From the Home / Event Selection screen, choose "+ New..." (top right) to open the New Event setup panel.
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This where you create and define the settings for one specific event.
Note: Many settings apply to ALL events, including the one you're about to create: for example, Language, Currency, E-Commerce Gateways, etc. These are configured for ALL your events in Application Setup and must be set up before working on a specific event.
You'll start by defining various aspects, including:
Details (name, dates, location etc.)
Modules (which modules you want included)
External Connections (various external connections you'll need to run your event)
Access Rights (if you have multiple users)
Event Custom Fields (if part of your EventsAir environment, set up by your administrator). These aren't custom fields your attendees will see (they're created separately, inside your event).
Editing an existing event's settings
You can come back to update or review your event settings later within your event, via the Setup Panel (under SYSTEM SETUP - Event, then under Preferences).
New event details
Fill in the following details:
Event Type - choose one of the following:
Event
Contact Store
CE Contact Store
[Read more about Contact Store and CE Contact Store event types]
Member Contact Store
[Read more about Member Contact Store event types]
Tip: Once you've selected the event type, it can't be changed later.
OPTIONAL: "Clone From" selection (if you want to copy a previous event setup). Contact records and financial information is not cloned, and only essential modules are included by default, so review the modules tab and add any modules you need from your original event.
Read more about what a cloned event includes.
Event name and Event Alias
The event alias is based on the event name by default, but you can edit it here (e.g. webmarketing2026 instead of Web-Marketing-Conference-2026).
Tip: Remember that this alias will be visible to end users as part of the URL for all websites. Changing the event name later is possible, but keep in mind that any interactive sites, mobile apps, or apps and portals you've created will have the previous event alias as part of their URL, which can cause problems.
Date, time, and currency settings
While it's possible to change these later, doing so can cause problems.
Start and End Date - you should base these on the event time zone (below).
Event Location Time Zone - This is used for features such as Agenda, sending communications, dates of invoices, and more.
Event Default Currency - choose from the dropdown list.
Enable Multi-Currency - this option turns on multi-currency, so you can assign multiple currencies to payable items and create interactive sites and merge docs in different currencies
Event information
Event Format - choose which type of event you're running from the dropdown list.
Expected Attendees - fill in the approximate number of attendees.
Delivery Mode - choose In-Person, Hybrid, or Virtual. (Selecting Hybrid or Virtual will open other options for Virtual Services (see screenshot below).
Optional sections
Location - you can add venue, city, state and country details here, to help you search for this event later.
Virtual services - You can enable AirCast, 3D Mode, and Remote Attendee Mode here. You'll need to authorize the costs for AirCast and 3D Mode if you choose either or both of those.
Logo and Application Settings (right-hand column)
Event Logo Image - you can upload your event logo here (to be automatically added to invoices for this event).
Some of the Application Settings below may be mandatory, depending on how your EventsAir environment is set up:
Office and Event Group fields - if your EventsAir Admin has set up the optional Office feature (managing multiple office locations or work groups), and/or the Event Group feature, you must select an Office, and may select a Group for this event. Office cannot be changed later. [Offices allow you to manage user event access at the Application Setup level, by limiting Office access for some users.]
Contact Store - if you have created an EventsAir Contact Store, you can link it to the new event you're creating. Linked Contact Store cannot be changed later.
Country List - if your EventsAir Administrator has set up more than one Country List, you must make a selection here (either default or another list). If not, then the default Country List will be applied.
Unique Code - you can choose a Unique Code here to help you search for this event later.
Modules tab
By default, essential modules are included in new/cloned events: (Registrations, Functions, Agenda, Notes and Marketing).
You can add modules by clicking on them. Make sure you do that for any extra modules you need from your original event, if you're cloning this event.
The CE Courses module incurs an extra cost, and the Membership Module is only visible for relevant event types (e.g. Membership Contact Store event).
Although you can add modules later, you can't remove modules after the event's created.
External Connections tab
Settings for this event's external connections are here, including:
PAYMENTS:
EventsAir Pay Account - select the EventsAir Pay Account for this event.
E-Commerce Account - you can choose a different e-commerce account here.E-Commerce Reference - a brief phrase or code, so that any charges coming from this event will show this in your gateway/merchant account
E-Commerce Test Mode - check this box if your e-commerce account has given you test card details and you want to use them to run test payments. (Switch off when you've finished testing.)
PayPal Account - select the desired PayPal account, for this specific event
EMAIL & COMMS
Email Account - if you're using something different to the default (SendGrid) setup, you need to select the correct email domain for this event here.
Send Email From - the default email sending domain is eventsairmail.com but if you have a custom email domain setup, you would include the default "From" email domain here. Read more about setting up an email domain in this article.
Text Message Gateway - select a gateway from those your admin has set up in your EventsAir environment. You'll need this if you want to send SMS text messages (for example, as alerts to your team OR as a Planned Communication to attendees).
ATTENDEE APP & ONAIR COMMUNICATIONS (OPTIONAL)
This is a specific email "sender" domain, used if you have a custom email domain configuration, and:
- You want attendees to be able to send themselves an export of notes/details from their Attendee App;
AND/OR
- You want to be able to send yourself OnAir Analytics (from the OnAir Portal).
You also need to ensure your SMTP server will accept this as a "From" email domain.
[Note - the Analytics Account & details - Google Analytic account information feature is currently unavailable, following updates to Google Analytics.]
Access Rights tab
In the Access Rights tab, you have two options:
Allow all users to access this event
Allow selected users to access this event
If you choose the second option, you can sort users by name or job title.
The 'selected users' feature is a useful way to limit event access to only those people who should have it, for example if you have temporary staff you don't want to access all events.
Access rights can only be set this specific event under this tab.
In other words, adding a user under this tab will GIVE them access to the event, but it doesn't LIMIT them from having access to other events, if those are set up with "Allow all users access". If you need to control event access more tightly, consider using Offices to manage access.
[Event] Custom Fields tab
In this tab, you can select any pre-defined Event Custom Fields (to categorize events) that your admin has already created in the Application Setup.
Now that you've created your event...
...You're ready to set up all your event's modules and preferences. Find out more in this section.
After your event - archiving or deleting
From the home/event selection screen, select the "..." to the right of an event name and you'll have the option to open, archive, or delete the event.
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When an event is archived, all attendees are anonymized and all personal data in the event will be permanently deleted. The attendee’s name, email and phone number is permanently encrypted, allowing for a record search only by an authorized Data Administrator. This often forms a key part of your data protection processes.
To archive an event
After selecting Archive, you'll see this:
If you're sure, enter ARCHIVE in uppercase letters and then press the Archive Button.
Once Archiving is complete, the event is shown with the word "Archived" underneath it. You can search for it using the "Include Archived Events" checkbox in the event search filter.
Important, Please Note: Once an event is archived, the process cannot be reversed – this is a permanent process. Also, event archiving may take many hours. Until archived, the event display will show a gray “Archiving” label. When completed, the event display will show a gray “Archived” label.
Searching for an archived event
An event that is archived will be removed from the display and search functions in the Event Selection screen. However, you can opt to include an archived event when using the event filter option in the search window.
Deleting - use extreme caution
Once deleted, the entire event settings will be removed and cannot be retrieved. Exercise caution!
Tip: It is recommended to perform a comprehensive data export of all your event data. You can choose to export any or all data you need for backup from Comprehensive Export, found in Express Actions.