How to copy a previous b2match event for the organizers
If you already did organize an event with b2match in the past and you were the platform's owner, you can save valuable time and copy a previous events settings and/or website, as a basis for your upcoming event. Afterwards, you can make further amendments.
This article will guide you through the process in six steps.
1. Event ownership
Check if you are actually eligible to copy the desired event. This is done by clicking on Past events on your organizer dashboard, then click onto the desired event and afterwards on the Organizers tab. Find your name and check if your assigned status is Owner. If this is the case, you are ready to go.
If you are not the event owner, contact us and we will assign you the ownership (only possible if the past event ownership belongs to your organization, or you have an approval from the event owner).
2. Add basic event information
Go back to Events again and create a new event.
Here you simply need to fill out the requested information for the sections About event, Event description, Topic, Language, Time & place such as Domain & Website.
Please note that the system pre-fills the subdomain for your event (URL) by default, based on the information you added in the event title area. Don't forget to edit it, if you wish to have a different subdomain.
Please use only alphanumeric characters (a-z, 0-9). In addition, the hyphen (-) is permitted if it is surrounded by characters.
3. Copy settings
Select the event which you want to copy in the section Copy settings. In the dropdown menu Source event you can choose the past event, which you want to copy settings from. Type the title or the URL of the event you want to copy and choose it from the dropdown menu.
Only the events for which you were listed as the owner will appear in the list.
4. Select the settings which will be copied
After selecting your desired past event, the settings which can be copied for the new event are displayed. By ticking an option box, you decide to copy the past event settings for this option. The ones you wish to leave out, simply untick.
What is being copied for the displayed settings?
- website: including the menu pages
- agenda: sessions (descriptions, locations, identifiers, limits) and tracks
- registration settings: areas of activity, participation types, organisation types, registration and visibility rules
- matchmaking settings: scheduling mode, booking mode, booking rules
No old meetings will be copied
- marketplace: schema (enabled or not), classifiers
No participant marketplace entries will be copied
- payment: payment settings, tickets and ticket rules.
No actual payments will be copied
- feedback settings: questions and meeting ratings.
No actual feedback given by participants will be copied
5. Import participants
You can choose if you want to import the past event's participants in the Import participants section. If you wish to do so, also choose the previous event here in the dropdown menu Source event.
The registered and validated participants in the previous event will be imported in the new event. They can be found in the Import section.
6. Create the event
Click on Create event at the bottom of the page.
Congratulations, the newly created event will have the mandatory information that you have filled in (title, description, language, date, venue time zone, country, city and subdomain) and the additions that you have chosen to copy from the previous event. The process of copying is done by now, but you still must look into some important updates about your new event.
Your event is copied, what to do next?
- Update the agenda
In regards to the event sessions, session information (name, time, location, description) and session options (adding to registration, showing in pdf agenda, etc.)
- Update the event website
Go to the website editor/event website and check if the content (especially the links) is still applicable.
- Check the Messages
Check the registration notifications and edit them if updates are needed (for example replacing old links).
- Double-check all settings in Configuration to see if they're still applicable
The following might need to be adapted: booking start and end dates, participant types, organization types, areas of activities, marketplace settings.
- Publish the website
Make a test registration in order to make sure the registration process is set according to your needs and afterward .
- Check the invitation message to imported participants (if the case)
In case participants have been imported you need to create an invitation email, asking imported participants if they want to attend again. See template example
- Ask for a quality check
If your Customer Success Manager hasn't performed the quality check yet, in case you want some feedback from our end, drop us a line and we will look into your event settings.