fields after your event is created (except the “Google Calendar” field explained above). You will now see the Event Console, which you will use to manage your event going forward. 

Congratulations! Your event is now live. Before you share your event with the world, there is one more step you should perform.

6. Review and Modify Event Settings:

Navigate to the “Settings” tab in the Event Console and consider if any of the available, optional settings are relevant for your event. Be sure to click the “Save” button if you modify any of the settings.

• Registration Period - Specify dates and times for the registration period. If you leave the start date and time empty, registration will be enabled right away. If you leave the end date and time empty, registration will be enabled up until the event start time. Registration will be closed outside of the registration period.

• Event Capacity - Specify the maximum number of attendees for your event. Unless the waitlist is enabled (see below), registration will be closed as soon as the number of approved registrations meets this threshold and until a previously approved attendee cancels, or you increase the event capacity. If left blank, there is no limit for the number of registrations.

• Enable Registration Waitlist - Enable the waitlist for your event. Once the event capacity is reached, additional approved registrations will be placed onto the waitlist. Once event capacity becomes available, either due to cancellations or due to you increasing event capacity, waitlisted registrations will be automatically processed in the order received and moved off of the waitlist into the attending list. 

• Maximum Waitlist Capacity - Set the maximum number of registrations that may be added to the waitlist. If left blank, there is no limit for the number of registrations that can be waitlisted. Once the waitlist is maxed out, registration will be closed.

• Process New Registrations - specify whether registrations should be auto-approved as long as there’s sufficient event or waitlist capacity vs. you deciding on whether to approve each new registration. 

• Website Password - Choose a password for accessing the event website if you’d like to have an additional layer of protection for your event. You will need to share the password with all of the people which you’d like to register for your event. Upon accessing the website, people will be required to enter the password.

• Hide Online Event Instructions Until 1 Day Before Event - Choose to withhold information from approved attendees on how to join your online event until 1 day before your event. 

• Display Number of Spots Remaining - Choose to display remaining spots for reservation on your event’s website.

• Include a Custom Message in Registration Email - Choose to add a custom message to registration emails that approved attendees receive.

• Include a Custom Message in Reminder Emails - Choose to add a custom message to reminder emails that approved attendees receive 7 days and 1 day prior to your event.

• Enable Post-event Email - Choose to send a post-event email to attendees who joined your event. Add a custom message, links to documents and a post-event survey to the email.

• Enable New Registrations Daily Summary Email - Choose to receive a daily summary email of new registrations.

7. Share your Event:

You are almost ready to share your event with your audience. Before you share your event’s website, review it to make any last minute changes. Navigate to the “Event” tab and click the  “View Website” button. The website will render in a new browser window or tab. If you’d like to make any changes, you can do so back on the “Event” tab. If you make any changes, make sure to click the “Save” button on the “Event” tab before refreshing the website. This is also your opportunity to review the Google Form to double check that you are collecting all relevant registration information from your attendees. You can also access it by clicking the “Register” button on the event website. See the “Design your Registration Form” section for the minimum requirements.

To share your event website, click the “Share Event” button to the right of the “Settings” tab. Click the “Copy” button to copy the event website URL (and optional password, if you have set it up under the “Settings” tab). Please share this information via your preferred means with your audience.

Congratulations! Your event is now set up and shared! Be sure to visit the Overview tab often to monitor incoming registrations for any required approvals.