Event Details: Name, Privacy and Description Setup

Configure event identity on Seaty: set the name and web tag, control privacy with passwords or unlisted access, schedule go-live, and add AI descriptions.

Overview

The Event Details section is your event's foundation. This is where you establish the identity of your event and control how people discover and access it.

At its simplest, Event Details answers one question: What is this event and who can see it?

Who uses this: Event organisers with edit permissions for their organisation.

Key capabilities:

Set your event's name and unique web address
Control when tickets go on sale with go-live scheduling
Write compelling descriptions with AI assistance
Manage privacy with public, unlisted, or password-protected options
Add terms & conditions shown during checkout
Include important information in confirmation emails

Event Details overview showing name, tag, type, go-live date and duration fields

How It Works

At a glance: You define your event's identity, set its visibility, write descriptions, and configure the information customers see before and after booking.

1. Establish Identity

Give your event a name that appears everywhere and a unique tag that creates its web address. Choose an event type to help with categorisation.

2. Set Availability

Decide when your event goes live for bookings. Until this date, only administrators can access the event.

3. Configure Privacy

Choose whether your event is publicly searchable, hidden but accessible via link, or password-protected.

4. Add Content

Write descriptions, set terms & conditions, and add any extra information for confirmation emails.

Think of it this way:

Event name and tag create your event's identity and web address

Go-live date controls when customers can start booking

Privacy settings determine who can find and access your event

Description and terms & conditions provide the information customers need before and after booking

Event Details

Event Name

What is the name of your event?

This is how your event appears throughout Seaty - on the public event page, in search results, on tickets, and in emails.

Requirements:

Must be longer than 2 letters
Can include special characters and punctuation

Best practices:

Keep it clear and descriptive
Include the production or show name
Consider adding the year or season for recurring events
Avoid overly long names that may truncate on mobile devices

Examples:

"The Wizard of Oz"
"Annual Christmas Gala 2025"
"Beginner's Pottery Workshop"
"Manchester United vs Liverpool - FA Cup"

Event Tag

What unique event tag would you like?

Your event tag creates your custom Seaty URL that anyone can use to access your event:

seaty.co.uk/your-event-tag

Requirements:

Must be longer than 2 letters
Maximum 22 characters
Must be unique across all of Seaty
Cannot contain special characters or spaces or reserved words
Use plain text only (a-z, 0-9, hyphens recommended)

Best practices:

Use lowercase for consistency
Use hyphens to separate words
Make it memorable and easy to say verbally
Keep it short for easier sharing
Avoid numbers unless necessary for disambiguation

Examples:

wizard
christmasgala2025
pottery-workshop
manchester-cup-final

Validation: The save button will be disabled if:

The tag is too short (must be longer than 2 letters)
The tag contains special characters (must be plain text only)
The tag is already in use

Event Type

What type of event is this?

Select the category that best describes your event from the dropdown menu. This helps with categorisation and makes your event easier to find in searches.

The dropdown displays each event type with its name and description to help you choose the most appropriate category.

Go-Live Date

When will your event be live?

This controls when your event appears online and people can begin requesting or purchasing tickets.

How to set:

Click the date field to open the date picker
Select your desired go-live date
Click the time field to set the specific time

Strategic considerations:

Immediate launch - Set today's date and current time if you're ready to sell
Scheduled launch - Set a future date for planned announcements
Coordinated marketing - Align with email campaigns or social media posts

Example scenarios:

"Launch tomorrow at 9:00 AM when our social media campaign starts"
"Go live immediately - we're ready to sell tickets now"
"Launch in 2 weeks after our press release goes out"

Note: You can change this date at any time through the Event Editor.

Expected Event Duration

Expected event duration

Enter the approximate length of your event. This will be displayed to attendees to help them plan their visit.

How to set:

Enter hours and minutes using the time input
Leave blank if duration is unknown or varies

Why include duration? Attendees use this to plan travel, parking, and childcare arrangements.

Privacy Settings

Control who can see and access your event with flexible privacy options.

Public Events (Default)

Public events are:

Visible in Seaty search results
Accessible to anyone with the link
Discoverable on your organisation's event list
Open for anyone to purchase tickets

Best for:

Commercial productions
Public performances
Community events
Theatre productions seeking maximum attendance

Private Events

Private events are:

Hidden from public view
Require a password for customers to access (optional)
Always unlisted (automatically enabled)
Only accessible to those with the password or admin permissions

Password protection: When you enable private mode, you'll see an additional field:

Do you want a password to enter the event?

Enter a password that customers must provide to access the event
Leave blank for admin-only access (only organisation admins can view)
You can change the password at any time
The password is case-sensitive

Best for:

Internal company events
Invitation-only performances
Rehearsal ticket sales
Staff-only previews
Closed community gatherings

Important notes:

Admins with event permissions never need the password
Making an event private automatically makes it unlisted
You can change privacy settings at any time

Unlisted Events

Unlisted events are:

Hidden from Seaty search results
Accessible to anyone with the direct link
Not shown on your organisation's public events list
Available for open booking (no password required)

Best for:

Soft launches before official announcements
Events shared only with your existing audience
Test events before public release
Limited-distribution events

The difference:

Unlisted: Hidden from search, but anyone with the link can book
Private: Hidden from search AND requires a password to access or to be an event admin

Note: Private events are always unlisted. The unlisted toggle is disabled when an event is set to private.

Event Details showing privacy settings, description, terms and email information

About Your Event

Event Description

How would you describe your event to attendees?

Your event description appears on the public event page and helps potential attendees understand what to expect. This is one of the most important fields for converting browsers into ticket buyers.

What to include:

What the event is about (plot summary, workshop topics, match details)
What attendees can expect to experience
Who it's suitable for (age restrictions, content warnings)
Running time or duration
Special features (interval, refreshments, meet-and-greet)
What to bring or wear (if applicable)
Accessibility information
Parking or travel instructions
Any other important attendee information

Rich text formatting: The description editor supports:

Headings - H1, H2 for section organisation
Text formatting - Bold, italic, underline, strikethrough
Lists - Bullet points and numbered lists

AI Description Generator

Generate with Seaty AI

Click the "Generate with Seaty AI" button above the description editor to automatically create a description based on your event information.

What the AI uses:

Your event name and tag
Selected event type
Venue name and address
Event dates you've added
Whether you're using seated or general tickets
Existing description (if you want to enhance it)

How it works:

Click "Generate with Seaty AI"
The system sends your event details to the AI
A professionally written description appears in the editor
Review and edit the generated content
Add specific details the AI couldn't know

Best practices:

Use AI as a starting point, not the final version
Add unique details about your specific production or event
Include local information and venue-specific details
Personalise the tone to match your organisation's voice
Verify all factual information is correct

When to use AI generation:

You're creating multiple similar events
You need inspiration for structure and content
You want a professional baseline to customise
You're short on time but need quality content

Note: The AI generator may take a few seconds to generate content.

Terms & Conditions

Terms & conditions

Enter your organisation's terms and conditions that customers will see during the checkout process.

What to include:

Ticket exchange and refund policy
Age restrictions and admission requirements
Behaviour expectations
Photography and recording policies
Right of admission
Liability limitations
Late seating policies
Event cancellation policies

Legal considerations:

Seaty displays these terms during checkout
Customers must accept terms before completing their order
Enforcement of terms is the organisation's responsibility
Consider consulting legal advice for commercial events

Example sections:

TICKET SALES
All ticket sales are final. Tickets cannot be exchanged or refunded except in the case of event cancellation.

ADMISSION
Tickets must be presented at the door either printed or on a mobile device. Late arrivals may not be admitted until a suitable break in the performance.

PHOTOGRAPHY
Photography and video recording during the performance is strictly prohibited.

CANCELLATION
In the event of cancellation, ticket holders will be notified and offered a full refund or alternative date.

Best practices:

Keep language clear and concise
Use headings to organise different policy areas
Be specific about refund and exchange policies
State any age restrictions clearly
Include contact information for questions

Note: Terms & conditions are shown to customers during checkout. Make sure they're accurate and up-to-date.

Additional Email Information

Would you like to add any additional information to the email we send with the tickets?

This rich text field allows you to include extra information in the order confirmation email that customers receive after purchasing tickets.

Rich text formatting: Supports the same formatting as event description:

Headings (H1, H2)
Bold, italic, underline, strikethrough
Bullet points and numbered lists

Example content:

Important Information for Your Visit

Arrival Time
We recommend arriving 20 minutes before the performance starts to allow time for parking and seating.

What to Bring
Please bring either a printed copy of your ticket or display it on your mobile device at the entrance.

Refreshments
The venue bar opens 45 minutes before the performance and during the interval. Card payments only.

When to use:

Events with specific arrival or entry requirements
Outdoor events with weather contingencies
Venues with complex parking or access
Events requiring specific items (ID, dress code)
Last-minute changes after tickets were purchased

Email preview: This content appears in the order confirmation email after:

The event name and date
The ticket details (seats, categories, prices)
The order total
The QR code (if enabled)

Timezone

What time zone is your event in?

Select the timezone where your event takes place. This is critical for displaying accurate event times to customers in different locations.

How to select:

Open the Timezone dropdown
Search or scroll to find your timezone
Select from the list of available timezones
Common UK options appear at the top

Note: This timezone is used when your event goes live, so incorrect settings may cause your tickets to become available at the wrong time.

Validation & Saving

Required Fields

The save button is disabled until all required fields are valid:

Must be completed:

Event name (longer than 2 letters)
Event tag (longer than 2 letters, maximum 22 characters, no special characters, unique)
At least one event date

Must be valid:

Event tag cannot contain special characters (plain text only)
Event tag must not be in use by another event
No duplicate event dates

Validation Warnings

The save button shows warnings if there are issues:

Common warnings:

"Invalid name" - Event name is too short (must be longer than 2 letters)
"Event tag length" - Tag is too short (must be longer than 2 letters)
"Invalid event tag" - Tag contains special characters (must be plain text only)
"Description too long" - Description exceeds 10,000 characters
"No event dates" - You must add at least one date
"Duplicate event dates" - Two dates have the same date and time

Fixing warnings: Click the save button dropdown to see all warnings and their explanations. Each warning indicates exactly what needs to be corrected.

Saving Changes

Make your changes in any field
Check the save button for warnings (shows count if any exist)
Fix any validation issues
Click "Save" button in the top right
Wait for "Saving event..." then "All done!" messages
Your event reloads with saved changes

Saving behaviour:

You must save manually - no auto-save
Unsaved changes are warned when leaving the page
The save button is disabled until you make a change
All sections save together (you can edit multiple sections before saving)

Note: Save frequently, especially after completing each section. This prevents data loss if your browser crashes or internet connection drops.

Common Questions

Event Identity

Can I change the event name after creation?

Yes, you can change the event name at any time through the Event Editor.

Can I change the event tag after creation?

Yes, the event tag can be changed once the event is created.

Privacy and Access

What happens if I make my event private?

The event becomes hidden from search results and requires a password for customers to access (or is admin-only if no password is set). Admins can always access the event without a password.

Can I switch between public, private, and unlisted?

Yes, you can change privacy settings at any time. Note that making an event private automatically enables the unlisted option.

Can customers see my event before the go-live date?

Admins can always preview events. Customers cannot access or book tickets until the go-live date and time you set, unless they have admin permissions.

Content and Descriptions

How does the AI description generator work?

The AI uses your event's basic information (name, type, venue, dates) to generate a professional description. It's best used as a starting point that you then customise with specific details about your event.

Can I use HTML in the description?

The description field is a rich text editor that generates clean HTML automatically. You don't need to write HTML manually - use the formatting toolbar instead.

Terms & Conditions

Do I need terms & conditions?

While not strictly required by Seaty, having clear terms & conditions is highly recommended for:

Commercial events
Events with refund policies
Events with age restrictions
Professional productions

Best Practices

Choose Event Names Carefully

Good names:

"The Lion King - Spring Production 2025"
"Intermediate Photography Workshop"
"Annual Charity Gala"

Avoid:

Overly long names that truncate on mobile
Generic names like "Event" or "Show"
Names without context ("Friday Night")

Create Memorable Event Tags

Good tags:

lionking
photoworkshop
charity-gala

Avoid:

Numbers-only tags: 12345
Difficult to say: lk-sprng-prdctn-25
Already in use: christmas (likely taken)

Write Comprehensive Descriptions

Include these elements:

What it is - Clear explanation of the event
Who it's for - Target audience and age suitability
What to expect - Duration, format, special features
Practical details - What to bring, arrival time, access
Call to action - Encourage ticket purchase

Plan Your Go-Live Timing

Coordinate with:

Marketing campaigns and social posts
Email newsletter sending times
Press release publication
Partner announcements
Member preview periods

Consider:

Time of day (9 AM is popular for launches)
Day of week (avoid weekend launches for business events)
Lead time before event (4-8 weeks typical for theatre)

Use Email Information Wisely

Good uses:

Venue-specific arrival instructions
Last-minute updates
Weather contingency plans
What to bring reminders
Contact information for questions

Avoid:

Repeating information already in the description
Marketing content (this is a confirmation email)
Information that may change (keep it current)

Save Frequently

Recommended saving workflow:

Complete the basic details section → Save
Set privacy settings → Save
Write description → Save
Add terms → Save
Configure timezone → Final save

This prevents data loss and allows you to continue later if interrupted.

Next Steps

Once you've completed the Event section, you're ready to configure the other aspects of your event:

Immediate Next Steps

→ Dates & Times Add all your event dates and performance times with flexible scheduling options.

→ Venue Setup Configure your venue location, address, and accessibility information.

→ Event Image Upload promotional image to showcase your event.

Complete Your Event Setup

The Event Editor has additional sections:

Visual & Branding:

Theme - Colours, fonts, and branding
Map - Interactive location maps

Ticketing Configuration:

Ticket setup - Choose seated or general admission
Seating plan - Design interactive seat selection (if using seated tickets)
Seated tickets - Configure seat categories and pricing
General tickets - Set up general admission categories

Sales & Marketing:

Merch & extras - Add programmes, drinks, and extras
Discounts - Create promotional offers
Marketing - SEO, social sharing, and analytics

Advanced Features:

Questions - Collect attendee information
Personnel - Manage staff and volunteers
Members - Member-exclusive features
Files - Dropbox integration for event files

→ View Complete Event Editor Guide

Need help? Visit our Organiser FAQ or contact support.