Preparing For Your Event Day

• Update your contact information - Make sure ticket holders can get in touch with you as needed.
• Use Email Broadcasts - You can schedule any number of emails to be sent to all ticket holders before or after your event.
• Visit your event Dashboard -  this gives you access to ticket, order, registration, and customer data related to the event. You can download this data from the Reports section of the event dashboard.
• Download the Mobile Box Office App - You will want to be familiar with this app and train your "at the gate" staff on how best to use the app.
• Order a Stripe credit card reader - if you are planning to swipe credit cards at the gate of your event with our mobile app then you can speed things up with this custom card reader

Day of Operations Checklist

• Devices for check-ins and sales at the gate.
• Strong, private WiFi connection at site, tested at the locations where staff will be.
• Designated, trained staff with working logins to access the ticketing system.
• Updated versions of the mobile box office app for mobile devices.
• Updated version of the Chrome browser on laptop/desktop devices.
• (optional) QR Codes for your ticketing page for people in line to scan and then buy tickets online from your ticketing page.
• (optional) Credit card reader for swiping credit cards in the mobile box office app.
• (optional) Generic USB credit card swiper for use with laptop/desktop computers.
• (optional) Cash box to make change if accepting cash for sales at the gate.
• Paper copy of the ticket manifest, just in case!
• NOTE: The mobile app cannot process new orders for events with floor plans, sales for those must process on-line or by staff in the laptop/desktop environment

Day of Operations FAQs

Q: What do I do if I scan a ticket that is already checked-in?

A: ​​​Sometimes,​ ​buyers​ ​will​ ​mistakenly​ ​print​ ​the​ ​same​ ​ticket​ ​more​ ​than​ ​once.​ ​To find other tickets, you can search the orders by name or email​​​​​​​,​ ​and​ ​you​ ​should​ ​be​ ​able​ ​to​ ​discover​ ​any​ ​remaining​ tickets when viewing that order.

Q: How best to keep lines moving?

A: Have separate lines for ticket holders and ticket buyers. This allows the staff to keep the mobile box office app open to just one function: either scanning tickets, or taking new orders. Another great idea is to direct ticket buyers to your ticketing page. If tickets are still available online then you can direct ticket buyers to scan a QR code that leads to your ticketing page. Then, they can process their ticket purchase while waiting in line and our system will immediately let them access the ticket to be scanned by your gate staff.

Q: ​My​ ​app​ ​login​ ​does​ ​not​ ​work,​ ​how​ ​do​ ​I​ ​get​ ​help?

A: Only organization users in the hosting organization can access the event in the desktop or mobile apps. If you need to reset your password, you can request the password reset from the login page in a browser, app.evvnt.events. For direct assistance you can email tickets@evvnt.com.

Q:​ ​Can​ ​I​ ​access​ ​the​ ​backend​ ​of​ ​my​ ​platform​ ​from​ ​my​ ​phone​ ​or​ ​tablet?

A:​ ​Yes,​ ​it​ ​is​ ​advised​ ​that​ ​you​ ​have​ ​access​ ​to​ ​the​ ​backend​ ​of​ ​your​ ​event​ ​during​ ​onsite.​ ​The backend​ ​is​ ​responsive​ ​to​ ​any​ ​device.

Q:​ ​Can​ ​we​ ​use​ ​another​ ​credit​ ​card​ ​swiper​ ​with​ ​the mobile or desktop​ ​apps?

A: Any generic USB connected card reader can be used with a desktop/laptop running our app in a browser (Chrome recommended). The mobile app can only connect with a Stripe card reader that was purchased via our support team. Reach out to tickets@evvnt.com or call 855-708-1078 to order Stripe secure card readers. More info here: 

Q:​ ​What is the best way to process ticket sales at the gate?

A: Currently there are three different ways to sell tickets to your event as a staff or admin in the system. The best option is to use the Mobile Box Office App with a Stripe Card Reader. The mobile checkout process allows staff to take payment of any kind, to enter customer information or save time and skip that option, and then gives options to send a receipt, and finally an easy option to checkin tickets immediately after the sale. You cannot sell tickets to events that have a floor plan from the mobile app, and in those cases a desktop browser will be required for ticket sales.

On a desktop/laptop browser, you can process an order from the Add Order section. This will collect user information, but does not have an option to easily check-in the tickets in the process. That would require a few extra clicks. The other option is the “Express Checkout” available on the event dashboard. This allows you to process an order quickly, collecting no user information, but then having an option to checkin the tickets and immediately move on to processing a new order for the next person in line.

Q:​ ​Will​ ​smartphone​ ​or​ ​tablets​ ​read​ ​QR​ ​codes​ ​on​ ​tickets​ ​in​ ​high​ ​sunlight,​ ​inclement​ ​weather,​ ​or damaged​ ​ticket?

A:​ ​Yes, but​ ​it​ ​is​ ​advised​ ​to​ ​have​ ​a​ ​covered​ ​area​ ​to​ ​scan​ ​tickets​ ​to​ ​avoid​ sun​ ​glare on the screen displaying the ticket QR code​​​​.​ ​Should​ ​a​ ​QR​ ​appear​ ​unreadable,​ ​simply​ ​use the Orders tab in the app to look​ ​up​ ​the​ ​ticket order by ​​name or email then click on the order to view the tickets and tap to check in/out any tickets in the order.

Q:​ ​Can​ ​we​ ​pre-check​ ​in​ ​tickets​ ​before​ ​the​ ​event​ ​if​ ​we​ ​want​ ​to​ ​wristband​ ​people​ ​before​ ​the gates​ ​open?

A:​ ​Yes.​ ​It​ ​is​ ​advised​ ​in​ ​high​ ​demand​ ​events,​ ​to​ ​perform​ ​as​ ​much​ ​pre-check​ ​as​ ​possible​ ​including, scanning​ ​tickets,​ ​wristbands​ ​and​ ​ID​ ​check.​ ​Many​ ​events​ ​will​ ​set​ ​a​ ​pre-check​ ​area​ ​filled​ ​with games,​ ​food​ ​and​ ​water​ ​for​ ​pre-checked​ ​guests.

Q:​ ​How​ ​can​ ​we​ ​communicate​ ​with​ ​our​ ​ticket​ ​buyers​ ​prior​ ​to​ ​or​ ​during​ ​the​ ​event?

A:​ ​You​ ​can​ ​communicate​ ​through​ ​the​ ​backend​ ​of​ ​your​ ​platform​ ​via​ ​the Email Broadcast tool​.

Q:​ ​What​ ​if​ ​my​ ​question​ ​isn’t​ ​on​ ​this​ ​list? 

A:​ ​Contact​ ​us via​ ​tickets@evvnt.com