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Step-by-step guide to creating your first event in Vihaya. Learn how to set up single events, parent events with sub-events, and configure all available features. This comprehensive guide covers everything from basic information to advanced features, helping you create professional events that engage your audience.
Vihaya supports two main event structures:
Standalone events that operate independently. Perfect for workshops, talks, or single-session events.
Multi-day or multi-track events with multiple sessions. Each sub-event can have its own settings, pricing, and schedule.
Start by providing the essential details about your event:
Choose a clear, descriptive name for your event (e.g., "Innovex 2025")
Provide a detailed description of what attendees can expect. This appears on the event page.
Specify the primary venue (e.g., "Main Auditorium, College Campus")
Upload a high-quality banner image that represents your event. This is the first thing attendees see.
Choose from: Draft (not visible to public), Published (visible and accepting registrations), or Archived (past events)
Set the schedule for your event:
When your event begins. For parent events, this is the overall start date.
When your event concludes. For parent events, this covers all sub-events.
Each sub-event can have its own date and time range (start time and end time).
Enable scheduled registration opening. Set a specific date and time when registrations become available. Perfect for creating anticipation!
If creating a parent event, configure your sub-events:
Choose from predefined types:
Each sub-event requires: title, description, location, date, start time, end time, and an optional image.
Configure pricing options for your event:
Toggle between free events and paid events. For paid events, set the ticket price.
Create different pricing tiers (e.g., "IEEE Member: ₹0", "Non-IEEE Member: ₹299"). Perfect for membership-based pricing.
Optionally assign points to your event that attendees can earn upon registration.
Set the maximum number of attendees. Registration will close when capacity is reached.
Configure team registration settings for competitions, hackathons, and collaborative events:
Enable team registration to allow groups of attendees to register together. Perfect for hackathons, competitions, and team-based activities.
Set the minimum number of members required for a team (default: 2). Teams cannot register with fewer members than this.
Set the maximum number of members allowed in a team (default: 4). Teams cannot register with more members than this.
Enhance your event with additional features:
Enable food coupons for your event. Set a price (can be free) and generate QR codes for verification.
Offer accommodation options for out-of-town attendees.
Enable referral IDs so attendees can refer others and track referrals.
Add a WhatsApp group link that will be shared with registered attendees for event communication.
Add contact details for event inquiries:
Optionally add detailed information about your event's agenda, speakers, and sponsors:
Enable this option to add agenda, speakers, and sponsors information to your event.
Provide a detailed schedule or agenda for your event. This helps attendees understand what to expect.
List the speakers, their expertise, and credentials. This adds credibility and attracts attendees.
Acknowledge your sponsors and partners. This helps build relationships and shows event support.
Enable submission options for academic or research events:
Enable abstract submissions for your event. Set a deadline for abstract submissions.
Enable paper submissions for research events. Specify the paper submission deadline.
Enable poster submissions for conferences and exhibitions. Set the poster submission deadline.
Provide travel and parking information for in-person and hybrid events:
Enable this option to provide travel directions and parking information for attendees.
Provide directions, public transport options, nearest metro/bus stations, and other travel details to help attendees reach your venue.
Share parking availability, capacity, entry points, and any parking fees or restrictions.
Collect additional information from attendees during registration:
Collect dietary requirements and restrictions from attendees to plan meals and accommodate special needs.
Gather information about accessibility requirements to ensure your event is inclusive and accessible to all attendees.
Collect emergency contact information for safety and security purposes during the event.
Ask attendees about their organization or affiliation for networking and demographic purposes.
Collect research interests to help match attendees with relevant sessions and facilitate networking.
Gather T-shirt sizes if you're providing event swag or merchandise to attendees.
Add custom fields to collect additional information specific to your event:
Create custom fields with different input types: text, number, email, phone, date, textarea, or dropdown. Mark fields as required or optional.
Add multiple custom fields to gather specific information relevant to your event. You can delete any custom field you've added.
Perfect for collecting information like previous experience, programming languages, GitHub profiles, company names, or any other event-specific data you need.
Before publishing, review all your event details: