Auxiliary events are essential additional activities - such as social outings, tours, or networking receptions - that registrants can choose to attend alongside the main event. Your goal is to structure these options effectively for your attendees. Properly managing these events, including setting up pricing and implementing waitlists for capacity control, ensures a seamless and professional experience for your registrants.
Understanding Auxiliary Events
Auxiliary events are additional activities associated with the event. These can be social outings, tours, or networking events that registrants may choose to attend during a conference or gathering.
There are two types of auxiliary events: grouped and ungrouped.
Grouped auxiliary events are activities placed under one label. Attendees can only participate in a restricted number of events within the group.
Example: Attendees can sign up for only one "Monday Event" (e.g., Dinner A or Dinner B).
Ungrouped auxiliary events are open, and attendees can participate in any number of them.
Example: Golf sessions, tours, or evening receptions.
From the Setup Auxiliary Events page, you can perform the following actions:
Add an event group (for grouped events)
Add an auxiliary event
Edit an auxiliary group/event
Set the auxiliary event display order
Delete an auxiliary group/event
How to add an Event Group (for Grouped Events)
An event group is the header for grouped events. The event group will be displayed on the public registration site with the associated grouped events listed.
From the Actions dropdown menu, select Add Auxiliary Event Group.
Populate the following fields (required fields are marked with a red bullet point):
Name: Type the label of the event group (example: Monday events, Afternoon activities).
Click Save.
Managing Auxiliary Events
How to add an Auxiliary Event
Click the Add icon next to the ungrouped header or the desired group name header.
The Add Auxiliary Event page will appear.
In the Auxiliary Event section, populate the following fields (required fields are marked with a red bullet point):
Event name: Type in the name of the activity (example: Afternoon golf outing).
Visible to public: Check this box to display the event on public registration pages; leave unchecked to show it only in the event admin portal.
Description: Enter activity details (appears on the public registration site).
Attendance: Set the maximum number of participants.
Unlimited: Check to allow unlimited attendance (disables the attendance field).
Is golf?: Check if this is a golf activity (enables specific golf-related settings).
Always include in financial summary: Check this box to include the event in the registrant's financial summary (useful if the event includes additional costs).
In the Prices section, define prices for registrants and guests selecting this event:
Click the Add icon to add pricing fields.
Populate the following fields for each price configuration:
Account: Choose the financial account for payments (appears only if multiple accounts exist).
Registration type: Choose the registration type that applies.
Is guest: Select "Yes" if the price is for a guest.
Guest type: Select the guest type (required if Is guest = Yes).
Classification type: Select which classification type can purchase this event.
Price: Enter the cost (do not include currency symbols).
Repeat the step above for all applicable pricing configurations.
Use the Move icon to reorder pricing entries. Use the Delete icon to remove one.
Click Save.
How to edit an Auxiliary Group/Event
Click the Edit icon next to the event group or event name.
The Edit Event Group or Edit Auxiliary Event screen will open. Make your changes and click Save.
Refer to the earlier sections for specific field descriptions.
How to enable Waitlisting for an Auxiliary Event
Waitlisting is a critical tool for managing auxiliary events that have limited capacity.
Click the Edit icon for the event.
In the Waitlisting section under the Overview tab, configure the following:
Enabled: Check this box to enable waitlisting.
Slots: Set the number of waitlist slots. Or check Unlimited to allow unlimited waitlist sign-ups.
Closing date: Set the date when the waitlist closes to new entries.
Closing status: This is based on event settings or override options.
Override closing status: Check to manually extend or reopen the waitlist beyond the set closing date.
Registrants will see the "Add to waitlist" checkbox during registration if the event is full.
View the Waitlisting Report and Add Individuals
After enabling waitlisting, the Waitlisting tab appears:
Auto fill: Automatically add registrants in order of signup to the main event.
Custom fill: Manually select registrants from the waitlist to add, then click Save.
Notify registrants: Click the green Email icon, choose a template, and notify attendees.
Available Email Templates:
Added to waitlist: Confirms addition to the waitlist.
Waitlist to auxiliary event: Confirms movement from waitlist to the main event.
Waitlist full: Notifies that the waitlist is at capacity.
How to set the Auxiliary Event display order
On the Setup Auxiliary Events screen, hover over an event.
Click and drag to rearrange the order.
Repeat for other groups or events as needed.
Changes save automatically.
How to delete an Auxiliary Group/Event
Click the Delete icon next to the event group or event name.
Confirm deletion in the popup box by clicking OK.
ℹ️ Note
Events cannot be deleted if they are in use (selected by registrants, tied to a package, or included in filter sets).
The Ungrouped events menu is a system default and cannot be deleted.
Changes to attendance limits do not affect existing registrants.
You must delete all auxiliary events in a group before deleting the group itself.
Effectively managing auxiliary events is key to maximizing attendee satisfaction and controlling logistics. By mastering the setup of both grouped and ungrouped events, accurately configuring pricing tiers, and strategically using the waitlisting feature, you ensure that popular activities are fairly managed and revenue is accurately tracked. Consistent naming, proper public visibility settings, and monitoring of waitlist statuses are vital to successfully integrating these supplemental activities into your overall event experience.