Event Wizard Guide 

First, log into Salesforce. 

If your landing page after logging in doesn't say Events Management on the left hand side you can find it by clicking the grid icon in the top left corner, searching for and selecting Events Management in the dropdown list that appears. You can then see the Event Wizard in the tab that is highlighted. 

💡If you need help logging into Salesforce, have a look at this Guide. 

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2a - Begin from Scratch

When opening the Event Wizard, the set up will start with asking you for general information. You can begin from scratch or Clone an Event. Move to section 3 and the Guide will show you how to set up an event from scratch, covering all the functionality. 

❗There is no Quick Save function. If you wanted to save your progress in between make sure you Click on 'Save & Publish Later' in the top right hand corner. You can then return to your event as explained in section 2c. 

Let's get started by filling in the event details, like Date and Time. The Event Name plays an important role in this process, impacting the searchability of your event on the RPS Website. 

Video Tutorial - Setting up an Event

If you prefer a visual learning experience, we have created a Video Tutorial below. Otherwise continue with the Guide from section 3a. 

*Primary Event Group will already be filled in with default event group automatically. Taking this off will not have your event hidden on the RPS Event Page anymore. We are working on a solution for that, to have events only accessible with the direct link. 

3a - Event Name

The event name must contain your Group/Region/Chapter name before the event title in full length and in a consistent way, followed by the Month and Year. Identical event names must be avoided, this will also give clarity to the interested attendee.

The standard naming convention: GROUP/REGION/CHAPTER NAME: EVENT TITLE - MONTH & YEAR.

Event Name Examples: 

Group Example:

• Women in Photography Group: Photobook Club - Feb 2025

Region Example:

• Western Region: Guest Speaker | Marc Wilson - Feb 2025 

Chapter Example:

• Germany Chapter: The Art of Minimalism in Photography - Jan 2025

Joint Events Example (using &):

• Contemporary & Documentary Group: Scotland Book Club – Feb 2025

Further examples can be found in the image below.

❗Please avoid using RPS in front of your Group/Region/Chapter Name as this is being used to Indicate events and workshops organised by HQ.  For the Month please use abbreviations.

3b - Event Settings and Details

The 'Look & Feel' has to be selected as Tabbed. This is the setting all our events follow. 

The 'Details' section focuses on the Event Description, Event Essentials and the Banner Image (see 3c). 

You can use a variety of formatting as needed, including bullet points, numbered lists and links within the description box. Insert text as you wish. 

The Event Essentials are where you fill in the core event information. This includes Total Capacity, Category and your Group/Region/Chapter. 

You must select an event Category. Your selected Category will be reflected on the RPS Website and your event will show accordingly. Find more details in our Predictable Search Response Guide on how the event page displays events. 

Please include a Contact Us Email, so members know who to message if they have any questions. Led By must be filled in with RPS Volunteers. 

The Time Zone, should be set to Europe/London for all UK based events, and Primary Event Group will already be filled in with 'default event group'. 

💡Please note: The Time Zone will automatically update with the seasonal changes. 

Online Event URL and Venue Details:

The Webinar/Meeting field is where you embed your Zoom URL, if the event is online. Due to the delivery method of the meeting URL, a separate password is not required. 

Simply click into the search filed and select Paste Webinar URL from the appearing drop down. Then you can copy in your Zoom link. 

Zoom meeting creation settings

Remember to leave the Require Authentication to join unticked when creating your meeting in Zoom. You can see what this looks like on the Zoom app below: 

Venue Details

The Venue Details giving the attendees a detailed Location. The Venue Name (mandatory field) and Postcode will be picked up in the search bar of the RPS Event website. More details can be found in the Predictable Search Response Guide. 

💡Add the nearest post town into the Venue Name, e.g. Venue Name: Royal Photographic Society, Bristol. This way the town will be picked up in the search.

A Map will be located automatically in your event location after publishing. You can see an example below. 

If your event is online you just have to type in Online into the Venue Name field. 

3c - Banner Image

Click on Upload Files or drop files to add you Banner Image. This image will be cropped to a 2:1 ratio if it isn't already that ratio when uploaded. The measurements are 820px by 410px and the file must be .jpg or .png

Once uploaded the Alternative Text for Visual Impairment box shows up, which is a mandatory field. Please fill in some text to accompany your image.

You can add you Events tickets here. Just click on New in the Tickets field. 

❗The Donation and Product features are new. We ask you not to use those at this stage as these are still being configured. 

❗Please make sure Payment Gateway is filled in with primary. This should happen automatically but it's essential to check. 

Public Item Name is the name of your ticket. People will see this when selecting and booking their ticket. For example, 'Member' and 'Public Ticket' are most commonly used.

❗Make sure the ticket Type is set to Main event ticket. This should be already filled in. 

You can add a Description to your Tickets, giving more information about the type of ticket. This is optional but can be useful if you have special tickets. 

If your Event is free you simply have to tick the Free box. Untick the box to fill in the Price field. The Minimum and Maximum Quantity is how many ticket one person can purchase in one transaction.

Sale Start Date/ Time and Sale End Date/ Time allow you to set your event to be available for bookings in a specific time frame. This can be set for each Ticket individually, allowing you to have some sales opening or closing sooner than others. 

The Quantity Available defines how many of this particular ticket you would like to make available. 

Visibility control should be ignored and is not used at this stage. 

❗Product Selection is an important field and ensures any money taken for tickets is attributed to your Group or Region. Please select this accordingly. 

You will then see your tickets in the Ticket overview below. You can edit, add or delete tickets here. 

To save your Event, we recommend you use the Save & Publish Later function to be able to review the event and to add the Keyword Filters in section 7 before going live. This way you can also Preview it before it becomes visible. 

 If you click Save & Publish Now you're event will be uploaded onto the event page as it is.

Both buttons can be found on the right hand side corner throughout the event setup. 

Preview Event

Once you have saved your event, you can Preview it by clicking Preview on the task bar as shown below. 

When you are happy with the preview and ready to make your event live, click the green Publish button on the right side of the screen.

After saving your event in the Event Wizard you can add Event Keywords on the right hand side by clicking on the arrow and click New.

The Search Keyword field will appear and you can type in one of the Keyword Filters listed above to select. 

❗Please choose the ones that have the name Zac Evans below it, these are new Keyword Filters. 

Start typing in the Keyword and it will appear. Example below:

Once you've saved your event this page appears. You have to scroll further down to the section URLs & Info to get your unique event URL that you can share with members. 

❗Please note, your event has to be published to have the Event Page URL displaying your event. 

The Event Page URL is in the first line and can be copied from here. You can also use the link when you're on the RPS Events page and click on your event. 

All Event Platform related training material can be found on our Guide Hub.