San Mateo County Office of Education Eventbrite Manual

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San Mateo County Office of Education Eventbrite Manual Table of Contents CREATING AN EVENT IN

TICKETS 5 STEP 4: ADDITIONAL DETAILS 7 MANAGE YOUR EVENT 9 EVENT DASHBOARD 9 PAYMENT OPTIONS

EXECUTIVE ASSISTANTS 18 ALLOWING MULTI-USER ACCESS 18 MONITORING USAGE 19 PAYOUT PROCESS 19

1 San Mateo County Office of Education Eventbrite Manual Table of Contents CREATING AN EVENT IN EVENTBRITE 2 STEP 1: LOG IN AND CREATE NEW EVENT 2 STEP 2: EVENT DETAILS 2 STEP 3: CREATE TICKETS 5 STEP 4: ADDITIONAL DETAILS 7 MANAGE YOUR EVENT 9 EVENT DASHBOARD 9 PAYMENT OPTIONS (ONLY SHOWS IF YOU HAVE PAID TICKETS FOR YOUR EVENT) 10 ORDER OPTIONS 12 MANAGE ATTENDEES 14 EXECUTIVE ASSISTANTS 18 ALLOWING MULTI-USER ACCESS 18 MONITORING USAGE 19 PAYOUT PROCESS 19 SUPPORT 20 ACCOUNT-RELATED QUESTIONS 20 BUSINESS-RELATED QUESTIONS 20 EVENTBRITE 20 Revised August 16, 2018

Creating an Event in Eventbrite Starting in the 2018-19 fiscal year,

To create an event in Eventbrite, please follow the steps below.

2 Creating an Event in Eventbrite Starting in the fiscal year, SMCOE will be using Eventbrite as its only event organizer. To create an event in Eventbrite, please follow the steps below. Step 1: Log In and Create New Event Step 2: Event Details 1. Add a title and location. 2

3 2. Set the event start and end time. Always put the End Date as the day of the event (or the first day of the event, if it s multiple days). If you re hosting an event with multiple dates, locations, and/or times, please do the following: Click Timezone and date settings, located under the Start and End Date/Time section. Un-check Display start time on event page and Display end time on event page to hide the day and time of your event. Write a brief note in the event description (described below under Step 2, part 4) describing how your event is set up. For example: This event takes place on three separate days, listed below. You must attend all three sessions in order to receive a certificate of completion. If your event needs to be customized further, you have a few options to do so: o Create separate tickets for each event date and time: Some organizers find it useful to create a ticket for each date of their overall event. If your event spans over four days, create a ticket type for each. If you want attendees to sign up for multiple dates, be sure to create a multiple-date ticket option. E.g. create 3 tickets: a September 15, 2018 ticket, a September 16, 2018 ticket, and a September 15-16, 2018 ticket. o Create custom questions with multiple dates/times: Create custom questions (described on page 12) to determine which dates/times attendees are signing up for. This option works best if 1) attendance is not required for all dates/times, 2) you need a head count for each date/time, and/or 3) you already have multiple tickets set up (e.g. free, early bird, paid, San Mateo County educator, etc.). o Schedule multiple events under one event listing: Click Schedule multiple events under the Start and End Date/Time and edit the days and times for your events. This option works best when you want attendees to sign up for only one day/time, not multiple. o Create separate event listings for each date/time: Set up a separate event listing to collect registrations for each of the specific dates/times within your overall event. With this option, you should include links to the other listings in case an attendee would like to register for a different date/time. 3

4 3. Add an event image. Please use the SMCOE logo or a non-copyrighted photo related to your event. If you use a photo of students, please make sure you have photo releases. Do not use any other logo, unless the event is for an outside program (e.g. The Big Lift). 4. Share details and other important information about your event. Add all pertinent information to the Event Description box, including payment methods and contact information. You can insert an image or hyperlink (if you want to add an , make sure to include mailto: before your ). Please include the following information in your event description: If you have any questions, please contact [Event Organizer s Name] at [Event Organizer s Number] or [Event Organizer s ]. 4

5 5. Select the department or division under Organizer Name where your event should be listed. Step 3: Create Tickets 1. Create free or paid tickets. FREE TICKET: If you are not charging for your event, select FREE TICKET. Eventbrite will not charge any fees for free tickets. PAID TICKET: If you are charging participants to attend your event, select PAID TICKET. DONATION: We are not accepting donations, so do not select this option. 5

6 2. Set the price for paid tickets and the maximum number of attendees per ticket. 3. Change ticket settings. Indicate how long (day and time) attendees can sign up for your ticket(s). FREE TICKET: If you select FREE TICKET, you should write your cancellation policy (e.g. Cancellation policy: If you will not be able to make the event, you must cancel your ticket or send us the name of your replacement within 7 days of the event.) PAID TICKET: Once you select PAID TICKET, click on the gear and select Pass Fees On. Do not select Absorb Fees. If you will be charging different prices (e.g. early bird, SMC resident, etc.), click the PAID TICKET button and follow the process above until all the prices are accounted for. 6

7 Do the following if you want attendees to pay in installments: Set the ticket price as the amount of the installment, not the total event price Write a blurb in the ticket description on how you are collecting installments (e.g. when each installment is due, etc.) Extend the ticket sales date to whichever date the last installment is 4. Select your refund policy. Seven days is the recommended refund policy, however you can choose the policy that works best for your program. Step 4: Additional Details 1. Mark your page as public. All events must be listed as Public. This ensures your event feeds onto our website. If you do not want the event listed on our website (e.g. it s an event where only specific people from a predetermined list are invited), select Private but do not select any boxes underneath. The only way to access your event would be through a link (described on page ). 7

8 2. Save and Preview your draft event, or publish using Make Event Live. 8

Manage Your Event Below is a guide to some of the important areas under the Manage tab. Here you can adjust payment options, registration questions, confirmation pages, and attendee information.

9 Manage Your Event Below is a guide to some of the important areas under the Manage tab. Here you can adjust payment options, registration questions, confirmation pages, and attendee information. Event Dashboard 1. Get an overview of your event. From the top right-hand corner of the Event Dashboard, event organizers can do the following: Unpublish the event Copy the event Cancel the event (notifies attendees that the event is cancelled) Delete the event (does not notify attendees that the event is cancelled) Search for attendees Note that if you need to delete or cancel an event with paid tickets and people have already signed up, you will have to refund all of them through Eventbrite before deleting or cancelling. 2. View sales by ticket type, recent orders, and reports. 9

10 3. Find links to your Organizer Profile and your event. Do not share your event on Twitter. If you would like your event shared through social media, please notify the Communications team at Use your event URL to share your event with others. If you need to shorten your URL, click Edit to create a custom URL. Payment Options (only shows if you have paid tickets for your event) 1. Select your payment option(s). Do not click Add New Payout Method. Only select the County School Services Fund. If you do not see this as an option, please contact your division s Executive Assistant. There are two approved payment options besides credit card: Check and/or Pay at the Event. Do not select Pay by Invoice. If you do not want to use one of these payment options, make sure it is not selected. If a participant wants to use a purchase order, that would be handled under the Check option. 10

11 CHECK Update, but do not change, the information listed below. This is the information that the purchaser will see: All payments must be received [date, e.g. seven days] prior to the event. If you are paying by check or purchase order, please print out your online registration confirmation and attach it to your purchase order or check. Please address your check or purchase order to County School Services Fund and include [the name of this training] in the subject line. If you plan to pay by purchase order, please it and your registration confirmation page to [event organizer s name] at [organizer s address]. If you plan to pay by check, please mail your check and registration confirmation page to the following address: County School Services Fund 101 Twin Dolphin Drive Redwood City, CA PAY AT THE EVENT We can accept checks only at the event, though this is not a preferred option and you are advised not to select it. If you select this option, add the following information below that option. This is the information that the purchaser will see: Please pay by check only. Cash will not be accepted. Please only use this option if you have missed the deadline to register. If you must pay at the event, be prepared to come early as it will take extra time to process your payment. On the day of the event, please print out your online registration confirmation and attach it to your check. Please address your check to County School Services Fund and include [the name of this training] in the subject line. Note: When you plan an event, those attendees who pay with checks/purchase orders will still need to pay the Eventbrite processing fee, which is 2.5% of the ticket price plus $0.99, up to a maximum of $15.95 per ticket. Those paying with credit cards will need to pay the Eventbrite processing fee, which is 2.5% of the ticket price plus $0.99, up to a maximum of $15.95 per ticket, in addition to a 3% credit card fee. 11

12 Order Options 1. Order Form: Select Each Attendee under Attendee Information To edit the questions asked of attendees, do the following: Choose the ticket(s) for which you would like to create custom questions under Collect information by ticket type. Scroll down through the questions and select which ones you would like to include on your order form. To add a custom question, click Create a Question. 12

13 To add instructions to the registration pages, fill in the information below Registration Options. You can also change the time limit for attendees to complete their registration. 2. Order Confirmation: Edit the order confirmation webpage, , and ticket. On the Order Confirmation page, you can edit the message that attendees see on the order confirmation webpage, their confirmation , and their ticket. 13

14 3. Waitlist: Click Enable to create a waitlist for your event. Indicate when you would like the waitlist to trigger, how long the waitlist can be, what information attendees must give and what message is given to attendees. If the waitlist is not enabled, Eventbrite will close registration on the day/time you indicated for each ticket. Manage Attendees 1. Orders: View all orders. If you need to edit a registrant s information, go to the Orders page under Manage Attendees and do the following: Find the order that needs to be refunded Click on the down arrow in the Actions box, located to the right of the attendee s name and select Edit Attendee Info Scroll down and edit the attendee s information as needed 14

If you need to refund an order, go to the Orders page under Manage Attendees and do the following: Select the order that needs to be refunded Click on the down arrow in the Actions box, located to

15 If you need to refund an order, go to the Orders page under Manage Attendees and do the following: Select the order that needs to be refunded Click on the down arrow in the Actions box, located to the right of the order number and select Refund this Order Complete the Issue Refund page and click Continue Send a message to the buyer, confirming that you received their request for a refund and that it has been issued, and click Issue Refund If you need to delete or cancel an event where attendees have already paid for tickets, you need to refund all tickets before cancelling the event. If they paid through check or purchase order, still select Refund this Order but manage the refund offline through normal channels. 2. Add Attendees: Add new attendees by ticket type. 3. s to Attendees: Send an to attendees. By default, Eventbrite sends an event reminder 48 hours before the event. The can t be edited, but you can delete it and replace it with a reminder of your own. 15

16 If you have a multi-day event, the will be sent in different ways according to how your event is set up: Create separate tickets according to event dates and times: If you chose to create multiple tickets, each with a different day, the default will be sent 48 hours before the day/time in the Starts box on the Edit tab (e.g., the day/time of the first date). Create custom questions with multiple dates/times: If you chose to create custom questions, Eventbrite will send its default reminder 48 hours before each event. Schedule multiple events under one event listing: If you chose to Schedule multiple events on the Edit tab, Eventbrite will send its default reminder 48 hours before each event. Create separate event listings for each date/time: If you chose to ask custom questions, Eventbrite will send its default will still be sent 48 hours before the day/time you put in the Starts box on the Edit tab (e.g., the day/time of the first date). 4. Attendee List: Download a PDF list of attendees. 5. Name Badges: Create name badges for attendees. 16

17 6. Check-in: Check in attendees as they arrive. 17

Executive Assistants Executive Assistants are empowered to help their division use Eventbrite and to reconcile the budget with Business Services.

18 Executive Assistants Executive Assistants are empowered to help their division use Eventbrite and to reconcile the budget with Business Services. Allowing Multi-User Access If you would like to limit user access to events, you can add additional users to your Eventbrite account and grant them access to certain events and actions. Note: If the is already tied to an Eventbrite account, you must delete that account in order to use it as a subuser. 1. Go to Account Settings in the top right corner. 2. Go to Multi-User Access in the left-hand column. 18

3. Select Add Email Address. 4. Enter the subuser s email address and set their permissions. 5. Save your changes.

19 3. Select Add Address. 4. Enter the subuser s address and set their permissions. 5. Save your changes. Monitoring Usage You are encouraged to monitor your division s Eventbrite account whenever a new event is created to ensure events are set up correctly. Payout Process When you do your regular check-in with the business office to reconcile the month s budget, make sure to have a list of the month s events and the organizing department and/or contact person, the budget code, and the total due for each event. It is encouraged that a system is set up (e.g. a Google Sheet) to track this information. 19

20 Support Account-Related Questions If you have any questions related to your account, please reach out to the Executive Assistant in your division. If you need further assistance, please send an to Business-Related Questions If you have any business-related questions, please contact: Minette Manio (650) Eventbrite Eventbrite has an extensive online help center that will address general questions about how to use Eventbrite. You can visit Eventbrite s Help Center at 20

Eventbrite Handbook for ZBHA Faculty

Eventbrite Handbook for ZBHA Faculty Updated 1/11 Table of Contents Getting Started Log-In and Initial Set-Up What ZBHA needs to know to create your online class registration page Managing Your Class (aka