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. 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.
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 communications calendar) 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 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.
Select the event you’d like to clone, then 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 Branding
In addition to your Event Logo (in preferences), which you need to add, 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 preview these after changing the branding to confirm that everything has updated correctly and looks as you'd like it to.
Go to Setup → Branding.
Update logos, colors, and header/footer images.
2 - Merge Documents
Go to Comms → Merge Docs (side navigation).
Review and update each email template to make sure wording, dates, and contact details are correct for your new (cloned) event.
Some text or images may only be visible by editing HTML components. Click on the settings wheel/cog icon for each HTML component in the builder to check these.
NOTE: You'll need to update any auto login-tokens in your Merge Docs as the ones from the old event won't work.
3 - Event setup (Preferences and Module setup)
Go to Setup (inside your event).
Check that external connections are still correct (e.g. payment gateway).
Get a new event-level domain if needed, check recipients for alerts emails/texts, access rights, and review other event preferences.
In each module, review and update as needed:
Contact - Contact module mapping and user-defined fields.
Registration Types – ticket types, capacities, and pricing.
Marketing Tags – adjust for current reporting/marketing.
Functions – names, descriptions, locations, times, and pricing.
Notes – update Note Types.
Custom Fields - including non-contact custom fields.
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.
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)
Add and remove an relevant components/icons
Update static content where relevant
7 - Agenda
Go to Agenda → Program.
Review 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.]
8 - Financials
Go to Setup → Financials
Under Preferences: Update the Invoice Prefix so new invoices are clearly separated from the previous event.
Under Preferences: Update Invoice Logo/Template
Under Payment Types: Ensure Payment Types are configured correctly with appropriate surcharge/fees.
Under Tax: Ensure Tax codes are configured accordingly.
NOTE: While your Accounts setup will be cloned, the budget will not.
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