Eventbrite Handbook for ZBHA Faculty

Transcription

1 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 event ) Eventbrite Reference ZBHA Fee Fees for registrations and payment to Eventbrite Credit card payment options Eventbrite Help: Appendices: 1. Sample Eventbrite new account welcome page 2. ZBHA Course Scheduling Form 3. Sample Event Registration Page 4. Sample Event Summary 5. Sample Class roster 6. Sample My Events 7. Sample Invitation 8. Sample Invitation Status Getting Started: Log In and Initial Set Up The ZBHA office staff will set up a user account for you under the main ZBHA account. [See Appendix 1: Eventbrite new event welcome page] You'll receive an with a link to the Eventbrite site to set up your password. You can record that information here: Log In Password: If you will be using PayPal or Google Checkout record your reference log in here: PayPal Google Checkout: Merchant ID Merchant Key

2 What ZBHA needs to know to create your online class registration page The ZBHA office will set up the registration page for your class based on information you provide. An updated version of the ZBHA Course Scheduling Form is attached at the end of the handbook [Appendix 2: ZBHA Course Scheduling Form] with the additional information needed for the registration page. [Appendix 3: Event Registration Page]. This form is also available on the Faculty Member Center of the ZB website. Please provide the following information to the ZBHA Office: Course name Class dates Class beginning and ending times Maximum number of students Exact address of the class location (generates a map for the registration page) Teacher name and information: , phone Sponsor name and information: , phone Names of teaching assistants Payment methods accepted: (cc/eventbrite, cc/paypal, cc/google, onsite, teacher s credit card, etc.) Custom information you want gathered from attendees in addition to name and contact data. For example: bring table, certification status, etc. Also included in the set-up by ZBHA office: A reminder to go out automatically to all registered attendees 48 hours before the class starts. This includes attendees that registered on line and attendees you have entered manually. Managing Your Class/Event Links to Eventbrite tutorials are included below. Please use their resources. While you are using the Eventbrite site, look for Learn More and click to view the related tutorial (it will open in a new tab). On the Eventbrite site you may: Send to attendees (all, individuals or by a set of criteria). You may schedule the to be sent immediately or at a specific time in the future. View reports of attendees, response to invitations sent, other data and graphs. [Appendix 4: Event Summary] Manually add attendees (no fee for attendees you add to the database)

3 Obtain code to add a link to the registration page to your website, Facebook page or announcements. Print guest list from downloaded PDF name, payment status and method (quite easy and quick). [Appendix 5: Eventbrite roster] Print nametags. You may not: Edit information on the registration page. Please notify ZBHA of changes of location or other updates. Notices of such changes will be sent out via Eventbrite when changes are made. Change ticket types or payment amounts. Create discount codes for offering special discounted tuition pricing. The ZBHA staff is happy to do this for you if you wish to offer someone a discount other than the 30 day standard discount. Invite Attendees After logging in, you'll be on the MY EVENTS page with a list of events to which you have access. These are your classes. At the right of the class title you choose to VIEW the registration page or INVITE (send invitations). [Appendix 6: My Events] Click INVITE You'll see a stock invitation created by the ZBHA office and below it are options for sending. You may edit the subject line but not the body of the invitation. You'll be able to see what contact list(s) ZBHA used to send invitations for this class/event. [Appendix 7: Invitation] You can manually add addresses or upload a file. Addresses you enter manually can be saved as a contact list before you send the ! NOTE: Click INVITE is the way to get to the list of actions. Along the left side of the page are actions to click. Event Summary is followed by categories of actions: Invite, Promote, Analyze, Attendees, Orders, Waitlist, Day of Event. If the action is not available there will be a notice. Click Continue to go back to previous page. [see Appendix 8: Invitation Status, to see the list of action tasks available] Manually Adding Attendees Under the category Attendees > click Add Attendees. Follow the instructions. Page 1 Select the quantity of tickets and amount paid. (Enter contact information at next stage.) Select the payment type from the pull down menu.

4 Click CONTINUE in the orange box. Page 2 Enter contact data. NOTE: No fee is charged for attendees you enter manually. Manually entering attendees entails logging into Eventbrite, clicking Add Attendees, and filling out the form. Using this feature means all your attendee information is in one place and the reminder will go out to these attendees too. Sending to Attendees You can contact attendees who have registered online or that you've entered manually. Under the category Attendees > click Attendees. It's a lot like sending any . Select who will receive it from the drop down menu (all attendees, specific attendees or from a specified criteria). Compose a subject line and message. Send a test to yourself (a good idea). Decide when to send it now or later (specific date or time before the event starts). NOTE: If you change the location of class or other critical aspects, please communicate this to the ZBHA Office. The office can change the registration page and send an update to all invitees and attendees. Eventbrite Reference Eventbrite Help: M-F, 6am to 6pm, PT Registration Fees: Eventbrite Fees & Invoicing Eventbrite charges a fee for every attendee who registers on line. Teachers will pay this fee. The fee is 2.5% of the ticket price + $0.99, total fee capped at $9.95. For example: Review $100: the fee is $2.5 + $0.99 = $3.49 Tuition over $350 the fee per attendee will be $9.95 From Eventbrite FAQ: How Eventbrite collects its fee: When you collect money using PayPal or Google Checkout, you collect the ticket price + Eventbrite fee directly and immediately. Eventbrite then sends you an invoice at the beginning of the month for the Eventbrite fees that you collected

5 and owe to Eventbrite. You can view the invoices paid, outstanding invoices, and current fees collected by logging in to your account and select Invoices tab. When you use Eventbrite Payment Processing, you will receive an containing your event revenue report when your event ends. You will have 96 hours from the end of your event to confirm the amount of tickets sold and make any necessary adjustments. On the 5th day after your event has ended, Eventbrite will send you a check in the amount of your full event revenue, minus fees. You can view the fees owed to Eventbrite at any time from the Sales Stats box in your Event Summary (log in and click on the event name). NOTE: No fee is charged for attendees you enter manually. This means you log into Eventbrite, click Add Attendees, and enter their information. Using this feature means all your attendee information is in one place and the reminder will go out to these attendees too. Credit Card Payment & Fees If you want to use PayPal or Google Checkout to process credit card payments, you will set up these accounts on your own (e.g. PayPal Business account). Funds can be transferred from them directly to your bank account. In both cases, the funds go to you at the time of the registration transaction. Eventbrite Credit Card Fees If you choose to use Eventbrite as a credit card payment processor, Eventbrite will charge 3% of the ticket price, in addition to the registration fees. This is similar to the fees for PayPal or Google Checkout. Examples: Zero Balancing I $595: the fee is 3.0 % of $595 = $17.85 per registrant Review $100: 3.0 % of $100 = $3.00 per registrant From Eventbrite FAQ: How do I receive my money if I use Eventbrite Payment Processing? After your event, Eventbrite will send you a confirmation with the details of your event revenue and pay out information. You have 96 hours (4 days) from event end to process any refunds and make any adjustments. On the 5th day after your event has ended, Eventbrite will mail you a check for your total event revenue (less Eventbrite and Transaction fees). PayPal Fees Under $3,000 in tuition sales per month: 2.9% + $0.30 $3,000 $10,000 per month: 2.5% + $0.30 These fees are charged to the ZBHA office and will be invoiced to the teacher by ZBHA. PayPal and Eventbrite are well integrated. For example if you process a refund in PayPal it shows up in Eventbrite.

6 Examples: Zero Balancing I $595: 2.9 % of $595 is $17.25 plus.30 = $17.55 per registrant Review $100: 2.9 % of $100 is $2.90 plus.30 per registrant = $3.20 per registrant Google Checkout Fees Based on Monthly Sales through Google Checkout: Under $3,000 in tuition sales per month: 2.9% + $0.30 $3,000 $ per month: 2.5% + $0.30 These funds go to you at the time of transaction. Examples: Zero Balancing I $595: 2.9 % of $595 is $17.25 plus.30 = $17.55 per registrant Review $100: 2.9 % of $100 is $2.90 plus.30 per registrant = $3.20 per registrant The set up in Eventbrite to use Google Checkout is more complicated than PayPal. Offline Payment Options In addition to the online options listed above, teachers may also offer registrants the option of paying by check, paying at the door, using their own credit card service, or sending them an invoice. ZBHA Fee The ZBHA will collect from teachers $30 per course listed for them on Eventbrite, even if the class is cancelled. This fee covers administrative time and expense for creating class listings and enabling online and manual course registration by students. The fee will be a line item on the Course Summary Worksheet. The fee will be added to the operations fee and sent to the ZBHA office along with the worksheet and other class paperwork after a class has occurred.

7 Appendix 1: Sample Eventbrite New Account Welcome Page

8 Appendix 2: ZB Course Scheduling Form ZB Course Scheduling Form Please inform ZBHA of course additions or changes by faxing or ing this completed form to ZBHA: or Today s Date: Instructor Name(s): Course Name: Course Dates: From: To: Hours: Day 1 Day 2 Day 3 Day 4 Registration Day and Time: Tuition: U.S. dollars 30-Day Disc Tuition: U.S. dollars Quota (maximum # of students): Course Location: Address: City, State, Zip: Phone(s): Fax: Website address: Sponsor/Contact Name: Phone: Names of Teaching Assistant(s): Information you want from the attendees: Additional information that would make the course more user-friendly (breakfast, directions, room and board info, things to bring, special requirements, etc.):

9 Appendix 3: Sample Event Page

10 Appendix 4: Sample Eventbrite Event Summary

11 Appendix 5: Sample Eventbrite Class Roster

12 Appendix 6: Sample My Events

13 Appendix 7: Sample Invitation

14 Appendix 8: Sample Invitation Status (this page shows tasks available in left column)