# Virtual Event Guide

## **Setting Up Your Event and Campaigns** <a href="#h_e001fe8fd9" id="h_e001fe8fd9"></a>

### **1. Create a Virtual Event**

Start [creating a virtual event](https://docs.paybee.io/home/events/virtual-events/gala-settings) to include all your settings, send out invitations and ultimately run your event.

### 2. C**reate Tickets**

You can do one of the following:

* Send out invitations and get [RSVP](https://docs.paybee.io/home/manage/events/event-links#join-link-and-rsvp-link) responses.
* Share the [join link](https://docs.paybee.io/home/manage/events/event-links#join-link-and-rsvp-link), so your guests can join quickly. Best to use this on the day of the event.

{% hint style="info" %}
If you want to have paid tickets, create a [ticket campaign](https://docs.paybee.io/home/guides/campaigns/ticketing) and create [any needed promo codes](https://docs.paybee.io/home/resources/ticketing-and-registration-guide/tickets-and-guests)[.](https://docs.paybee.io/home/resources/ticketing-and-registration-guide/tickets-and-guests#creating-and-managing-promo-discount-codes) Then [link it to the virtual event](https://docs.paybee.io/home/manage/events/virtual-events/gala-settings#linking-tickets-to-virtual-event).
{% endhint %}

### 3. Create campaigns to be used in the virtual event

Campaigns are the backbone of the event. There would be one campaign for each component of your event. For example:

* [Fund-a-Need](https://docs.paybee.io/home/guides/campaigns/donation)
* [Last Hero](https://docs.paybee.io/home/guides/campaigns/last-hero)
* [Auctions (Live and/or Silent)](https://docs.paybee.io/home/guides/silent-auction)

{% hint style="info" %}
Share the [silent auction](https://docs.paybee.io/home/guides/silent-auction) with your donors so they bid, get outbid, and when you close your silent auction, they will get notified if they have won.

If you close the silent auction during your virtual event from the Run Screen, then the winnings will go into the donors' carts for easy checkout.
{% endhint %}

## **Pre and Post Event** <a href="#h_470a1bd83d" id="h_470a1bd83d"></a>

### 1. Confirm and Review Setup

As you get closer to your event, it is crucial that you review the [Virtual Event Checklist](https://docs.paybee.io/home/manage/events/virtual-events/virtual-event-checklist) for pre-event and post-event tasks for a successful event.

### 2. Rehearsal

Planning ahead will help you run effective rehearsals with your producer, auctioneer, clerk, and PayBee rep and ultimately have a great event. To do this:

* Create your [run of shows](https://docs.paybee.io/home/manage/events/event-prep-and-execution/run-of-show) - one for your in-person (if needed) and one for your virtual audience
* [Set up test campaigns](https://docs.paybee.io/home/manage/events/virtual-events/virtual-event-checklist/rehearsal) so you can have a near-live rehearsal
* Be prepared with the [production setup](https://docs.paybee.io/home/video-production/video-production/production)
* Get your auctioneer and clerk working together to capture bids.

### 3. Event Recording

If you're hoping to send your donor list a recap of your virtual event, here's how you can record your PayBee Virtual Gala!

Here are some programs we recommend to record:

* QuickTime (For Mac Users)
* Chrome extension called [Screen Recorder](https://chrome.google.com/webstore/detail/screen-recorder-for-googl/eclbecdgdoahkliaijlpkigldlkojjdn?hl=en-US)
* [Filmora (WonderShare)](https://filmora.wondershare.net/filmora-video-editor.html?gclid=CjwKCAiAgJWABhArEiwAmNVTB1trsXwgMnKrCfx4HhtQZqD5yVC_A7BSxyhc2vsX7h4G9-mR0WYy3RoCcbAQAvD_BwE)

Be sure to download these programs ahead of time and test using them during your rehearsal as well! This way you'll know exactly what to expect the day of the event.

{% hint style="info" %}
PayBee team can record your event for a small fee. Reach out to us at <contact@paybee.io> if you would like us to record for you.
{% endhint %}

### 4. We've got your back

By event day, you are going to be a pro at handling it all, but we're there in case you need us.&#x20;

#### PayBee Remote Support

You will have a dedicated rep on-call during your event. You will be connected to them via email 1 day before your event. You can send them an email as well as reach them via text or phone.


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