Example: How to setup an event with different ticket types

Example: How to setup an event with different ticket types

Overview

Situation: A Swim Club hosts an annual pork BBQ dinner.  They sell Adult and Child tickets with different prices.         
Policy:
  1. $20 per adult.  $10 per child 5 to 12 y/o.  Children under 5 are free.  
  2. Open to members and guests. 
  3. The event is July 20th at 6pm.
  4. Rain day is July 21st. 
  5. Tickets go on sale June 1st at 12pm.  
  6. Attendees must signup 48 hours in advance.   

What booking portal features are we going to use?  

  1. Since the Swim Club's board decides the date and time of the BBQ, we are going to build an Event.  
  2. Since the BBQ has fees, the Fees features will be used to track payments.
  3. Since the BBQ event is popular, 200+ attendees, the check-in feature will be used to ensure all precipitants have paid.   

Step 1) Create a resource

To learn how, CLICK HERE (step 1). 
If you have not done so already, create a resource.  In this scenario, it can be a general resource used by multiple events.  You can re-use the resource if you have more than one event.    


Step 2) Create a new event

This is step 2 of our general help article.  Select the resource you created in step 1


  1. Name: Annual BBQ Night.  Use a descriptive name.  Your members will know what they are signing up for.     
  2. Start Date & Start Time: July 21 at 6pm.  The date and time of your event.
  3. End Date & Start Time: July 21 at 1pm.  The date and time of your event ends.
  4. Add Recurrence: Not used in this scenario.     
  5. Assigned Resources: This should already be checked to the resource used in step 2.  
  6. Visibility: Public is the least restrictive option and best for this scenario.    
Click Add to proceed to the next step.    

Step 3) Edit the signup form settings

This is step 3 of our general help article.  We'll recommend your settings below. 

  1. Enable Patrons to Signup: Checked.  This turns on the event.       
  2. Requires Membership: Unchecked.  In most scenarios, you should not have this checked.  
  3. Max Paton Signups: Set this to the maximum number of attendees.  If you don't have a max, set it to a very high number.  
  4. Signup Opens: Since tickets go on sale June 1st, we adjusted this to open June 1st at 12 noon.       
  5. Signup Closes: Since you do not allow last minute signups, we adjusted this to close July 18 at 5:59pm. 
  1. Cost per Patron: $0.00 (NA) - Since we are charging different prices per age, we are going to use the next feature instead.
  2. Add Cost Item: 1 because there is only 1 rental per day.  
    1. Item Name: The name of your ticket types.
    2. Cost: The cost if each ticket type.
    3. Max Quantity: The max quantity until the event is sold out.  If you do not have a max, set this the same number as your Max Paton Signups.  
    4. Paton Count: Checked.  This is important in this scenario.  It ensures if 4 people signup, 4 matching tickets are purchased.  
  3. Service Fee %: NA/$0.00 - In this scenario.
  4. Fixed Service Fee: NA/$0.00 - In this scenario.
  5. Add Matching AGS Service Fee: Unchecked in this scenario. If you want your patrons to pay any AGS fees, you would check this option.  
  6. All other payment options: Unchecked in this scenario.  If you allowed patrons to pay at the door, you would check this "Pay Later" option.  
  1. Auto Refund Fee on Cancellation: Unchecked in this scenario.  If a patron cancels, the refund will be automatically issued.  
  2. Email Event Owner on Signup Activity: Unchecked in this scenario.  You don't need 100+ emails each time a family signs up.  
  3. Require all Patron Names: Unchecked in this scenario. If you don't care about specific patron names.  The number of tickets, fees, and age is what you care about.  
  4. Restrict Check-in to Event Owner Only: Unchecked in this scenario.  Any staff member will be able to work the check-in station. 

  1. Terms & Conditions: In this case, add your rain policy and makeup date.  

Step 4) Save & Test


  1. Don't forget to Save.  Any changes will not be visible until you click SAVE.  
  2. Click Go to Patron Signup Page to view and test your event.  

How will the event be managed? 

How will patrons get checked in and ensue all attendees have paid?
You'll use the check-in feature for this event.  CLICK HERE to learn how

What if it rains and I need to move the event to July 21st?    
You'll edit the event on the Calendar Page.  CLICK HERE to learn how.  
Tip: When you do, you'll send a notification to the attendees of the change.  

Notes

We did not need or use the following features & settings.  
  1. Signup Instructions: Since the signup form and policy was simple, we did not need to give our members any "Special Instructions".
  2. Additional Questions: We did not need to custom build any questions.    
  3. Terms & Conditions: The policy did not require a T&C acknowledgments.  If you needed to add a T&C , you can.  THis