Introduction

Welcome to Grenadine Event Management Software! This article will guide you through the steps needed to organize and promote your event. In no time, you’ll be able to start selling tickets, taking registrations, and publishing event websites as well as mobile apps (depending on your sign-up package)! Continue reading below for an overview of the fundamentals of Grenadine Event Management Software.

Accessing Grenadine Event Management Software

During the sign-up process, you chose a name to generate a Grenadine URL specific to your organization. Your Grenadine URL looks something like this:

http://your-organization-name-here.grenadine.co/

your-organization-name-here” is the name or abbreviation of your company, association, organization or team.

This URL allows you to access the Grenadine Event Manager which is the main component of the Grenadine Event Management Software. The Event Manager allows you to pilot multiple events at the same time if required. To get started, go to your Grenadine URL address and begin creating your first event.

Create your first event

Once you’ve completed the general setup, go to the main Dashboard by clicking on the Grenadine Event Management Software logo on the top left of your screen. From here on, follow the steps below to easily create your first event.

Creating Your First Event:

Click on the button and fill in the required information to create your first event. Then, click on your event name to start planning your event. Now, we suggest you do the following:

Go to Venues and add at least one venue to your system (for example a hotel, convention center, etc). You can add the first venue that you will use for your event here. For each venue that you add, make sure that you add at least one Room. Venues and rooms are required to schedule sessions for your event. We recommend adding the specific street address of your venue; this allows for a Google map to be published with the rest of the relevant event information.

With those initial steps completed, you’re all set to begin planning the details of your event!

Follow the ”Getting Started” Guide

Now that the basics are completed, you can start comprehensively planning your event. You’ll see a short on-screen guide that will make sure you complete each essential step. As you progress in your planning, the completed steps will be checked off to help you keep track of your progress. Once you’re done, or you’ve had enough of the guide, simply dismiss it and continue as usual.

  1. Specify the venue (or venues) where your event will take place. By clicking here, you can add the address of the venue of your event. Please note that the “venue” is the building or area at which your event is being held, for more clarification on terms, please check out our glossary here.

  2. Make sure each venue has at least one room. “Rooms” are the specific areas within the venue in which events are held, for example, “Conference Room A”, or “Theatre”. After adding a venue, you will be prompted to add rooms. Adding a room does not have to immediately follow adding a venue. However, adding a room is a prerequisite to creating a session.

  3. Add one or more session(s) to your event’s schedule. Sessions are the individual attractions taking place at your event, for example, panel discussions, meet and greets, presentations, etc. You can easily add them by clicking the highlighted text. Remember, you need to have created a room before creating a session, but don’t worry, the room can be changed at any time during the event.

  4. Add a participant and assign them a session. Participants are people who will be active in the event. They could be speakers, audience members or staff members. Here you can add them to your event and assign them the session(s) they will be a part of.

  5. Add one or more organizations, if required. Organizations are sponsors, exhibitors, and suppliers. By adding their information to the Organizations’ screen, you can manage their visibility. By this, we mean that you can display pertinent information on your sponsors and exhibitors. As for suppliers, their information will not be made public. However, the organization screen allows you to keep track of the budgets you allocated to your suppliers.

  6. Create free or paid ticket types so guests can register for your event. Creating ticket types allows you to offer different tickets to meet the needs of all your attendees. Anticipating a lot of students at your event? Create a discounted student ticket using the ticket types feature. More information about ticket types can be found here.

  7. Publish your event on a Grenadine-generated website. You’ve done it! You’ve successfully laid the groundwork for your upcoming event and now it’s time to share it with the world. The your Grenadine website will now sell tickets, receive submissions (if applicable), link to your social media and more!

Configure General Settings

Take a minute to review the system settings and verify that they suit your needs:

  • Go to Settings -> Global Settings (accessible from the top right of the screen) and run down the series of system-wide options to make sure that they match the setup you need. We recommend you check the following:

    • Go to Email Addresses and check that the Info Email, Reply-to Email, and Test Email are correctly set to addresses that make sense for you. You can put any address that you own in here. If you want to change the “From Email”, you’ll need to contact Grenadine to authorize us to send an email on your behalf, but all other addresses can be set as you wish. Here’s a blog post that explains custom email addresses in detail: Sending emails from your own domain

    • If you will be selling tickets, go to Payment Processing and link your Stripe.com payment or your Paypal business payment account. This is required so that we can deposit funds directly to your account every time a ticket is sold. If you are an enterprise customer, you can also elect to use alternate payment processors such as Moneris (in Canada) or Paysafe. Please contact us if you require assistance with this step.

    • Now that your payment account is set up, let’s make sure your currency is the right one. Go to the Finance menu and make sure that the default currency is set to your preferred currency (CAD, USD, GBP, etc.). This is the currency that will be used to count your income and expenses, as well as the currency used to sell your tickets. Note that you can choose any currency here, but we recommend you choose one that’s supported by your payment provider.

Happy event planning!