How to create your first event
Last updated March 9, 2025
Setting Up Your First Event on Hot Plate
Welcome to Hot Plate! This guide will walk you through the simple steps to create your first event and start taking preorders. Let's get your online store up and running in minutes!
Getting Started
- Click "Get Started": Begin by clicking the "Get Started" button located below the introductory video on the event setup page.
Basic Event Information
- Event Name: Enter a descriptive name for your event in the "Event Name" field. This will help customers identify your bake sale or offering. For example, if you're OG Bakes and this is your first event, you might name it "Bake 001".
- Banner Photo (Optional): Upload a visually appealing banner photo to make your event page more engaging. This image will be displayed at the top of your event page.
- Description (Optional): Add a brief description of your event. You can include details about what you're offering, any special themes, or a personal message to your customers. For example, "My first bake with delicious treats!"
Setting Preorder Timing
- Preorder Open and Close Times: Define when customers can place orders for your event.
- Orders Open: Select the date and time you want preorders to begin.
- Orders Close: Select the date and time you want preorders to end.
- Hot Plate will automatically open and close preorders based on these settings.
Pickup Locations and Times
- Pickup Locations: Specify where and when customers can pick up their orders. You can set up multiple pickup locations and times for a single event.
- Adding a Location: Click the "Add Location" button to create your first pickup option.
- Location Details:
- Location Name: Give your pickup location a clear name (e.g., "Porch Pickup", "Farmer's Market").
- Address: Enter the physical address for the pickup location.
- Description/Instructions: Provide any specific instructions for customers upon arrival. For example, "When you arrive, please DM me at @buchibakes, and I'll bring your order out."
- Banner Photo (Optional): You can add a photo specific to this location, if desired.
- Hide Address Until Checkout: If you prefer to only show your full address to customers after they place an order, check the "Hide Address" option. This will initially display a radius or ZIP code to customers browsing your event.
- Saving and Adding Locations:
- Click "Save Location" to save the current location details.
- To add more pickup options, repeat the "Adding a Location" steps. You can create locations for different days, times, or places (e.g., a porch pickup on Friday and a farmer's market pickup on Sunday).
- Once a location is created, it's saved for future events, making setup even faster next time! You can simply select a saved location instead of re-entering the details.
Setting Up Time Slots (Optional)
- Time Slots: While you can allow customers to pick up anytime within a general pickup window (e.g., 4 PM to 6 PM), you also have the option to create specific time slots. This can help manage customer flow and your preparation schedule. You can configure time slots later within the event settings if needed.
Creating Menu Items
- Menu Items: Add the delicious items you'll be offering to your menu!
- Creating an Item: Click the "Create Item" button.
- Item Details:
- Item Name: Enter the name of your menu item (e.g., "Bagel", "Sourdough Bread").
- Price: Set the price for the item.
- Description: Add a tempting description of the item to entice customers (e.g., "Amazing bread", "Choose your flavor below").
- Photo (Optional): Upload a mouth-watering photo of your item.
- Item Options (Variations): For items with choices (like bagel flavors or bread sizes), you can set up options:
- Click "Add Option".
- Option Name: Name the option category (e.g., "Flavor", "Size").
- Option Values: List the available choices (e.g., "Everything Bagel, Salt, Sesame", "Small, Large").
- Increment Quantity Feature: For items where customers can select multiple options within a category (e.g., a dozen bagels with assorted flavors), enable the "Increment Quantity" feature. This allows customers to specify the quantity of each option they want.
- Required Option: Make an option mandatory for customers to select.
- Maximum Options Selectable: Limit the number of options a customer can choose within a category.
- Saving Items: Click "Save Item" to save the menu item. Once created, items are saved for future events.
Adding Items to Your Event Menu
- Add Items to Event: Go to your event setup and select the items you want to include in your menu for this specific event. Simply check the boxes next to the items you want to add.
Menu Sections (Optional)
- Menu Sections: Organize your menu into sections for better customer browsing. You can create sections like "Bagels & Breads", "Mains & Sides", or simply use a single section called "Menu". You can customize section names as needed.
Setting Inventory
- Inventory Management: Control the quantity of each item available for your event to prevent overselling.
- Item Inventory Settings: Click on a menu item within your event setup to access its inventory settings.
- Total Inventory: Set the total number of units available for the entire event. Once this number is sold, the item will be marked as "Sold Out".
- Inventory Per Day: Limit the number of units available for pickup on each day if you have multiple pickup dates.
- Inventory Per Pickup Time Slot: If you've set up time slots, you can further restrict inventory per time slot. This is useful for managing production and ensuring you don't overcommit for specific pickup windows.
Publishing Your Event
- Publish Event: Once you've completed all the setup steps, click the "Publish Event" button to make your event live and visible to customers on your Hot Plate storefront.
Customizing Your Storefront (Optional)
- Storefront Customization: Personalize your Hot Plate storefront to reflect your brand!
- Access Storefront Settings: Navigate to your "Settings" to find storefront customization options.
- Customization Guide: Hot Plate provides a detailed Notion guide (link in your settings) that walks you through customizing your storefront. You can add your logo, banner photos, descriptions, social media links, FAQs, and more.
Customer Notifications
- Order Opening Notifications: Hot Plate automatically helps you notify interested customers when preorders open!
- "Notify Me" Feature: On your storefront, customers can enter their phone number to be notified when orders open for your event.
- Automated Text Notifications: Hot Plate sends automated text notifications to these customers when your preorder period begins, ensuring they don't miss out on ordering.
You're Ready to Bake!
Congratulations! You've successfully set up your first event on Hot Plate. It's designed to be quick and intuitive, saving you time and automating many of the manual tasks associated with taking preorders.
Happy creating and happy baking! If you have any further questions, please explore our other help articles or reach out to our support team.
Was this article helpful?