Use this checklist to set up your first summit. Start with the event details, then add sessions, check registration and ticket access, and review the public site before publishing. Available features depend on your plan and dashboard permissions. Check the current pricing and feature comparison and your account terms when choosing a plan.
1. Set the event basics
Open Event Settings > General > Event Basics. Set the event details and a support email so attendees know how to contact you. Read about event support email.
Use Event Settings > General > Date, Time & Language for the event timezone and site language. Set the timezone and choose the site language.
Decide whether you want a public event or the reduced sharing and search visibility of a private event. The private setting does not make an event invite-only. Read about private events.
If you want prospective presenters to apply, enable session submissions where your plan supports them. Set up the talk submission page.
2. Configure registration and attendee interaction
Open Event Settings > Event Experience > Registration & Checkout. Decide when registrations should be open, whether attendees choose sessions during checkout, and whether to register them for all eligible sessions. Review lead capture and incomplete-registration email settings against the communications you intend to send. Read about opening or closing registrations.
Choose the right event format. Evergreen events have different scheduling and access decisions from a dated summit.
Choose the interaction you need and check the relevant plan and session settings. Read about comments, live chat and networking.
3. Add branding, domain and legal information
Go to Event Settings > Branding and Site Settings > Branding & Content for your event logo, optional dark-background logo, favicon, sharing images, description, strapline and social links. Preview generated graphics so text does not get cut off. Removing HeySummit branding requires the matching plan entitlement. Read about branding and custom sharing images.
Use Event Settings > Branding and Site Settings > Promo Banner for a custom promotion or default ticket banner. Configure the promo banner.
Set your event URL before sharing it. Custom domains require the appropriate plan and DNS setup. Set up a custom domain.
Use Event Settings > Branding and Site Settings > Legal & GDPR for event terms, privacy information and consent controls, then select Save. Your additional documents do not replace HeySummit's core terms and privacy statement. Read about Legal & GDPR.
4. Prepare your event emails
HeySummit uses a managed @events.heysummit.com sender by default. If your plan supports a custom sender, open Event Settings > Email & SMS > Email Senders and select Add Record. Verify the inbox and complete the required domain authentication before applying the sender. The managed sender remains in use until the custom sender is ready. Set up a custom email sender and complete DKIM and the other required DNS records. Review the event's enabled emails, subject lines and content before launch.
5. Add categories, presenters and sessions
Add your presenters and sessions from Content & Schedule. Categories help attendees find related sessions, but they are optional. Add a category and add presenters.
For pre-recorded content, choose a supported hosted source in the session's Broadcast settings. Schedule it and preview the video. Available chat, Q&A and polls can still support interaction while the recording plays. Set up a pre-recorded session.
For a live session, use a supported live stream, external URL or connected webinar host. A native integration needs your own provider account and any required provider licence; a HeySummit subscription does not include one. Connect hosts through Event Settings > Integrations & Developer > External Webinar Accounts. Read about native webinar integrations or use an external destination or stream.
Plan replays separately. Some sources reuse their recording or support recording synchronisation; others need a separate hosted replay. Check the provider and session configuration before promising access. Set up replays and compare live and pre-recorded sessions.
You can mix live and pre-recorded sessions in one event. Organiser preview helps check the layout and source, but it can bypass attendee ticket checks. Review ordinary attendee access separately.
6. Set up tickets and discounts
Decide whether the event is free, paid or a mixture. Go to Ticketing & Payments > Tickets, Add-ons & Donations > Tickets. Add or manage a ticket, then complete Details, Pricing, Checkout and Access. Review the payment provider, currency, ticket availability and access restrictions before launch. Set up tickets.
Changes to a ticket do not automatically replace access settings on existing purchases. Review the effect before using Sync Edits to All Purchases; it can change existing attendees' access. Read about changing purchased-ticket permissions.
Fees and payment arrangements depend on your account and payment setup. Use the current pricing page and your account terms instead of an old plan comparison.
Create a discount code or coupon link when appropriate. Set up coupons.
7. Choose optional promotion and partner tools
Use Event Settings > General > Content Translations to change system wording for this event. Search for the relevant phrase and use that row's Save. Change call-to-action wording.
Offers, freebies and giveaways can appear on the Perks page and linked session, presenter or sponsor pages, subject to their visibility rules. They are not limited to email. Set up perks.
Notable brands show represented-company logos through a page component. Add notable brands.
Sponsors have separate profile, prominence and placement controls. Primary or Supporting status is separate from where a logo appears. Set up sponsors. The public sponsor prompt is configured under Event Settings > Payments & Partners > Sponsor Settings. Show or hide the sponsor prompt.
Affiliate programmes depend on the plan and financial permissions. Event defaults, presenter rates and individual or product overrides can differ. You are responsible for paying affiliates. Review existing records before syncing commission changes. Set up an affiliate programme, configure presenter affiliates and set commission rates.
8. Customise and review your pages
Open an editable event page while signed in as an organiser and select Edit Page. Use Components to add content, Blocks to organise it and Properties to adjust a selected block. Use the Theme Editor for shared styling. Page Editor properties save as you work; wait for saving to finish before leaving. Check desktop and mobile layouts. Read about page components.
Feedback questions support Yes or no, Text, Multiple choice and Rating, with timing and ticket eligibility rules. Set up feedback questions.
9. Publish when ready
While unpublished, visitors see the Coming Soon experience rather than the main event site. When your content, ticket access and communications are ready, open the Unpublished status in the dashboard header, choose Publish Event, then review the confirmation. An active eligible subscription is required. First publication can also announce an eligible event to its Event Brand subscribers, so check the confirmation before proceeding. Publishing does not override closed registration settings. Read the publishing prerequisites and steps.