Creating a Convention

You can create a convention in a few simple steps (or watch the video below):

Step 1: Log in

You must be logged in to create and manage conventions. You can create or manage your account here.

Step 2: Create a Group

You must be a member of a group to create a convention. Groups are used to delegate privileges among other things. You can create a group here.

A group needs a name and a location. The name could be the same as the name of your convention, or it might be the name of your local game group. The location is a City, State combo like "Madison, WI".

Step 3: Create a Convention

From your group's page under "Group Tools," you can click on the "Create a Convention" link. Or, you can go to the Conventions page. If you go to the conventions page, you'll need to select the group that you wish to create the convention under. Your list of available groups will be displayed below the Create A Convention form.

Your convention needs a name and a location. The name should be the name of your convention plus the year. For example "Big Con 2017". The location will, by default, be the same location as your group. However, if the convention is in a city other than where the group is located, you will need to change this before creating the convention.  * Note that the city and state for your convention location will determine what time zone all of the convention and event times are in, so it's important to select the correct city and state when creating your convention.  You will not be able to change the convention's location after the convention has been created.*

How To Create Your Convention Step By Step Extended

To create a new convention, you will go to your profile, then click on “Conventions” in the header bar of the site.

This will take you to a list of the current conventions on TTE, with the Create a Convention section on the right side of the screen.

You can click on the "belong to a group" link in the paragraph below Create A Convention to create a new convention group, or you can select a group to which you already belong from the “Your Groups” list.

You will be taken to a screen where you will enter the name of your convention and the location of the convention. After you have entered the name and location of your convention you will click the black “Create” button.   *Note that the city and state for your convention location will determine what time zone all of the convention and event times are in, so it's important to select the correct city and state when creating your convention.  You will not be able to change the convention's location after the convention has been created.*

You will now see the main page of your convention, along with a “Getting Started Checklist” at the top of the screen.  You should follow this checklist from top to bottom, and left to right.  

Entering Convention dates and times

The first thing you will need to do is set the dates and times for your convention.  You can click on the "Set Convention Dates" link in the Getting Started Checklist, or go to Convention Tools > Convention Setup > Dates.

When creating a convention day, you'll first determine whether that day is for organizers only (which will allow you to create volunteer shifts for that day, but no events for attendees), or if it is an events day (which will allow you to schedule events for attendees on that day as well as volunteer shifts).

Next, you'll give your convention day a name (such as Setup Day, Day 1, or Friday).  Note that this day name will be used in schedules throughout your convention.

Then, you will select the convention day's date and start time.  This will be the time that convention staff will start the day, and the earliest start time for volunteer shifts for that day.  (If you are creating an events day, you will be able to set a separate time for attendees that will show as the start time on your convention's home page.)  The system will automatically set the end time to the same date, and you can select the end time for this convention day.  (Again, this will be the end time for all volunteer shifts for the day.  You will be able to set a separate end time for attendees if this is an events day.)

If the day is an organizer day, you'll be able to click on "Create" after this step.  If this day is an events day, the next step will be to set the attendee times for the day.  These times will default to the same as the organizer times, but you can set separate attendee times if you wish to have volunteer or organizer time before the attendees arrive and/or after they leave for the day.  After you've set the times, click on "Create."

Adding Content to the Front Page

Next, you will create the front page content for your convention. This is the information your attendees will see first when they visit your convention page.

You can either click the link in the checklist or go to Convention Tools > Pages and Links > Front Page.

On this page, you will enter the information about your convention and load any images for your convention.

While you are entering information and loading images, you will see a preview of what the page will look like on the right.

After you have entered all of the desired information about your convention, you will click on the black “Done” button.

Further down the page, you can enter “Meta Tags” such as “google-site-verification”

Determining Venue

You can enter the venue information by either clicking the Determine Venue link in the checklist or going to Convention Tools > Convention Setup > Venue.

Here, you can type in the name of your venue (eg, Holiday Inn or Jacob K Javits Convention Center), and our system will search for a match within the city and state you entered when creating your convention.  

You can click on the venue from the list, and our system will autofill the venue's name, address, phone number and website.  You can also add notes about your venue if there's anything else that your attendees should be aware of.  When you are finished, click on the black "Done" Button.

This information will then show under the Venue section on the right side of the home page for your convention.

If you do not find a match in the list, you can click on Create New Venue.  This will allow you to enter the venue's name, address, phone number and website manually.  When you have entered the information, click on "Create."  You'll then be able to enter any additional notes about the venue, which will appear on your convention's home page (as in the image above).

Setting a Refund Deadline

You can set the refund deadline for your convention by clicking on the link in the checklist, or by going to Convention Tools > Financial > Settings.

Up until the refund deadline, your attendees will be able to refund their own paid badges, tickets and merchandise.  After the deadline, only convention organizers (or those with privileges for the point-of-sale system during the convention) will be able to issue refunds.  No refunds can be issued after the convention ends.  

NOTE: Items that are free are able to be refunded at any time before or after the deadline.

Fees

On the same page (Convention Tools > Financial > Settings), you will decide if your convention will absorb the fees from Tabletop Events or if you will pass the cost on to your attendees. We see about a 50/50 split of conventions passing on the fees vs conventions absorbing the fees.

You can find more information about Tabletop Events fees at https://tabletop.events/pricing.  This page also contains a calculator to see what the fees will be like for your convention and to estimate your revenue.

Discounts

On the same page (Convention Tools > Financial > Settings), you can also enable discounts. When discounts are enabled, you'll be able to create discount codes for badges. You can add discounts by clicking on the "Discounts" button that appears in the Financials bar.

You can create discounts that are either:

Public:  When set to public, this discount will be displayed when an attendee is buying a badge so attendees won't need to know the code in advance, and will be able to click on the discount to add it to their purchase.

Private:  When a code is private, the attendee will need to know the specific code to enter it when buying a badge

You will also set amount or percentage of the discount, the expiration date for the discount and how many times the discount can be used, as well as whether or not this code can be used for booths and/or booth options.

Provide Contact Info

To provide contact information for your convention, you can click on the link from the checklist or go to Convention Tools > Convention Setup > Contact Info.

You will then information you wish for your attendees to use to contact you, along with an email footer that will be added to the end of every email we send out on your behalf.

Set Look and Feel

To change the way your convention page looks to attendees, you can click on the link from the checklist or go to Convention Tools > Convention Setup > Theme.

Here, you can change the look and feel of your convention by either using one of the presets or adjusting the colors manually. You will see an example of how the convention site will look on the right-hand side of the screen as you change the settings.

This is also where you will load the header image for your convention.

Listing Event/Convention Publicly

All conventions you create will be private unless you change the setting in Convention Tools > Convention Setup > Settings.

On this page, you will see the field “Should this convention be displayed in our public listings?”  When you set this field to public, your convention will show up in the Tabletop Events conventions list.

Once you have also set up registration for your attendees and set up your bank account, you will be ready to start selling badges for your convention.