Here are some key aspects to consider when building your first summit
1. Event Basics
1.1 Create your event
Get things kicked off by creating your first event.
You can then decide if you'd like your event to be open for registrations right away. You can also enable the evergreen option here. Read more about evergreen events.
Decide whether or not your attendees should have the chance to select the sessions they're interested in at checkout when securing a ticket and whether this content should be limited by ticket type selected. If you disable this stage, you might want to register attendees for all talks so they can be kept up to date anyway with event emails about your sessions. Speaking of emails, you can decide whether or not to email people that started the registration process but didn't finish it about event updates. This will be especially relevant if you enable lead capture, so users have to enter their email address before starting to view tickets.
Are you looking to open up submissions for new speakers? Check that option here to have a submission page automatically created. Read more about speaker application forms.
Let's think about how you want your attendees to interact with each other. Interested in comments or live chat on your session pages? You can enable it here. Read more about networking. Read more about networking for other options.
1.3 Branding & Content
The first thing to consider is how your summit is going to look. Here are some of the settings you'll want to look at to create the branding and customization of your summit.
Start here: Event Setup > Settings > Branding and Content. You can add your logo, as well as remove any HeySummit branding. Please note that you can only remove HeySummit branding if you are on our Success plan.
Add your colours and font here. Read more about changing colours.
Branding and Content also hold the key to social media customisation. This is the place where you can also add your strapline and any hashtags. Make sure you check how your strapline fits within the auto-generated banners for your event. Longer straplines might be cut off within the image.
Promo images (the ones used when your event link is shared online) can be updated from our autogenerated graphics to your own here also. Read more about custom promo images.
1.4 Set up a promo banner
Update your timezone (the one that will be used in your event settings area) and language (the one that will be used for your public site here. We rely on community volunteers to translate HeySummit's default copy into languages other than English.
Check out section 6.1 for info on how to edit copy at a local level rather than a global level.
1.6 Change your domain
We use your event name in the HeySummit subdomain associated with your event by default. But you can edit that slug here, or set up your own custom domain. Read more on custom domains. Be sure to do this before you start sharing your event link online.
1.7 Set up custom email
If you'd like the automated emails to come from a specific branded address, you can change the settings by going to Event Setup> Settings. Click on Update under Custom Email Settings and enter the desired email address. If you go for this, we highly recommend setting up DKIM signatures after.
2. Connect Webinar providers
Using one of our native webinar integrations? Follow the steps below to get started.
With this option, you can automate the creation of the webinar to the connected webinar account. Look to Section 4.2 below on some comparisons between webinar integrations and other types of live sessions. Not using a webinar provider? Skip these steps.
To complete this process, we'll need to add a Host and then connect this Host to a webinar license.
3. Categories and Speakers
We'll need to set up Categories to make it easier for your attendees to choose the sessions they're interested in. Read more on Categories. Once we've done that, let's get started on adding our lineup. Read more about adding Speakers.
4. Adding a talk
When we refer to a talk as being live vs. replay, we mean that...
- On your public-facing summit, a live talk is the first run of your talk - when your talk first airs to the public. Live talks appear on the Schedule page
- If you set up your talk to start at 14:30 and it is 25 minutes long, that means that your talk will no longer be live at 14:55
- After a talk has finished its live run, it turns into a replay
- Once the talk becomes a replay, it will appear on the Replay page of your summit
- Most of the time, you will have to upload your own replay link to HeySummit
4.1 Pre-recorded videos
If you are using pre-recorded videos, you don't have to worry about adding a replay video - HeySummit will automatically use the link you already entered and create a replay for you.
You can always test how a pre-recorded video looks by going to Preview/Post after you've uploaded the video URL/ID. This is especially useful with pre-recorded videos, as you can have the peace of mind that you have set up your video correctly (if it displays in Preview, it is ready to go).
You might want to send some questions to your attendees before you record a video for uploading.
- This way, you can incorporate questions that your attendees might have, creating a better connection between speakers and attendees.
- You can use your own email provider to do this. All you'd have to do is export your attendees' email address.
4.2 Live videos
If you opt for our live video option, there are two options:
5. Tickets, please!
Make sure you always check your ticket permissions before your event goes live.
Always Sync Edits to All Purchases (this can be found by click on the three dots next to a ticket record) after making any changes to your tickets. This way, both new attendees and previous ticket-holders will be affected by the changes.
5.1 Pricing options
On our Starter and Growth Plans we have a HeySummit transaction fee (10% and 2% respectively) on top of any PayPal/Wise fees you might see on your end. On our Success Plan, there are no extra HeySummit fees, but the payment processor fees still apply.
If you are on our Success Plan, you have the option of linking ticket sales to a custom Stripe or PayPal account instead and have your funds immediately.
Want to give Speakers a discount code to share or give some loyal followers a cut price ticket? You can create a coupon and share the code or URL with people to have a discount applied automatically at checkout. Read more about setting up coupons.
6. Extra tools
You can always change how we refer to certain aspects of your summit if you go to Content > Translations.
Here are some of your options under Translations:
- Change Speakers to Experts, Masters or anything that you think sounds better.
- Don't like Category? Change it to Topic, Section or whatever term suits your audience best.
- Change the phrasing on sign-up buttons (pro-tip: always make sure to check Widgets).
Don't forget to Save all your work by pressing save for each wording you change.
6.2 Email templates
Under Event Setup> Email Templates you can click into each category and then the three dots next to each email record to make changes to them - including subject line, content and whether or not they're enabled. Read more about customizing email templates.
6.3 Offers & Giveaways
Remember to think about how each is made visible to attendees. While offers only appear in the emails sent out to attendees during your event, giveaways appear under the Perks page of your summit.
6.3 Notable Brands
If you have a representative from a significant, reputable company on your speaker panel, you can easily set their company logo to appear on your event landing page to give your event credibility and generate hype. Read more about Notable Brands.
HeySummit automatically advertises sponsorship opportunities on your summit. If someone clicks on Contact us (see screenshot below), that message is going to go to the address you set under Event Setup> Settings > Event Basics.
If you'd like to stop advertising sponsorship opportunities you can click Revenue > Sponsors > Settings and untick Promote sponsor opportunities.
Please note that if you choose to Set your Speakers as Affiliates, that action applies to either all of them or none of them at all. If you only want certain speakers to be your affiliate, direct them to your affiliate program sign-up page.
If you set up an affiliate scheme, the percentages have to be the same for your public/speaker schemes.
7. Customising your site
7.1 Set up feedback questions
Make sure you set up your questions in a yes/no format, as those are the only options your attendees have. These are designed to be low friction, high response, finger-on-the-pulse questions.
7.2 Publish event
Your event will be in draft mode and only the Coming Soon page will be available until you hit Publish under Event Setup> Settings. You can edit your Coming Soon page by clicking on View Event while the event is unpublished.