Selling tickets starts with information about your event being available online, and ends with ticket holders showing up in the right place, at the right time, with a unique ticket to display for entry. There are many different configurations to consider between the beginning and end of that process, and here we will try to consider them all, as well as provide links to more details, so that no step in the process is overlooked.
What to expect:
- Preparing Your Organization Settings
- How and When are You Selling Tickets?
- Managing Your Event's Sales
- Prepare for the Day of the Event
- After Your Successful Event
- Getting Help!
How does Evvnt Ticketing work? Your organization will be selling tickets via a site that partners with Evvnt Ticketing, and each event you create will have its own page URL on the site. From this URL, visitors can select tickets, pay for those tickets, and will then receive access to custom QR codes for their tickets via email. You and the customer will then be able to present and accept these tickets at the gate of your event.
Ready to get started? You'll need an event creator account. If you already have one created, then you should have an email from our system with a "Create Password" button. If you have a user and are missing that email, you can request one at the login page. Once you have the email to set the password you are on your way and can login here.
If you need an account created for you, then the owner of the ticketing site can create one for you. You can reach them via the "Contact" or "About" pages on their ticketing site.
Preparing your Organization Settings
Invite Your Team and Logging In
If you are working with others to manage your event then you can add them as users in Evvnt Ticketing. You can then give them access to update event information and settings, manage orders, download ticket user data and manifests, or use the mobile app to sell and scan-in tickets at the door of the event. Your login information is manageable by you and your team via invitation emails and password resets via the login page.
Links to Share
Once you have created your events in our system, you will want to know where to find the URLs you can share to promote and sell your tickets online. The primary page you will want to share is your Organization page that will list each ticketing page as well as show your contact information, and any other promotional items you create.
Update Contact Information
Oftentimes, ticket holders will have questions or special requests before they purchase a ticket. We expect that ticket holders will be able to reach you with these questions. It is important that you update the contact information for your organization and any special contacts related to your events. It is also important to confirm your refund policy for ticket sales.
Special note (2023-09-13): Event specific contacts are mentioned in the video below, but that is not currently showing on event pages. You can use the event description on your event to add event-specific contact information.
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?
An event that is held over many days can be setup as a "Multiday" event. This is one event that starts on one day and ends on a different day. Sometimes this option is useful for a weekend-long festival. This option allows users to visit one sales page and buy different kinds of tickets to the one event.
Does your event have several performances?
Some events have several repeat performances. For this, we can recommend creating a "Recurring" event. Recurring events simplify the management of multiple occurrences of the same event. Instead of creating individual events for each occurrence, you can use a single recurring event to copy the similar info automatically across several event dates. This is useful when the images, details, and ticket settings/prices remain the same for all occurrences. For example, a theater production with multiple performances can be set up as a recurring event with different dates. Editing the recurring event will automatically apply changes to all occurrences, saving time and effort.
If your event needs unique tickets for timed entries, you can see more about how best to Create a Timed-Entry Ticketed Event.
How many tickets are you selling?
You set the quantity of tickets in the ticket category and the price of the tickets in the actual ticket. This means you will need to create the category before you can set the price(s). For example, I may have 12 tickets available in a ticket category for a “7 PM Walking Tour”, and then I can have a $15 ‘adult’ ticket and a $5 ‘child’ ticket both available in that one category.
This is all managed in the Ticket Settings.
Provide early access to tickets to avoid traffic spikes on the day your event sales launch. First, we recommend turning ticket sales on 5-10 minutes before the announced sales time. This allows those first users that are sitting on your page waiting and refreshing to get into the checkout process. This limits the number of page refreshes on our system that can happen if you hold out to the exact minute.
You can also provide an early access code to a select segment of your audience. More info here about Early Access Codes.
When are you selling the tickets?
When you create a ticket, the default will be to have that available for sale starting “immediately” and ending at the “start of event”. You can edit the sales start and end times to match your needs. For example, if you want to be able to sell a ticket to someone who has arrived after the event starts, then you must adjust the ‘sales end’ time to allow your box office to sell that ticket. You also have an option to create tickets that can only be sold by your staff via their login.
This is all managed in the Ticket Settings.
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.
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, and can then 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.
Are you ready to publish your event?
When you first create your event ticketing page it will be unpublished. This gives you a change 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, and you can download event specific reports, including the answers to registration form questions. This is also where you can add or manage ticket orders for the event.
Processing and Managing Orders
You or your staff can process ‘box office’ orders when logged in to Evvnt Ticketing. Whether an order for tickets to the event is processed online or by a member of your team, it will show in the Orders list on the Manage page for your event. Viewing an order will give you the option to resend the tickets to the customer via another confirmation email or via a text message. Options are also available to print, refund, or exchange the tickets, so be sure to have updated contact information in case ticket holders need to request exchanges or refunds (if available).
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:
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.
After Your Successful Event
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.
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.
Contacting Evvnt Ticketing Support
It is best to reach out to us in the days or weeks before your event so we can help avoid any potential headaches for the day of the event. However, if something comes up, we are available 24/7 for technical support. You can chat with us in the app, reach us by phone or text at 855-708-1078, or reach out by email to firstname.lastname@example.org.