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How to use Eventbrite (A Short Guide) - Paul Webster

(Section 2 based on Eventbrite help page - http://www.eventbrite.co.uk/t/how-to-setup-charity-event)

1, Introduction Eventbrite is a really handy website for creating events, managing ticket sales and communicating with delegates both before and after the event. Use of the Eventbrite website is free, as long as the event you are adding to it is free. For events where there is a delegate or admission fee, Eventbrite will charge an administration / hosting fee of 2.5% of the ticket price (reduced to 2% for registered charities). Eventbrite does all these things and more • Instantly publish a customizable charity registration page to the web. • Upload and save your contact list. • Send customizable free email invitations. • Collect donations online from contributors. • Show who's attending on the event page. • Display a map of the location. • Optionally accept payment for tickets online. 2, How-to set up and register a charity event or workshop
(From - http://www.eventbrite.com/t/how-to-setup-charity-event)

 Firstly sign-up for a free Eventbrite account at www.eventbrite.co.uk  There are a number of standard questions and pieces of information to complete. They are all self-explanatory and help Eventbrite to pre-fill some details when you set up an event. Some are related to Invoicing and Payment, which is only relevant if you are to be running chargeable events.  Then to get started, select the create event button on the home page or within your account.  There is a quick event set-up option to easily create events or a step-by-step process as described here. On the Event Creation page, the event details you enter (Title, Tickets, Details, When, Where, etc.) appear on the page in the same place that they will appear on your live event registration page. Note: You can preview your work at any time by selecting the Preview button in the upper left hand corner. Page 1

For UK registered charities there is a discounted rate of 2%. you'll also indicate how you'd like to be paid (PayPal. Ticket price = £25. Here is more information about each section of the event creation page:hen to get started. select the create event button on the home page: Charity Event Title .00 Eventbrite fee would be £0. Logo . For example. click here. they simply sign-up at no cost for you or them.15 or show it as £25. This section reads HTML and you can customize this section with the HTML toolbar. Or if it is free.50 (2%) + £0.85 (3.4%) + £0.10 PayPal payment charge would be £0.g. Set your ticket price at £27.5% of ticket prices plus 65p per ticket for administration.describe your charity event and include any details you'd like your attendees to know.enter the name of your event.65 = £1.20 = £1. or offline).Enter ticket types and numbers of tickets available for your charity event here. You can also accept contributions in addition to ticket sales. Currently Eventbrite charges 2. you will need to call Eventbrite Client Services before setting up the event on 0800 6528399 to activate this rate. Page 2 . In this section. This is how contributors will pay to attend your event or conference.05 You would need to decide when setting the ticket price if you built these charges into the price or showed then as an extra cost to the purchaser.upload a picture for your event page. Google Checkout.15 handling fee Event Details .00 + £2. e. Ticket Information . To learn more details about collecting donations. There is also a processing charge made by Paypal and Google Checkout.

Colours .choose from pre-set colour templates or customize your own colours for the event page.choose a personalized URL name for your event (e.indicate when your event will take place (make sure to choose the correct time zone).When . Where . http://myfundraiser. Page 3 .com).indicate where your training event or conference will take place. Personalized URL . You can include a Google Map to the event location on your event page.g.eventbrite.

You can also choose to make the event public which means it gets listed on the main Eventbrite page so people can search for it. Select the Publish button and your event registration page will be live! Click here to learn more about the other features you can use for your event! Social Sharing – people viewing your event and booking a place can also let others know about it using the 'Share this!' buttons. The social sharing buttons are shown just below the ticket details for all Live public events and are optional for password protected events.choose from a variety of optional features including password protecting your charity event page. Page 4 . share it on LinkedIn or generate an email to send. People can also choose to subscribe to a n RSS feed of your events.Additional Options . showing how many tickets remain for your event and showing the attendee list on the page. They can 'Like' it on Facebook. send a Tweet about it on Twitter.

 Attendees can be manually added by the event organiser from the attendees sub-tab. This displays the 'Event Summary' page which provides an overall dashboard of your event. Remember. links and to Facebook. This can take the form of embeddable widgets.  Set the indicator here to allow attendees to update booking information once submitted. The 'Event Summary' button is very useful and takes you back to the overview of your event at any time. ◦ From the 'Recent Attendees' tab you can see full details of their registration and any supplementary questions you have asked. You may want to ask questions about learning expectations.  Message to be sent to attendees once booking is complete is controlled in the 'Edit Order Confirmations' sub-tab. Down the side of this screen there are also a number of 'sub-tabs'. Any question on this page can be made either optional or compulsory. Something I’ve learnt from experience! Here you can see at a glance and maintain the five key elements of your event: Event Status including page visits and target sales  Manual adding of attendees using the 'Add Attendees' sub-tab  Main list in centre of the page showing people booked to attend the event ◦ From the 'Recent Orders' tab and each order number you can see order details ◦ The drop down list of 'Quick Actions' on the 'Order details' screen allows you to contact the attendee or make changes to their booking.Attendee information management  Use the 'Collect Custom Information' sub-tab to gather a wide range of both basic and custom information about attendees. Page 5 .  Instructions about how to complete the booking process and messages to be displayed during the process are set up here. ◦ To see all orders or all attendees click on the 'View All' link at the bottom of the list  Control the country language settings from the 'Event page language' sub-tab  Event promotion is possible for live events through the 'Promote' tab. 3. See example later. workshop choices or to record access and dietary requirements.  If you've set the option on the Tickets screen so the buyer can request more than one ticket per order then here you can decide if you want to collect details about every person or not. buttons. a full booking form. How-to administer and manage an event you have created Click on the 'Manage' tab in your Eventbrite account. many of the setting changes also need the 'Save' button at the bottom of the screen to be clicked. which are mentioned below.

Communication with attendees  Can be both before and after the event  If you don't want to email all attendees but need to announce a change to the event and don't want to change the original body of the event listing use the 'Add News and Updates' sub-tab.Ticket Types and sales  The 'Sales by Ticket Type' box shows an overall summary of ticket sales. which you may want to give to certain groups of people booking for the event. The discount code that needs to be entered.  There is a link into the reporting system from the 'View Sales' link  The 'Waitlist' facility can also be switched on and off and controlled from this box (also from the 'Waitlist' sub-tab). Page 6 . An 'updates' information box will then show in the bottom right corner of your event page. Each ticket has a bar code which can be presented to reception staff on arrival to be scanned and registered as present. This can be useful if you have a special extra speaker or change in the programme. This allows you to hold a list of potential attendees to release tickets for.  Use the 'Email Attendees' sub-tab ◦ Standard format email message window ◦ Select all attendees or specific groups or individuals ◦ Re-send 'lost' tickets  Email sending to large numbers is 'smoothed' so that Spam filters are not activated  To resend a ticket to an attendee/s use the 'Email Attendees' option and include the tick in the 'Include print tickets link in email'  Attendees are automatically sent an email by the Eventbrite system 48 hours before the event to remind them the event is taking place and to bring their tickets (if required) to check-in.  Anyone using Eventbrite can download the free 'Eventbrite' app for their iphone and Android handsets which allows them to maintain their own ticket wallet of events they have booked to attend through Eventbrite. should anyone cancel their booking  Tickets can be assigned a 'Discount Code'. the amount of discount attached to the code and the dates it is valid for are set in the 'Create Discount Codes' sub-tab.  Clicking the name of the Ticket Type allows you to edit details of the ticket including 'Ticket Name'. 'Quantity Available' and when sales start and end. If your event if attracting a lot of interest (and you have space) this is where you can increase the number of tickets available or add a new ticket type. Remember to also update the 'Event Capacity' box under the list of ticket types on the previous screen.

The 'app' is a free download from the Android Market or iphone Store. ▪ From Event Reports select 'Export' which will download the attendees and the information you have chosen into a Text file or a Spreadsheet to be cut and pasted onto headed paper or whatever house style of delegate list you'd normally print.are actually downloadable spreadsheets of selected fields of information about each attendee.  Before the event: ◦ A fully customisable badge printing system can be found in the 'Print Name Badges' sub-tab.  On the day ◦ Check-in Attendees. ◦ It is also possible to print a list of people attending the event for inclusion in a delegates pack. ◦ Cross Event reporting allows reporting against a series of events or tracking of attendees who may have been to more than one event. either from a range of pre-defined 'reports' or by clicking on 'More options' be be customised to report on specific pieces of information about each attendee. When you have selected the required information click 'Save Report' and give it a new name. Synchronisation takes place immediately with your main event booking pages. Here you can select just the fields of information you want to show on a delegate list. or on the big day. You can choose the font. select 'More Options' alongside Report Type. Page 7 .Day of the Event tasks  Use the 'Day Of Event' sub-tab for a number of facilities available to use prior to. these are in the form of Charts and Reports. Once in your spreadsheet program you can manipulate and sort the data for reporting in whatever style you choose. ◦ To have a list of the attendees printed ready for use on the signing-in desk print the 'Check-in List'.  Tracking via Google Analytics code is also possible with a valid Analytics UA Code. size and information to be printed on each badge and the size and style of labels to print on.plot the progress of sales and views of the event page over the lifetime of the ticket sales being open. Reporting facilities for event host under the 'Analyse' sub-tab  There are a number of ways you can gather data and statistics about your event. ◦ The 'Easy Entry' mobile phone 'app' for iphone and Android can be used to help reception desk and welcome staff to register attendees on arrival. If you have the facility a bar-code can also be printed on this list. On arrival attendees can be ticked as present on the list or the bar codes printed on tickets or held in their electronic ticket wallet (see below) can be scanned as they arrive. ◦ Reports . ◦ Charts . From the 'Event Summary > Analyse > Event Reports' tab. If you have the provision of a computer on the signing-in desk attendees can be electronically 'ticked off' from this screen as they arrive.

The embedding options can be found on the 'Promote' sub-tab of the main event management page.  The event can also be 'Published to Facebook'. This shows two styles of an embedded widget.4. You will need your Eventbrite 'API Key' found on the main 'My Account' tab at the top of the screen. to be a useful link back to your event. Twitter. The widget can be customised to show more or less information about the event. Digg etc.  If you are running a recurring event the basic structure and framework can be quickly replicated from the 'Copy' button on the main event management screen. It is also possible to embed the complete Eventbrite booking page. this means visitors to your site don't have to leave it to register but see a compact booking form instead.  Set Clear goals What do you want to achieve – is your event to expand your network? Raise brand profile? Generate income? Showcase an idea – or source new ones? Setting clear objectives will help you achieve them. Page 8 . in this case in a Blogspot website.  Once your event has been created you can embed the booking page into your existing website if you wish. This makes it easy to contacting a large mailing list to inform them of your event. 5. You will need to activate the link in Mailchimp and then choose the 'Eventbrite' email template. Other useful features of Eventbrite  Customisable Links and Buttons for the event can be created for use on other websites such as LinkedIn. Eventbrite UK's Top Tips for Successful Events The Eventbrite system is just one part of your overall event. These points from Katie (@briteuk) cover some handy tips to think about before and after the event to make it a success.  Eventbrite can be integrated with Mailchimp. then a list of the events you are running will be brought up. the free e-mail newsletter and list management website. again the option to do this is from the 'Promote' sub-tab.

http://www. or build upon this work. hosting and managing events using Eventbrite. you may distribute the resulting work only under a licence identical to this one.0/uk/ Some parts of this guide based on Eventbrite help pages . #Bonus!  Who’s going? If you already have a core list of people you plan to invite – great! But what if you’re trying to reach a new audience? LinkedIn and Twitter are handy for reaching people or organisations you’d love to invite but don’t yet.uk 2nd Edition February 2013 @watfordgap You are free to copy. May you hold and attend many successful events and build a community around those who attend.org/licenses/by-nc-sa/2.watfordgapservices. and perform the work and to make derivative works under the following conditions: Attribution — You must give the original author credit. Non-Commercial — You may not use this work for commercial purposes. and LinkedIn to stay in touch. track your promotional efforts.org. Or how about calling.  Stay in touch The event doesn’t end when guests leave. manage attendee data. distribute. display. and communicate with guests. to find out the relevant contact to invite? Asking local (relevant) businesses to feature your event in their newsletter is also a great way to get the word out. Use Eventbrite’s email feature to thank guests for attending and write follow up emails. And don’t forget to create tracking links so you can track how people find out about your event!  Get to know your attendees Need to know meal requirements or tshirt size? Collect information from your attendees by customising your registration form and build a comprehensive database for future events.  Get people talking Set a Twitter hashtag for your event and include this on your event page. Take it online Create an online event page through Eventbrite so you can manage all your events in one place. so let them help you spread the word. Twitter. See . transform. Share Alike — If you alter. Paul Webster www.eventbrite. And make use of newsletters. AND it’s free to use for free events. I hope this is a useful guide to planning. Here’s some info on getting started.uk/t/how-to-setup-charity-event Page 9 .http://creativecommons. Whether or not you’re a big tweeter – some of your attendees are sure to be.co.