Cloning checklist
When creating a new event, you have the option to clone from a previous event. Cloning can speed up your setup time dramatically.
When you clone an event, it will bring across almost all module "setup" items, including registration types, functions, presentations etc., if you've made sure those modules are included/added to your new event when creating it.
However there are some things you should review and update, to help make sure your new event is ready to go.
The below isn't an exhaustive list but will help check the most common items.
Modules and attendee-connected items in a cloned event
Modules you've set up in the original event aren't included by default in a cloned event, so you need to review/add them under the Modules tab, when you create the cloned event.
Cloning an event will NOT clone the attendees/contact records from that event. Items that are connected to specific attendee records, such as previous communications to attendees (in your Planned Communications calendar/list) or presentation items on contact records will therefore also not be in the cloned event.
If the event you're cloning is linked to a Contact Store, then the clone will be linked to that same Contact Store.
To clone an event
From the Home Page → New Event.
Enter your new event type (this must be the same as the original event).
Select the event you want to clone from the "Clone from" dropdown.
You'll be prompted to review the Modules tab.
Add any modules from your original event that you want to include.
Enter details for your new event (name, dates, time zone, location and venue, event logo etc.). These will NOT be cloned from the original event.
Be careful if selecting a different currency setup to the event you're cloning, as this can potentially create issues with registration sites. See more information here.
Scroll down to the Clone From dropdown.
When you're ready, press Save.
Your screen should open in the new (cloned) event. You may need to refresh your screen to see the event in your event list.
Post-cloning checklist – what to update and in what order
Using the checklist below will help you update information cloned from your previous event where this may be needed.
1 - Event Brand
In addition to your Event Logo (in Preferences), which is added to invoices, you should review cloned Brand elements as these will be added into areas such as:
Emails
Your Attendee App
Interactive (registration) sites
Apps and portals
Your event website
You should also preview these after making changes, to confirm that everything's updated correctly and looks as you'd like it to.
Go to Setup Panel → Brand.
Review and update as need your favicon, header/footer images, fonts, colors etc. Look under all tabs (including the AI Settings tab if you want the EventsAir Content Assistant to access this information).
Read more about your brand setup.
Read more about the Content Assistant.
2 - Merge Documents
Go to Comms → Merge Docs (your event opens in this by default).
Review and update each email template to make sure wording, dates, and contact details are correct for your new (cloned) event.
IMPORTANT: Update links
You'll need to update any links and auto login-tokens in your Merge Docs as the ones from the old event won't work.
Some text or images may only be visible by editing HTML components. Make sure you also review this content, by clicking on the settings wheel/cog icon for each HTML component in the Merge Doc builder.
3 - Setup Panel - Event/Preferences, Financial, and Modules
Go to the Setup Panel (inside your event).
In "Event", check that the external connections are still correct (e.g. payment gateway).
Get a new event-level custom domain if needed
Check Alert recipients (email/text), access rights, and review other event preferences.
Financial setup
Go to Setup → Financial
Under Preferences: Under the Details tab, review/update information such as tax rounding, Invoice and Credit Note prefixes etc. as needed.
Also check under the Invoice Header tab to make any updates if needed.
Under Taxes, review all Tax Types and updated if needed.
Under Payment Types: Ensure Payment Types are configured correctly with appropriate surcharge/fees, where applicable.
NOTE: While your Accounts setup will be cloned, the budget will not.
Setup Panel - Modules & other features
Review each module and update as needed, for example:
Contact - Contact module mapping and user-defined fields; Dietary Requirements.
Registration Types – ticket types, inventory, and pricing.
Marketing Tags – adjust for current reporting/marketing.
Functions – names, descriptions, locations, times, and pricing; guest recording options.
Notes – update Note Types.
Also review Custom Fields - remember to look at custom fields in all modules, not just the Contact module.
If you cloned the Project/Run Sheet modules, Users will have been cloned, so check they're still correct.
NOTE: You'll be shown an error message if you try to delete an item that's already referenced in a registration site. If you change the name of an item, you may need to (for example) remove it and re-add it to a registration site to display the updated version.
4 - Interactive Sites
Go to Online → Interactive Sites.
Delete any test or irrelevant sites.
Check payment gateway and currency settings and live dates.
Check sign-in page settings (for example if you've set up Attendee Verification or Single Sign-on).
Review features such as confirmation email and submit actions.
Review Registration, Accommodation, Exhibitor, etc.
Update branding, imagery, and wording - for example, by updating HTML, Headings, Text or Image sections.
5 - Event Website
Go to Online → Event Website.
If your original event had an event website built in the Modern event website builder, this will not be cloned. (You can clone it manually by selecting "New", then "Clone from".)
For Legacy-built sites, the site content will have been cloned, but you'll need to check the domain and other details and links, then publish.
On your event website, review and update:
Event title and dates
Overview/about text
Images and branding
Links to other sites (for example, to registration sites)
NOTE: You may find you need to wait a few minutes after cloning your event for the updated website link to be available in the links widget in your event dashboard. You can also try using the "Edit" button on your event website and then saving the website to update the link in the Links widget.
6 - Attendee App
Go to Online → Attendee App.
Check the live dates.
Under Details → Style, review and update as needed:App live dates
Branding (logos, header/footer, colors)
Event code (so attendees connect to the correct event - update in Merge Docs also)
Add and remove an relevant components/icons
Update static content where relevant
7 - Agenda
Go to the Agenda Panel
Change dates and times as required
Update colors if needed
Review all headings, functions, activities/breaks, information, tracks, and sessions and either:
Delete old sessions, or
Re-name and adjust sessions to suit the new event.
Update speakers, times, and descriptions. [You'll need to add new contact records and details for speakers and roles, as these won't have copied over.]
Run a test registration
Once all updates are made, run a test registration and check:
Registration process flows correctly
Emails send with updated wording and branding
Agenda, website, interactive sites, and attendee app display the correct information
Financial documents generate with the correct invoice prefix
Remember to delete test data