Exercise - Create an on-site event - Training

15 minutes

To put your Dynamics 365 Customer Insights - Journeys event management knowledge into action, the following exercise provides you with a scenario so you can create an on-site event from the beginning in Dynamics 365 Customer Insights - Journeys.

The purpose of this hands-on lab is to introduce you to working with the event management features of Dynamics 365. You'll create an event and event components, including venues, sessions, speakers, and sponsorships. In addition, you'll publish an event and view the event website.

Learning objectives

At the end of these exercises, you'll be able to perform the following tasks:

Create a new event
Create a building
Create a room
Create an event session
Create an event speaker
Create a sponsorship record
Publish an event
View the event website

Create an on-site event

Contoso is hosting a software training event at the Contoso office in Chicago. The event is happening on-site only and has 20 seats available. The training will be separated into two sessions: one for Core Features and a second for Advanced Settings. The trainers will be Evan Hobbs and Sara Wright.

You need to create an event record in Dynamics 365 Customer Insights - Journeys. Fill out the event details, create sessions and speakers, publish the event, and verify that all relevant details are available on the event website.

Sign in to your Dynamics 365 Customer Insights - Journeys environment.
Create a new building.
1. Go to the Events work area and then go to Venue management > Buildings.
2. Create a new building.
3. Enter the venue name - Contoso Chicago Office.
4. Add the following details in the Address section:
  - Address line 1: 1234 Parkway Ave
  - City: Chicago
  - Postal Code: 60601
  - State/province: Illinois
  - Country/region: USA
5. Save the building record.
Create a new room.
1. Go to the Events work area and then go to Venue management > Rooms.
2. Create a new room.
3. Enter the room name - Technology Hub Conference Room.
4. Add the capacity as 20.
5. Select the Contoso Chicago Office as the building.
6. Update the room features as follows:
  - Disabled access: Yes
  - Internet connection: Yes
  - A/V support: Yes
  - Video conferencing: Yes
  - Whiteboard: No
7. Save the room record.
Create a new event.
1. Go the Events work area and then go to Event planning > Events and create a new event.
2. Update the following information based on the event invitation:
  - Enter a Name for the event - Marketing Software Training Workshop.
  - Select Training as the Event type.
3. In the Schedule section, update the event time zone to Central Time.
4. Enter a start date of one month from today. Set the start time to 9:00 AM. Select the end date for the same date and enter 5:00 PM for the end time.
5. In the Location section, add the building that you created in step 2.
6. Add a banner image of your choice that will display on the event website.
7. Save the event record.
Add sessions to the event.
1. Go to the Agenda tab and add the following sessions:
  - Session 1 - Core Features / 9:00 AM-12:00 PM / Chicago Contoso Office / Technology Hub Conference Room
  - Session 2 - Advanced Settings / 1:00 PM-4:00 PM / Chicago Contoso Office / Technology Hub Conference Room
2. After the sessions have been created, you'll need to open each session and change the Publish status to Live.
Add speakers to the event.

Go to the Agenda tab and add the following speaker engagements.

Note

When you create a speaker engagement from the event, you will name the engagement, select a speaker, enter a speaker cost, and associate the engagement to a session. The speakers for your events might or might not already exist in the system. In this scenario, you'll be creating the speakers at the same time as the engagement.
- Speaking engagement #1:
  - Name: Marketing Software Training - Core Features
  - Speaker: Evan Hobbs
    1. Type: Internal speaker
    2. Name: Evan Hobbs
    3. Title: Software Engineer
    4. Email: evan@contosoltd.com
    5. LinkedIn: https://www.linkedin.com/company/contoso/
  - Session: Session 1 - Core Features
- Speaking engagement #2:
  - Name: Marketing Software Training - Advanced Settings
  - Speaker: Sara Wright
    1. Type: Internal speaker
    2. Name: Sara Wright
    3. Title: Senior Software Engineer
    4. Email: sara@contosoltd.com
    5. LinkedIn: https://www.linkedin.com/company/contoso/
  - Session: Session 2 - Advanced Settings
After the speaking engagements have been created, open each one and add a sample image to the speaker engagement record. Reminder: This image is what will appear on your event website for that speaker.
Add sponsors to the event.
1. Go to the Agenda tab and create a new sponsorship.
  - Event sponsor: Contoso, Ltd. (You will need to create a new account.)
  - Sponsorship topic: Marketing Software Training Workshop
  - You can leave the remaining fields blank.
  - Save and close.
2. After the sponsorship record has been created, open the record and add a sponsorship image.
  
  Reminder: This image is what will appear on your event website for that speaker.
  
  Important: Make sure that you select the sponsorship record name, not the account name. If you open the account name and upload the image there, it will not be visible on your event website. The image needs to be uploaded to the sponsorship record.
Go back to the event record. Select the Go Live button on the command bar. Make sure that the status of the event changes to Live.
View the event website.

Open the event website URL from the Website and form tab and verify the following:
- Event name and date are correct
- Sessions are listed
- Speakers are listed, associated to the correct sessions, and their profile pictures are visible
- Sponsorship logo is visible

Continue

Exercise - Create an on-site event

Learning objectives

Create an on-site event

Feedback