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This article will guide you through creating and publishing an event on FoodHIVE. Depending on where you are in the process, you may also want to start by reading the article "How do I promote an EIT Food event?".
By publishing events on FoodHIVE, they will be automatically added to the EIT Food website thanks to our automation. This ensures:
- That there is one place for event registrations, for data and reporting purposes
- Event managers only need to update event details via one platform
- Consistent branding, which gives your event credibility and reassures the user on the source authority of the registration link
Please note that the synchronisation between the two platforms happens twice per day.
TABLE OF CONTENTS
Admin Access and How to get Started
All EIT Food colleagues can get admin access to create and edit events on FoodHIVE. Please reach out to us to request your admin account.
If you prefer, you can also watch a video training on how to create a FoodHIVE event landing page.
To get started on your event, log into the FoodHIVE backoffice. On the left side, you can access the Events section and clock "Create a new Event" (blue box in the top-right-hand corner).
There will be different sections visible as tabs: Details, Registration, Participants, Communications, Custom tabs and Report.
Details section
All the key logistical details of the event are to be added within the General Information area, including event title, date, time and location.
Note: in the "Virtual" field, paste the external link or leave blank if using Registration section of FoodHIVE. Always enable “Expose URL on event page”. Tip: for events using Zoom, send the zoom link to people who have registered. Event images
In this section, event images can be uploaded. Size recommendations are indicated as prompts. We recommend ticking the box that removes the avatar logo from the event as it can slow down the page loading. Some other recommendations:
- When looking for images, please consult the articles "What images best represent the EIT Food brand?" and "Where can I find EIT Food images and videos to use?", and make use of the EIT Food Asset Library
- When creating a banner, please keep it simple and concise with key information to avoid information overload
- Always tick the box “Remove avatar logo from event”
Description
The description field allows you to add the text for your event in rich text format (as in a Word document). Some general recommendations:
Don’t use H1 text formatting in the description area
Always try to hyperlink relevant web pages & other links. Repetition is key!
Make use of bullet points
Make use of images to make visual separation when the text is long (here is a good example from an Ask Me Anything event with FutureFoodMakers
This section allows you to post other events on the same page that could be related to the one you are publishing. To help cross-promote events it is recommended you do this, but if not then uncheck the "Display" box.
- Event from EIT Food
- Event from EIT Food Partner
- EIT Food speaker or booth at external event
Related groups
Event publication
This field allows you to decide where to publish this event.
- Public: available for everyone = people with and without a FoodHIVE profile
- Post global event list: appears in the events section of FoodHIVE
- Pin to global event list: appears in the section “highlighted events” of FoodHIVE
- Post to live feed: automatically creates a post on the live feed
- Pin to live feed: appears on top of the live feed, please don’t use too much
e.g. invitation-only event for HIVE members.
Please remember to fill in this section, especially the SEO description field, because it corresponds to the short description of the thumbnail view on the website. If empty, it takes the first words from the description field.
When finished filling in all the details, don’t forget to click on Save and then Publish on the top right side of the screen.
Now the event is live on FoodHIVE. If you are curious to see what the event looks like on the EIT Food website, please bear in mind that the synchronisation between the two platforms happens twice per day. Your event and edits will be visible on the website after the synchronisation takes place.
To confirm which fields on FoodHIVE correspond to the website, you can watch a video training on syncing website and HIVE events.
Registration section
This section allows you to manage and control the event registration of the participants, whether it is for free or with a fee. If you prefer, you can also watch a video training on how to use the registration section on FoodHIVE.
Participation type
There are different participation types:
- None: no registration (via FoodHIVE) needed
- RSVP: FoodHIVE members can RSVP to the event (less common)
- Tickets: FoodHIVE members and externals can register for the event, using a registration form (most used)
Tickets
It is possible to generate different types of tickets. For example, with different prices.
Limited capacities
You can set some limitations to the registrations. For example, limit the number of tickets that a user/email address can purchase, or a cut-off date for purchases .
Registration form
The registration form section is customisable and you choose which information (both mandatory and non-mandatory) to ask the registrant to provide. Note: FoodHIVE automatically adds these three categories to each registration form, meaning that you don't have to add them:
- First name
- Last name
Next to the standard registration fields provided by FoodHIVE, you can add as many customisable fields as needed. For example: “do you need parking?”, “what is your sector?” or “what is your job title?”.
Success page, Order edit policy, Cancel and refund policy, Payment settings
It is possible to customise these fields, but they are unnecessary since default settings are in place.
Participants section
Through this section, it is possible to monitor and see the list of attendees/participants. You can search and filter the list, and you can export the attendee date to a spreadsheet.
Communications section
This section allows you to customise the confirmation email upon registration, as well as the reminder and cancellation emails for event participants.
