Creating Events

Learn how to create and configure events in Zinifly, from basic information setup to advanced scheduling and space management.

Event Information Setup

The foundation of every successful event starts with clear, comprehensive information. This section covers all the essential details you need to configure when creating a new event.

Basic Information

Essential details that define your event.

  • Event Name and Title
  • Event Type and Category
  • Short Description
  • Detailed Event Description

Location Details

Where your event will take place.

  • Venue Selection or Creation
  • Full Address
  • Parking Information
  • Public Transportation Access

Capacity & Logistics

Operational planning and limitations.

  • Expected Attendance
  • Vendor Space Availability
  • Accessibility Features
  • Weather Contingency Plans

Creating Your First Event

1

Navigate to Events

From your dashboard, click on "Events" in the main navigation menu, then select "Create New Event".

2

Enter Basic Information

Provide your event name, type (Farmers Market, Craft Fair, Festival, etc.), and a compelling description that attracts vendors and visitors.

3

Select or Create Venue

Choose an existing venue from your list or create a new venue with address, capacity, and layout information.

4

Configure Event Settings

Set up pricing, vendor requirements, registration deadlines, and any special terms for this specific event.

Event Naming Best Practices
  • Be Descriptive: Include location, date, or special features in the name
  • Stay Consistent: Use similar naming conventions for recurring events
  • Consider SEO: Include keywords that people might search for
  • Keep it Memorable: Choose names that are easy to remember and share

Date and Time Configuration

Proper scheduling is crucial for successful events. Zinifly provides flexible options for single-day events, multi-day festivals, and recurring events.

Event Scheduling

Set up your event timing and duration.

  • Event Start Date and Time
  • Event End Date and Time
  • Vendor Setup Time
  • Vendor Breakdown Time

Recurring Events

Configure events that repeat regularly.

  • Weekly, Monthly, or Custom Patterns
  • Season-specific Scheduling
  • Holiday and Exception Dates
  • End Date for Recurring Series

Registration Timeline

Control when vendors can register and pay.

  • Registration Opens Date
  • Early Bird Deadline
  • Final Registration Deadline
  • Payment Due Dates

Event Timeline Planning

6-8 Weeks Before: Registration Opens
Launch vendor registration, send announcements, and begin marketing to potential participants.
4 Weeks Before: Early Bird Deadline
Final deadline for discounted registration rates. Send reminder emails to interested vendors.
2 Weeks Before: Final Registration
Last chance for vendor registration. Finalize space assignments and send confirmation details.
1 Week Before: Final Communications
Send setup instructions, weather updates, and last-minute logistics to all vendors.
Event Day: Setup to Breakdown
Vendor setup, event hours, and breakdown times. On-site support and problem resolution.
Time Zone Considerations

All times are displayed in your account's configured time zone. When creating events that span multiple time zones or target out-of-area vendors, clearly communicate the time zone in event descriptions and confirmation emails.

Event Banner Images

Visual elements are crucial for attracting vendors and visitors to your events. High-quality banner images help establish credibility and generate interest.

Banner Requirements

Technical specifications for optimal display.

  • Dimensions: 1200x400 pixels recommended
  • Format: JPG, PNG, or WebP
  • File Size: Under 2MB for fast loading
  • Quality: High resolution for crisp display

Design Guidelines

Creating effective event visuals.

  • Include event name and date
  • Use high-contrast colors for readability
  • Showcase representative imagery
  • Maintain consistent branding

Banner Image Best Practices

1

Choose Representative Imagery

Use photos from previous events or similar events that accurately represent the atmosphere and vendor types attendees can expect.

2

Include Key Information

Overlay text with event name, date, location, and time in readable fonts. Ensure text contrasts well with background imagery.

3

Optimize for Multiple Platforms

Create versions optimized for your website, social media sharing, and email announcements. Test how images appear on mobile devices.

4

Update Seasonally

For recurring events, update banner images to reflect current seasons, special themes, or featured vendors.

Image Resources

If you don't have professional event photos:

  • Use high-quality stock photos from Unsplash or Pexels
  • Take photos at similar local events (with permission)
  • Create simple, text-based banners with attractive backgrounds
  • Consider hiring a local photographer for your first event

Event Status Management

Managing event status throughout its lifecycle helps control visibility, vendor registration, and operational workflows.

Status Description Vendor Actions Public Visibility
Draft Event is being created and configured No access Hidden from public
Published Event is live and accepting registrations Can register and pay Visible on website
Registration Closed No longer accepting new vendor registrations View only, no new registration Visible but closed
In Progress Event is currently happening View event details Shows as current event
Completed Event has ended successfully View history, download receipts Moved to past events
Cancelled Event has been cancelled Refund processing if applicable Shows cancellation notice

Status Change Workflows

Publishing an Event

Moving from draft to live status.

  • Complete all required event information
  • Set up venue and space configurations
  • Configure pricing and registration settings
  • Review and approve for publication

Closing Registration

Stopping new vendor applications.

  • Send final call announcements
  • Process pending applications
  • Update event status
  • Begin space assignment finalization

Event Cancellation

Properly handling event cancellations.

  • Notify all registered vendors immediately
  • Process refunds according to terms
  • Update website and social media
  • Document cancellation reasons
Cancellation Policy

Always have a clear cancellation policy that addresses:

  • Weather-related cancellations and makeup dates
  • Refund timelines and processing methods
  • Force majeure events (pandemics, natural disasters)
  • Vendor communication procedures
  • Alternative arrangements when possible