How to Create an Event

EventHex uses a three-step wizard to create events. You will configure Basic details, Tickets, and Modules before publishing.

Tip

You can navigate back and forth between steps at any time — nothing is saved until you click Create on the final step.

Open the Wizard

1. Log in to the EventHex Portal.
2. Go to Events in the left sidebar.
3. Click + Create Event in the top-right corner.

The Add Event modal opens on Step 1 — Basic.

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Step 1 — Basic

This step captures the core event information: name, dates, timezone, and location.

Creating Event For

If your account manages multiple organizations, select the organization this event belongs to from the Creating Event for dropdown. Single-organization accounts skip this field.

Create with AI

Click the Create with AI banner to auto-generate event details from a prompt. This is optional — you can fill every field manually instead.

Event Name Required

Enter a clear, recognizable name for your event.

Good Examples	Avoid
Annual Tech Innovation Summit 2026	Tech Event
Dubai Marketing Workshop — Spring Series	Workshop
International Healthcare Conference	Conference #4

Note

Event Name supports multi-language input. If you enable additional event languages later (Step 3), you can provide translations for this field.

Single Day / Multi-Day Toggle

Use the toggle at the top-right of the date section to switch between a single-day and multi-day event. The date fields adjust automatically:

• Single Day — you pick one date, then choose start and end times.
• Multi-Day — you pick separate start and end dates, each with its own time.

Start Date & Time Required

Click the date field to open a calendar picker, then select the time. Times use a 12-hour format with AM/PM.

End Date / Time Required

For single-day events, only the end time is shown (same date is implied). For multi-day events, a full date-and-time picker appears.

Timezone

The timezone auto-detects from your browser. To change it, click the timezone label and search by city or offset (e.g. “Dubai”, “New York”, “GMT+4”).

Caution

Always set the timezone to the event’s physical location, not your personal timezone. Attendees see times converted to their local zone based on this setting.

Event Type

Choose the format that matches your event:

In-Person

Venue field appears (required). Start typing an address or venue name — EventHex uses Google Places autocomplete to suggest locations.

Best for: conferences, trade shows, workshops, and networking events at a physical location.

Virtual

URL field appears. Paste your meeting link (Zoom, Google Meet, Microsoft Teams, Webex, or any custom URL).

Best for: webinars, online conferences, and remote workshops.

Tip

You can update the virtual link at any time after creating the event.

Hybrid

Both Venue and URL fields appear. Fill in the physical address and the virtual meeting link.

Best for: events that offer both in-person and online attendance options.

Completing Step 1

Once all required fields are filled, click Next to proceed to Step 2 — Tickets.

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Step 2 — Tickets

This step defines how attendees register and what ticket types are available.

Registration Method

Choose how the registration form works at checkout:

Method	Behavior	Best For
Single	One form per ticket — each attendee registers individually	Events with distinct ticket tiers needing different info
Multiple (Group)	One checkout for multiple tickets — streamlined bulk purchase	Corporate bookings, family events, team workshops

Name Field Mode

Decide how attendee names are collected:

• Split — separate First Name and Last Name fields.
• Single — one combined Full Name field.

Ticket Type

Free

No payment is required. The registration form collects attendee details only.

Best for: community meetups, internal events, webinars, and open-door conferences.

Paid

A Currency dropdown appears. Select your currency (USD, EUR, AED, INR, GBP, etc.), then set individual ticket prices below.

A payment gateway must be connected before attendees can complete paid registrations. See Payment Gateway Integration for setup instructions.

Adding Tickets Min 1 required

Every event needs at least one ticket. You can add up to 10 ticket types.

1. Click Add Ticket.
2. Enter the Ticket Name (e.g. “General Admission”, “VIP Pass”, “Early Bird”).
3. Enter the Quantity — total number of tickets available for this type.
4. For paid events, a Price field appears — enter the amount in your selected currency.
5. Click Save to add the ticket.

Saved tickets appear in a list. You can edit (pencil icon) or delete (trash icon) any ticket.

Note

The Next button stays disabled until you save at least one ticket.

Ticket Strategy Tips

Strategy	Example
Early Bird pricing	”Early Bird — 200 qty @ $99” then “Standard — 300 qty @ $149”
Tiered access	”General Admission” + “VIP All-Access Pass” + “Workshop Add-On”
Student / Group rates	”Student Discount — 100 qty @ $49”, “Team Bundle (5 pax) — 20 qty @ $299”

Attendee Info Collection

Optionally choose whether to collect information from:

• Buyer only — only the person purchasing fills in details.
• Buyer and each attendee — every ticket holder provides their own info.

Completing Step 2

Click Next to move to Step 3 — Modules.

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Step 3 — Modules

The final step handles event branding and optional feature modules.

Event Logo Required

Your logo appears on the event page, registration emails, badges, and the mobile app.

• Max size: 5 MB
• Formats: JPG, JPEG, PNG, GIF, WEBP
• Recommendation: use a logo with a transparent background for best results

Event Banner

An optional banner image displayed at the top of your event page.

• Max size: 5 MB
• Formats: JPG, JPEG, PNG, GIF, WEBP
• Recommended dimensions: 850 × 350 px (landscape)

Tip

Keep key visual elements centered — edges may be cropped on smaller screens.

Event Languages

Toggle Enable Event Languages to make your event multilingual. Select from available languages (e.g. English, Arabic, German). The default language is marked automatically.

When enabled, multi-language fields (Event Name, Venue, Ticket Names) accept translations in each selected language.

Core Modules

Toggle on the modules your event needs. You can enable or disable these at any time after event creation.

Module	Description
Sessions & Speakers	Build agendas, manage speaker profiles, organize multi-track schedules
Exhibitors & Sponsors	Showcase partners with branded profiles, booth numbers, and sponsor tiers
AI Gallery (InstaSnap)	AI-powered photo distribution — automatically matches and shares event photos with attendees
InstaRecap	AI-generated session summaries and key takeaways delivered to attendees
Attendee Mobile App	Branded mobile app with push notifications, live agenda, and in-app networking
Abstracts Management	Call for papers workflow — submission, peer review, and author communication

Note

Start with only the modules you plan to actively use. You can enable additional modules later from the event settings.

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Publish the Event

Once the logo is uploaded and you are satisfied with your module selection, click Create. Your event is now live in the EventHex portal.

What to Do Next

• Tickets — fine-tune ticket settings, add more types, or configure advanced pricing.
• Form Builder — customize the registration form with additional fields and questions.
• Sessions — build your agenda and add speaker profiles.
• Photos — set up AI Gallery for automatic photo distribution.