Your AIG Event Portal · A Simple Guide

1Your home page

The Overview page always shows the one thing that matters right now, plus your countdown to event night and your Practice Files Due date, the day your logo, photos and footage are due to us. Your AIG Success Manager's name, email, and phone are always in the top right corner. Reach out any time.

Meet Your Portal, at the right end of your menu on every page, opens this guide any time you want it.
The card at the very top is your next step. Before setup is finished it names the step still missing and its due date, for example Tell us who will post to Instagram, and its button opens that exact step. Once your campaign materials are ready it reads Your campaign is ready to promote and shows What happens today: each post, email or text that goes out today, with the exact date and time to schedule it, a Download, and Open it, which takes you straight to that piece in your Promo Kit. On a day with nothing to send, it shows the next date something goes out. On event night it becomes your Access Event Room button.
Under it sits Your Event Plan (section 2), open when you arrive, with six boxes: your event special, your giveaway, your event registration link, your filming instructions, your flyers, and Results & Recap. Further down: your event room links once they exist (section 6).
The signup counter at the top updates as patients register, so you can watch your room fill.
The portal keeps itself current. If you leave it open in a tab, it checks for anything new when you come back to it, so you never need to reload to see your latest materials.

Your Overview page: the countdown, your next step with what happens today (or the next date something goes out), your Event Plan, and your Success Manager.

2Your Event Plan

Everything about your event on one page, written for you and your front desk. It is open at the top of your home page. The facts and one click boxes show first; tap any section below them (Timeline, What we need from you, Front desk says, What AIG delivers) to open it. Each closed section says in one line what is inside, and the timeline shows your next 3 dates, marks the next one, and opens the full list with Show all.

Inside you will find:

Six boxes: Your event special and your giveaway (a long answer shows its first lines with Read more), your event registration link (with Copy link and Download QR; this is the link for the event, separate from your booking link), your filming instructions, your flyer package (every flyer in one download), and Results & Recap: after your event, one Excel download with your registrants, attendees, consult requests, questions and your Event Intelligence™ recap.
Timeline: Every date that matters between today and event night, in order. Tap Download under a post, email, or text date to get it in one go: the caption or copy plus its graphics, video, or text image in a zip, or just the text when there is nothing else. Setup items open the exact Event Setup step they need, and Results links straight to its page. Once your event has happened it reads Campaign complete and points you to Results.
What we need from you: The short list of things only you can provide, with dates. Each one turns green with Received the moment it is in.
Front desk says: What your team should say when a patient calls or asks about the event.
What AIG delivers: What we build, send, and run for you.

Tap Print or save as PDF at the top of the plan. It is laid out for one page, so it fits on the front desk or in a text to your team.
The plan updates itself. Change your special or your giveaway in Event Setup and the plan reflects it the next time you open it.
Tap Hide to collapse it again.

Your Event Plan opened: six boxes at the top, then the timeline, what we need from you, what your front desk says, and what AIG delivers.

3Finish your event setup

Before your campaign can be built, we need a few things from you: your contacts, your branding, your offer, and your footage. The Event Setup tab carries a Start Here tag until it is done, so you always know where to begin. It walks you through 7 short steps. Everything saves as you type, so you can leave and come back any time. Green checkmarks show what is done.

1. Contact Info: Section A is your event contact and finishes the step on its own. Sections B (who uploads your assets) and C (the decision maker) are optional. Tick Include on our emails in B or C and that person receives our emails about the event along with your event contact. Set your reminder preferences here too.
2. Branding: Upload your logo and your brand guide (section 4). If you upload a brand sheet, the color and font questions disappear, because we read them straight from the sheet. If you do not have one, type your HEX codes and font preferences if you know them.
3. Offer & Giveaway: Your event special and your giveaway, in your own words. These flow into your Event Plan, your posts, and your emails, so write them the way you want patients to read them.
4. Instagram Posting: You post, we provide everything. Name the person on your team who will post. That person gets each post the day before it goes live. No login is ever shared.
5. Email & Text: Choose whether AIG builds and sends your email blasts inside your own email platform, or AIG provides the materials and your team sends them (then name who on your team will send them). Where your platform allows it, as Mailchimp and GoHighLevel do, add summer@aigteam.com as a user and tick the box; no password to share. Tell us whether you can send text blasts. This step also shows the emails your patients receive from us when they register.
6. Upload Here: Your footage and images. Section 4 walks through every slot.
7. Event Night: Your Q&A provider or providers with their titles, a friendly provider headshot and short bio (they appear on your registration page), and your event night contact's name, mobile, and email. Tick the box if you will run a second computer on the night and we will send an extra access link.

The 7 steps with their checkmarks. All green means AIG has everything we need.

4Uploading your footage and images

Your uploads live in two places: your logo and brand guide in Step 2, Branding, and everything else in Step 6, Upload Here. Drag and drop, or tap a slot to choose files. You can add several files to any slot, and large videos resume by themselves if your connection drops.

Uploaded here means approved to use. If it is uploaded here, we assume it is approved for your event marketing. We may not use every file, so only upload images and footage you are happy to see in your campaign.

What we accept

Video: MP4 and MOV, up to 2 GB per file.
Images: JPG, PNG, WEBP, and HEIC (the format your iPhone shoots in). Logos can also be SVG.
Brand guides: a PDF, or screenshots showing your fonts, colors, and logo lockups.

Before you film

Open your Filming Instructions from the Promo Kit tab, under Start Here. It is a checklist written for your exact event and treatment: the rules of filming, a clip by clip plan, and talking points. Print it and keep it in the room.
Tap Filming Examples at the top of the uploads to watch real clips from past AIG events, so you know what great looks like before you press record.
Send a short test clip to Randy first, by WhatsApp at 786-351-2290, so he can check your lighting, framing, and audio before you record the whole thing. This one step saves reshoots.

Step 2: your logo and brand guide

Logo: JPG, PNG, or SVG. Send the highest resolution version you have, the real file from your designer, not a photo or a screenshot of it. A crisp logo makes every graphic we build look right.
Brand guide: Your brand guide as a PDF, or screenshots of your fonts, colors, and logo lockups. The moment it lands you will see Brand sheet received, and we pull your colors and fonts from it.

Step 6: your footage

Teaser video: A 30 to 60 second clip, filmed vertically, announcing the event and inviting people to register. This is the first post that launches your campaign.
Educational segments: Your treatment explanation, the science, common questions, and outcome examples. Film these horizontally if possible.
Presentation welcome and close: Your on camera hello at the start and your sign off at the end.
Treatment segments: The treatment being performed or patient consults.

Step 6: your promo images

Staged images of providers: 4 to 5 lifestyle shots, in office or on camera. Please skip stock photos. Your audience wants to see you.
Countdown photos: Vertical photos or boomerangs. We use them in the final 48 hours of promotion.
Before and after images: Pick one of three: I have my own (upload them and label each pair clearly in the filename, like patient-1-front-before.jpg and patient-1-front-after.jpg), Use manufacturer images, or Not applicable for treatments that have no before and after.

While you upload

Each file shows a progress bar, then a checkmark. Uploads save automatically. You can close the page and the finished files stay.
Uploaded the wrong file? Tap the small × next to it, confirm Remove this file, and upload again.
Filmed and sent your footage some other way, by WhatsApp or a shared drive? Note it in the How did you send it? field at the bottom so your team knows where to look.
Once every slot you need is filled, move on to Event Night, the last step. Your team checks the footage and reaches out only if something is missing.

Step 6, Upload Here: the approved to use note, the Filming Examples link, and a slot for each kind of footage.

6Your event room links

On event night, your speakers join through their own personal links, right on your home page.

Click Main Speaker Link to open your event room. If more people are presenting, their links appear as Speaker 2 Link and Speaker 3 Link.
Test your link in Google Chrome as early as possible. Please do not wait for the practice run 30 minutes before the event.
Use Google Chrome on a desktop or laptop only. Tablets and phones will not work, and each link works on 1 device at a time.

Your event room card. One button per speaker, each with their own personal link.

8Posting your campaign

We create every post for your event: the graphics in your brand colors and the exact captions, ready to copy. Your team posts them to your own social media. You never share a login with anyone.

First, update your Instagram bio link. Add your event registration link as a separate link (keep your booking link for appointments) with the label REGISTER • [your treatment] Virtual Event. Every post sends people to your bio, so this comes before Post 1. The exact link and label sit at the top of Social Assets in a copy box.
Download the graphic for the post that is due. On a phone, tap Save to Photos, then Tap here, then choose Save Video (or Save Image) and it lands in your Photos, ready to post.
Add the caption and the graphic to Instagram on your feed.
Post the same graphic to your Instagram Story with a link sticker using your event registration link, labeled REGISTER HERE.

The day before each post goes live, your named poster gets a reminder with the graphic and caption attached, so it can be scheduled in advance and nobody scrambles on the day. Instagram lets Professional accounts schedule posts ahead of time; the Want to schedule all your posts in advance? note in Social Assets shows how, so you can load the whole week in one sitting.

Why the schedule matters: your campaign is engineered so each post builds on the last one, timed against your event date. Posting off schedule genuinely costs registrations, and for sponsored events the manufacturer expects the schedule to be followed. If a posting day is going to be a problem, tell your Success Manager early. We will always find a way together.

9Your emails and texts

Open Promo Kit. Emails are on the Email Blast page and texts are on the Text Blast page. The bold line at the top of each says exactly who sends what for your event, so start there.

Text blasts: On the Text Blast page, ready on day one. Each one is the wording to send from your own texting system, with the send date. Tap to copy. If your platform can send images, each text has its own image inside the same box as the wording, with a Save image button. If you told us you cannot send texts, the Text Blast page does not appear. If you have not told us yet, the page asks, with a link straight to that question in Event Setup.
Emails AIG sends: If you chose to have us build and send, your emails go out from your own email platform under your practice name, on the dates in your timeline. This page shows each email once it is built, so you can read what your patients will receive.
Emails you send: If your team sends from your own system, each email has its own box: Email 1, Resend Email 1, and Email 2, stacked in sending order with the send date and time on each bar. The next email due opens for you; tap any other bar to open it. Inside Email 1 and Email 2 is a short checklist you can tick off as you go: download the graphic, add your logo, link the graphic to your event registration page (a downloaded image has no clickable link until you add it), add the REGISTER HERE button and link it too, then send a test to summer@aigteam.com and click the graphic and every button in the test to be sure each opens your registration page. Below it are your event registration link to copy, the subject line, pre-header and the graphic to download. Print these instructions gives you the whole sheet on paper.
Coming soon: While an email is still being built you will see a short note saying so. Nothing is missing; it is on its way.
Request a change: Under the steps. Tell us what to adjust and we make another pass. There is no approval click for emails.

10Review your video

When AIG finishes editing your presentation, it appears in the Promo Kit under Video Review, ready to watch right in the portal. It plays in the portal's own player. Right after a new cut is added, the tab may show a short "being prepared" note for a minute or two, then swaps in the player on its own; nothing is needed from you.

Watch the video from start to finish.
Happy with it? Click Approve and it moves forward.
Want changes? Use Tell us what to change, note the exact moments, and we make another pass. You will see Changes submitted until the new cut is up.
Changed your mind? Click Cancel Changes under the submitted requests. They are dropped and the Approve button comes back for the same video.

Video Review. Watch, then approve or request changes with timestamps.

11Your campaign timeline

The Timeline tab shows your whole promotion schedule, built automatically from your event date. The next step is always marked, so you never have to wonder what happens when. Once your moderator ends the event, the timeline reads done. Posting days on the timeline match the reminders your poster receives, and the same dates appear in your Event Plan.

The Campaign Timeline. Posts, emails, and texts, each with its date, next step marked.

12Results: what everything means

The Results tab is where your event pays off. The moment your moderator ends the event, your home page flips to the wrap-up view and this tab starts filling in. Here is every card and list on it, top to bottom.

Final Event Recording

Before the event: A lock with your unlock date. Nothing to do yet.
Right after: "Processing your recording." Your AIG team uploads it within 24 hours of the event ending.
Download recording: Saves the full recording as an MP4 named after your practice, treatment, and date. Use it for social cuts, your website, or an in case you missed it campaign.
Copy shareable link: The same link patients used to register. After the event it plays the replay automatically, so send it to anyone who missed the night.

Event Performance

Total Registrants: Live. Everyone who signed up, updating as they come in.
Total Attendees: How many registrants actually joined the room. Fills in within 24 hours of the event, from the attendance report.
Your Event Intelligence™ recap: At the top of Results a night or two after your event: what your room asked, what worked, where the questions point next, and small lifts for next time. Tap Open recap; it prints or saves as a PDF.
Questions Answered Live: How many questions your patients asked in the room during the event, answered live by your provider. Your Event Intelligence™ recap groups them into the themes your patients care about most.
Total Leads: Everyone who asked for a consult: the live poll during the event plus text replies, which keep arriving for days as people watch later. Shown as a share of attendees, which can pass 100% as replies come in. When a patient writes more than YES, their words appear in the What they wrote column on the lead list. If a patient emails you a message, tap + Add in that column and type it in. Every lead is matched to your registration roster before it appears. Replies that come in after event night sit at the top of the list under their own dated line, newest day first, and a New leads added flag with the date appears at the top of your Overview and Results pages, so new names are the first thing you see. Reads N/A if leads for your event were handled outside the portal.
Outcome: The last column of your lead list (tap Show on any row to see the email, phone and full message), yours to fill as consults happen: Consult booked, Treated (a box appears for the revenue), or Not now. Three weeks after your event a Tell us what booked flag on Overview and Results reminds you while any lead is unmarked. It takes a minute, and it is how your event gets credit for what it produced.
Download Full Report (Excel): One spreadsheet with every list below, ready for your front desk or your own system. Refresh Data pulls the latest counts; the time of the last update sits under the heading.

Potential Revenue

What your leads could be worth: your lead count multiplied by your event special price. Type your Treatment price and Event special pricing in the two fields on the card and the number updates on the spot. Until you add pricing it shows a nudge instead of a misleading $0, and it reads N/A when there is no lead count to price.

The lists

Each list sits collapsed with its count in a chip. Tap the name to open it. Every list has its own Export to Excel or Download CSV button on the right.

Registrant List: Name, email, phone, and how each person heard about the event. Tap Exclude on a staff member or a test signup and it drops out of your stats. Excluded people sit in a panel below the list with a Restore button. Export to Excel downloads just this list.
Attendee List: Who attended, how much of the event they watched (Attendance %), your giveaway winner, and whether they asked for a consult. Sorted with the most engaged at the top: those are your warmest calls.
Lead Tracking: Every consult request with columns for your front desk to work: Status (existing or new patient), Follow Up (call, text or other), Notes, and Outcome (consult booked, treated, or not now). Tap the small i on any column for a reminder. Update them as you book, so the whole team sees where each lead stands.
Live Q&A: Every question typed during the event, with who asked it. Patients often ask the thing they most want to book for, so this list is follow up gold. Exclude any you do not want counted.
What your room asked: Appears once your recording has been read. The questions your patients raised on the night, in their own words with names removed, and the answers that landed. Use them in your follow ups, your FAQ, and your next post.

Results after an event: the recording, the three totals, potential revenue, then the lists.

13Resources and help

The Resources tab holds our three short guides (building a strong event offer, filming clean video with your phone, and following up after the event), replays from past events, and the FAQ.

Message your Success Manager. Scroll to the bottom of Resources, past the FAQ. Type your note and tap Send message. The reply comes to you by email or text, and Your messages keeps everything you have sent, with dates. The same card has Email and Text buttons if you would rather skip the portal.
Ask AIG. The button floats on every page and answers right away, any hour.
Content Repurposing. The last tab shows how your event footage can keep working for you afterward. Ask your Success Manager when you are ready.

Resources. Three short guides that make a real difference in results, then examples and the FAQ.

Quick answers. No app is needed; your portal is a web page and works on your phone. Your whole team can use the same link. Nothing in the portal is fragile: fields save as you type and can be changed again any time before your team locks the campaign. Lost your link? Go to portal.getbookedwithaig.com/get-link and a fresh one arrives within a minute.

Your Event Portal, Made Simple

Watch the 8 minute tour

1Your home page

2Your Event Plan

3Finish your event setup