Event Management and Ticket Sales

New Events 2.0 - How to Create an Event

If your group is ready to move over to the new Event 2.0 module, please send an email to support.memberplanet.com.

With this update, users can enjoy enhanced features such as:

• Advanced custom fields for capturing all essential event details based on ticket selections
• Add-on purchase items, allowing your events to offer additional purchasable items outside of attendance related tickets
• The ability to set up both single or recurring series events with ease
• Admin controls for logging offline event RSVPS
• Discounted member pricing options and additional Coupon application
• Event reminder emails for attendees
• Advance options for attendees to edit their replies including all custom response fields
• Updated options for ticket purchases, attendee responses and check in reporting

The module also simplifies sign-ups and enhances the overall user experience, ensuring that your events are not just successful but memorable. Whether it's sending out personalized event invitations or analyzing event metrics to edit events for future improvements, the Updated Events Module is your all-in-one solution for effortless event planning and management.

By leveraging these tools, event organizers can significantly reduce the complexity of registration and ticket management, making it easier to focus on creating memorable experiences for attendees.

Single event
Recurring event

Before you begin setting up your event, you will want to decide if your event is a Single Event or a Recurring Event

Single Event: A single individual event

Ex. PTO Dance, which will occur on a set date and time

Recurring Event: A series of events which will recur at a set interval (ex. Weekly on Mondays at 7:00 PM) for an extended period of time, such as the entire month.

Ex. A Summer movie event, occurring weekly each Friday at 8:00 PM during the summer months of June to August.

Deciding what kind of event you will be setting up will determine your next set up steps and how you will proceed with additional set up options.

Create a Single Event

1. In the left navigation bar select Events
2. Select the Create a new event button to begin setting up your event
3. Give your event an Event title
4. Date & time default selection for events will set your event as a Single event
5. Set a start and end date and time for the event and edit the Time Zone if needed. Click Next.
   Add the location of the event, including the venue's name and address or set the event as an online only event
6. Add details to your event, including a Main Event Image, a summary (if using the memberplanet Site Builder) and/or a description to display on the events main page.
7. Select whether the event will have tickets to continue setting up additional options, or if your event is RSVPs only, quick add your event and complete set up

Create an Event Series (Repeating Event)

1. In the left navigation bar select Events
2. Select the Create a new event button to begin setting up your event
3. Give your event an Event title
4. Select Recurring event within the Date & Time selection
5. Set the date of the first event in your Series of Recurring events
6. Set the Start and End time of your events within the series and edit the Time Zone if needed.
7. Set the recurrence cycle of your events, including when the series ends
8. Select how people will register for the sessions within the event: Members must register for all sessions at once or Members can register for sessions individually.
9. Select how people can edit their responses to the events within the series: Members must edit their responses for all sessions at once or Members can edit their responses for sessions individually.
10. Add the location of the event, including the venue's name and address or set the event as an online only event
11. Add details to your event, including a Main Event Image, a summary (if using the memberplanet Site Builder) and/or a description to display on the events main page.
12. Select whether the event will have tickets to continue setting up additional options, or if your event is RSVPs only, quick add your event and complete set up

New Events 2.0 - Manage your Event

Once you have set up your event, you can manage a variety of options for your event within the event pages management section. Your event page management section allows you to do things like:

• Edit your event tickets and inventory
• Collect additional information from registrants
• Customize the event page's look and feel with additional content, like images, additional text, links, and/or videos
• Get a shareable URL for your event
• Update the event organizer's contact information
• View the reporting for your event
• Manage the check-ins for your event
• Close or open your event

1. To access an event page’s management section, in the left navigation bar, click on Events
2. Click on the event name

Below you will find additional information on the available options within the management section of your event page, as well as details on how to use each of these sections.

New Events 2.0 - Ticket & add-on options

Admissions

1. To access an event page’s management section, in the left navigation bar, click on Events
2. Click on the event name
3. Scroll down to the Ticket section and select Ticketing Options
4. Select Add Ticket option to begin adding tickets
5. Create your tickets

• Select your ticket pricing
  • Can be set as Fixed Price, Free or an Open Price
• Give your ticket a Name and Price (if Fixed Price ticket)
• Set up inventory amounts
  
  • Edit if your tickets have a limited inventory or leave as 100 if unlimited
• Add ticket limits per person
• Add dates of opening and closing times
  
  • Default settings are when the event is made live and when the event ends
• Click additional options to add a photo and description to your individual tickets and to update ticket Visibility

Note: Ticket Visibility will by default set to Visible for newly created tickets, but can be changed to a Hidden Ticket. Hidden tickets can be set to be visible when a coupon has been applied at check out allowing you to set custom prices. Find out more about setting up Coupons for a Hidden Ticket.

6. Select Save to Complete the setup of ticket

***Additional Ticket & add-on options can be set up after your initial ticket has been set up.

Add-ons

If your group will be offering additional non-ticket related items, such as an option to donate or additional items to be purchased, such as t-shirts, a la carte food purchases or more, an add-on is a great option to allow additional items to be available outside of tickets.

1. Select Add-ons and Create a new add-on to add a new Add-on option
2. Create your Add-on

• Select your ticket pricing
  • Can be set as Fixed Price, Free or an Open Price
• Give your ticket a Name and Price (if Fixed Price ticket)
• Set up inventory amounts
  • Edit if your tickets have a limited inventory or leave as 100 if unlimited
• Add ticket limits per person
• Add dates of opening and closing times
  • Default settings are when the event is made live and when the event ends
• If you have recurring event, choose if the add-on is one for the whole series or one for each event
• Click additional options to add a photo and description to your individual tickets and to update ticket Visibility

Note: Add-On Visibility will by default set to Visible for newly created Add-Ons, but can be changed to Hidden. Hidden Add-Ons can be set to be visible when a coupon has been applied at check out allowing you to set custom prices. Find out more about setting up Coupons for a Hidden Add-On.

3. Select Save to Complete the setup of Add-Ons

Coupons

Coupons can be used for a variety of options in offering a discount to event attendees when purchasing a ticket or Add-On. Coupons can also be set up to reveal tickets set as Hidden during checkout, allowing your organization to set up additional specialized priced ticket options.

1. Select Coupons and Add a coupon to add a new event coupon option
2. In the Info section, enter your coupon name. This will be the code used and can consist of alphanumeric characters (A-Z & 0-9)
3. Add a Description or Instructions to Use
4. Select the check box if you would like this coupon to reveal your tickets set as Hidden status.

Note: If your event has been set up with multiple Hidden tickets, this will show all Hidden tickets at the same time. This cannot be applied to only specific tickets.

5. Select the discount type and add the discount amount

• Percent reduction: gives user a percentage off (Ex. 20% Off a Purchase)
• Flat amount reduction: gives user a specific amount off (Ex. $5 Off a Meal)
• Price reset to new value: gives user the price on the coupon for specified item (Ex. Any pastry item for $1)

6. Update the number of uses per person: Unlimited or Specific number of uses
7. Available for use: Available for the length of the event or during a specific time window
8. Apply Coupon to:

• All Visible tickets and add-ons
• Certain visible tickets and add-ons

9. Select Save to complete Coupon set up

Special Pricing

After you have set up your tickets, you can update them to have a Special Pricing, such as Member Pricing. Special Pricing should only be used when your group’s members have been loaded into your memberplanet account.

1. In your event, go to Ticketing options
2. Go to the Special Pricing tab
3. Next to your Ticket or Add-on, click the Edit button
4. Click to select Set Custom Pricing
5. Next to Members of my group (requires login), put in the updated price that you want to charge Members. If your group uses membership levels, you can also Customize by member level.
6. Select Save

Member pricing is now set-up. You can do these same steps for each ticket and/or add-on that you would like.

Please note: Special pricing cannot be applied to tickets or add-ons that are free or open price.

To receive Special Pricing, your members will need to have their email address associated to your group. and be in a Joined or Invited status. If their email address is not associated, or their status is Not yet invited, they will not be able to log in and will receive an error of “User authorization denied”.
Your members will need to log in by clicking the Login button at the top right of your Event, and using one of the following methods:

• Log in using a one-time code: This will only send a code to their email if their email address is associated to your group.
• Log in using their memberplanet email and password: member must have previously signed up for a memberplanet account

Once logged in, members will only see the member pricing for tickets and add-ons that are set-up for member pricing, with the original non-member price crossed out next to it so they can see their savings.

Settings

1. Select Settings to edit the overall settings of your event
2. Options within settings that can be edited include:

• Set your Event status: On sale, Tickets at the door, Sold Out, Cancelled, Postponed
• Event Type: Making your event a registration or ticketed one
• Checkout Labels: Change the labels of your tickets to your custom preference
• Ticketing Fees: Decide who will absorb the processing fees, your group or the person making the payment
• Reply Choices: Remove ‘Maybe’ as a RSVP choice
• Thank you Messages: Add a thank you message on your receipt

3. Select Save and Close (at the top of the screen) to complete Settings changes

New Events 2.0 - Collect Additional Information

You may want to collect additional detailed information using the RSVP form. Along with the pre-existing RSVP field options, you are able to create and add an unlimited number of custom fields.

Basic Fields

As a default, your event will always include collection of Name and Email within the registration. Additional Basic Fields can be added from the system included list: Gender, Prefix, Date of Birth, Time Zone, Social Medial Profile, About Me, Website, Country, Address, City, State, Zip Code, Hometown, Mobile Phone, Work Phone, and Home Phone

1. On the left navigation bar, click on Events
2. Click on the event name
3. Scroll down to the Ticket section and select Collect additional information
4. At the top of the page, begin by selecting specific tickets if you should only be collecting information for specific tickets, or Add-ons

Note: If a specific ticket is purchased, the attendee will be prompted to complete the information

5. Select information fields to be collect from the attendees and whether these should be Included (Optional) or Required
6. Click Save & Close to complete your changes

Custom Fields

Custom fields can be created to collect any additional information outside of the Basic fields, with no limitation on the number of fields that can be created.

1. Add custom fields by selecting the Custom Fields tab
2. Select Add a custom field to add a new field
3. Give your field a label
4. Select the type of custom field

• Basic Text
• Dropdown menu
• Checkboxes
• Multi-line text
• Radio button
• Date

5. Select additional Optional settings

• Show this question for specific ticket types
  
  • Custom fields will be available to all tickets as a default, but can be applied to only specific tickets allowing you to collect specific information based on the individual ticket being selected.
• Show the attendees answer on their order confirmation and ticket

6. Click Save to complete and/or add another custom field

Settings

You can edit your Event RSVP and Custom RSVP fields settings by selecting the Settings tab

1. Options within settings that can be edited include:

• Edit responses - allowing your attendees the option to edit their responses after completion
• Registration time limit - setting an amount of time your tickets can be held in the shopping cart before they are released
• Add Special instructions - any additional instructions you may want displayed in the ticket selection page during time of purchase

2. Click Save to complete

New Events 2.0 - Event Page

Customize event page

Adding a personal touch to your upcoming event is a great way to boost excitement and better establish a connection to your group. The more engaged members there are in a group, the more successful that group will be.

1. On the left navigation bar, click on Events
2. Click on the event name
3. Scroll down to the Event Page section and select Customize event page

From here you can customize the following:

• Set page visibility
• Edit your event URL
• Add a header
• Add a banner
• Add a description
• Add videos
• Add location
• Add a footer

4. To edit a section, select the edit option, make desired changes, then hit Save & Close to complete

Organizer contact

Here is where you can include the organizer contact for the event. This contact will be displayed in the confirmation email that goes out when a ticket is purchased.

1. Click on Organizer contact
2. Select whether contact information will be hidden or visible
3. Enter in the contact name, email address, and phone number

New Events 2.0 - Reporting & ticket management

Reports

1. On the left navigation bar, click on Events
2. Click on the event name

• If it is a past event that you are trying to report on, you will need to click on Past Events to navigate to it.

3. Scroll down to Reporting & Ticket management and select Reports
4. Select the Report type you would like to view

• All reports allow you to filter to search by the name of the individual, filter reporting by date, and are exportable by selecting the export options
  
  • Ticket Detail - View all registrations by ticket type
  • Add-on Detail - View add-ons purchased in each registration
  • Ticket & Add-on Detail - View breakdown of all registrations by ticket type and add-on
  • Order Summary - Overview of all sales, including tickets, add-ons, coupons and payment per order

Manage check-ins

1. On the left navigation bar, click on Events
2. Click on the event name
3. Scroll down to Reporting & ticket management and select Reports
4. Select a Check-in report from the available reports.

• Ticket Check-Ins - View check-in status of attendees for an event
• Add-ons Fulfilled - View add-ons status distributed to attendees
• Ticket & Add-on Check-ins - View check-in status of tickets and add-ons for an even

5. Select Settings within the report to update your check-in options

Each of your check-in reports allows you to also set up when check-ins will begin, end, how the attendee will check in, and the code that will be used.

New Events 2.0 - How do Attendees Register for an Event

Attendees can view the status of the event from the Event page/URL. All events in an open and live status can begin accepting registrations. If you are attempting to register for an event that is Tickets at the door, Sold out, Canceled, Postponed or Closed, then the event is not collecting registrations online. You will want to contact the event organizer for any questions if you believe this is a mistake. If the event is Private, you will need to login using your memberplanet login and password to access the page.

Attendees are able to

• Register for the event
• Purchase tickets or add-ons
• Print Tickets
• Contact the event organizer
• Update their registration

To attend an event:

1. Select your RSVP selection
2. If the event is ticketed, select your tickets, add coupon code or any add-ons you will be purchasing and select Checkout

• At least one ticket will need to be selected to checkout

3. Fill in your registration information, including any additional information requested and select Proceed to payment
4. Select your Payment Type and select Place Order
5. An emailed confirmation will be sent to you with your order information and tickets

Note: Your emailed confirmation will include options to update your RSVP if your group is allowing these to occur post registration.

For all other inquiries, you will want to contact the event organizer, included in your confirmation email.