Let's dive into the world of event ticketing! From getting your event info online to welcoming attendees with their unique tickets, we'll guide you through every step. Don't worry about the nitty-gritty; we've got tips and links to make sure you don't miss a beat. Ready to make your event a hit? Let's get started!

What to expect:

• Your Account Settings
• Create Events & Ticket
• Manage Sales
• Event Day Preparations
  • Mobile Box Office App
• After Your Event
• Getting Help

How does Evvnt work? Ticket sellers can use our software to create tickets and events, which are then displayed on a local ticketing site. Each seller has a dedicated page showcasing their events. Every event features a unique URL, optimized for both desktop and mobile viewing. Users can select from various tickets types, provide their email, respond to custom questions, pay with credit via mobile pay options, and receive their tickets with QR codes via email.

Ready to get started? To begin, you'll need an event creator account so you can login to Evvnt. If you already possess one, you should have received an email with a "Create Password" button. You can request a new email from the login page.

If you need an account to get started, check the "Contact" or "About" pages on your local ticketing site for further assistance.

Preparing your Organization Settings

Invite Your Team and Logging In

Evvnt allows you to add team members as users within the platform. You can create "Admin" users who can update event information and settings, manage orders, and download attendee data and manifests. You can also create Staff users who can utilize the mobile app for ticket sales and scanning at the event entrance. Team members can manage their login credentials through invitation emails and have the ability to reset their passwords via the login page.

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Links to Share

After setting up your events in our system, you'll likely be eager to promote and sell your tickets online. To do this, you'll need the URLs to your event pages. The main link to distribute is the one to your Organization page. This page not only lists all your events but also displays your contact details and any promotional materials you've prepared. Sharing this page is a key step in marketing your events effectively.

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Update Contact Information

It's common for potential ticket buyers to have inquiries or special requests before making a purchase. Therefore, it's crucial that they can easily contact you. Ensure that your organization's contact information is current and clearly specify any event-specific contacts. Additionally, it's vital to clearly state your refund policy for ticket sales.

Please note (as of 2024-01-13): While the video below mentions event-specific contacts, this information may not be visible on event pages currently. However, you can include event-specific contact details in your event's description to facilitate communication.

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How and When are you Selling Tickets?

Create an Event

Tickets are always attached to one specific event. You can see the complete guide to creating your first event here. However, before you create your event, you may want to review the rest of the information in this article about the basic ticket settings.

Is your event several days long?

For events spanning several days, like a weekend-long festival, you can set up a "Multiday" event. This type of event has a start and end date, encompassing the entire duration. It's convenient for attendees as it allows them to access one sales page to purchase various ticket types for different days or for the entire event duration.

Does your event have several performances?

If your event includes several repeat performances, consider setting up a "Recurring" event. This approach is ideal for events that repeat on different days but share the same details, such as a theater production with multiple showings. With a recurring event, you input the information once, and it's replicated across all dates, streamlining the management process. Edits made to the main event automatically update all instances, ensuring consistency and reducing administrative workload.

Timed Entry Events

If your event needs unique tickets for timed entries, you can see more about how best to Create a Timed-Entry Ticketed Event.

Creating your tickets!

When creating your tickets, start by defining the quantity within a ticket category. After establishing the category, you can then set various price points within it. Each ticket price you create will have its own settings, determining when and where it can be sold, all manageable under Ticket Settings.

For instance, if you have a "7 PM Walking Tour" category with 12 tickets, you could set up different price tiers within this category, like a $15 adult ticket and a $5 child ticket. Both ticket types will share the same total quantity, meaning they'll both deduct from the initial pool of 12 tickets when sold.

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Launching Ticket Sales

You can also provide an early access code to a select segment of your audience. More info here about Early Access Codes. If you have a high-demand event with limited tickets, please submit a request to our support team for advice on how best to manage your ticket sales launch in the most convenient way for your following.

When are you selling the tickets?

When setting up your tickets, they're configured by default to start selling immediately upon event publication, and sales will close at the event's commencement. This means ticket sales automatically halt right when the event begins. However, if you wish to sell tickets even after the event has started, perhaps to accommodate latecomers, you need to modify the 'sales end' time.

Hidden Tickets - You also have an option to create tickets that can only be sold by your staff by unselecting "sell on-line".

This is all managed in the Ticket Settings. Below is an example that shows how our ticket features can be used to create an early bird ticket for your event.

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Are users picking seats from a floor plan?

We have the ability to add a floor plan to your venue. Once a floor plan is added to an event, you can then assign tickets to reserved seats, tables, booths, or general admission sections in a floor plan.

Learn more in the Overview of Editing Floor Plans.

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Do you need more information from ticket holders?

Every online ticket order will collect first and last name, and an email address. You can add a Registration Form to request additional information during checkout. This information can be collected per order or per ticket during checkout. The collected data can be downloaded from the event reports section of your event.

You can also provide additional information during checkout by adding a Waiver that users must acknowledge before completing their purchase.

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Are you ready to publish your event?

When you first create your event ticketing page it will be unpublished. This gives you a chance to make adjustments and review the additional options before making this page available online. You have an option to mark it ‘private’ before publishing if you wish to view it as a customer without posting it to your organization’s events listing page.

Managing Your Event’s Sales

Event Management Page

Each event has a “Manage” page. Here you can view current sales and remaining ticket quantities with revenue totals. This is also where you can process new ticket orders, and find and manage existing orders for tickets.

You can also download event specific reports, including the answers to registration form questions. 

Processing and Managing Orders

Evvnt enables you and your team to handle 'box office' orders directly through the platform. Regardless of whether a ticket order is processed online or manually by a team member, it will be recorded and visible in the Orders list on your event's Manage page.

When you view an order, you'll have several options: you can resend the tickets to the customer via email or text message, print the tickets, or manage refunds and exchanges.

It's crucial to maintain current contact information to facilitate communication with ticket holders, especially if they need to request an exchange or refund, provided these options are available for your event.

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Prepare for the Day of the Event

Prepare Your Team

An organization account owner or admin can create other admin or staff users to access the platform to process new orders or to find orders and check in tickets at the gate. Users must be created and then verified via their email to set login information for access to the desktop platform. This same login information is used for the mobile box office app.

Processing Orders at the Door

You can process orders with a laptop or Chromebook. This is the only method available if your event has a floor plan for selecting seats. You can connect a standard USB credit card swiper to collect card numbers quickly. You can process orders quickly as ‘guest’ customers, or use the full ‘add order’ process to collect user information.

You can process orders using the mobile box office app. This is an option if your event does not have a floor plan. The mobile app is available for most all Android and iOS devices. This app can accept any payment method, and will connect with bluetooth enabled card swipers provided by Stripe, our secure payments processor.

More information about the app can be found in this section of our knowledge base. The Evvnt Mobile Box Office can be downloaded for Android or iOS devices at the following links:

• Download the app (iOS) 
• Download the app (Android)

You can direct attendees to purchase online while in line. We recommend posting a small sign at the start of your line with a QR code image that sends users to the online ticket sales page. In this way, users can select available tickets and enter payment information while waiting in line. Then they will have tickets immediately available to be scanned for entry. This will speed up the line and improve the experience for everyone.

Checking in Tickets

Users will always receive a confirmation email and (unless delivery method is will call or send in mail) will have a “View my Tickets” link in that email. Clicking that link will display a PDF for each ticket that includes a large QR code that can be scanned in by the mobile box office app, whether it is a printed ticket or being displayed on a mobile device. In the absence of a QR code, staff can search by name, email, or order number in the mobile box office app and then tap to check-in tickets. For any tickets purchased at the gate, the staff user selling the tickets will be able to check them in at that time, or print them for the ticket buyer.

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After Your Successful Event

Getting Paid

We use the Stripe payment system for ticket purchases. Our system will create a Stripe connected account for your organization which will allow us to securely transfer the ticket revenue to your provided bank account (unlimited transfers) or a credit card (up to a certain amount). More information about payments can be found here.

Event Reports

We provide all of the data from your ticket sales via .csv downloads in our Reports section. Whether you need a list of email addresses from those who bought tickets, data related to how many tickets were checked-in, or anything else, you can find it in the Reports section. More information here about using our Reports options.

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Getting Help!