Events

Eventbrite Check-In Process

Eventbrite is a platform used worldwide and a master in the organization of free and paid events. It’s also known as a self-service ticketing platform – a tool with which you can organize events and sell tickets online. We’ll take you through a step-by-step process of creating events and tickets using Eventbrite, and provide you with some marketing and analysis tools. These tools will help you to maximize your ticket sales – after all, your event should be sold out in the end!

What Are the Costs of Eventbrite?

Eventbrite is aimed at both hobby organizers and commercial event planners – the cost structure is very fair. If the tickets for your event are free, you don’t pay any usage fees to the platform. But if you want to earn money with your event, a percentage of the ticket price and – depending on the package – a fixed amount will be paid to Eventbrite.

Eventbrite App

Of course, the largest ticketing platform wouldn’t do without an app. With the “Eventbrite Organizer” app, you can also use your mobile device to check how many tickets you have already sold, what net sales you have achieved so far, and how many views your event page has received. You can also use the app to check in your participants on the day of your event. To do this, you can either tick off the list of participants manually or scan the QR code on the ticket.

Registration

Before you create your event, you have to register. You can do this with your email address or you can log in via Google, Facebook, or Apple. Registration is simple! Just sign up using your organization email and choose a password. 

Organization vs. Organizer

After you have entered your name and set a password, you can complete your data. The distinction between the roles of “organization” and “organizer” can be a bit confusing at the beginning. The organization is the company or the person who stands behind the organizer or the various organizers. The organizer is the brain/person that is handling the details of the event. After all, as an individual, you can represent multiple brands.

Example: You earn your money with seminars on the subject of SEO. As a hobby, you are dedicated to photography and therefore also give photography courses. In this case, your organization (i.e., you) would create an organizer profile for the SEO seminars and an organizer profile for the photo courses.

You can also add team members under the settings for your organization. The new team member does not have to be registered with Eventbrite – you can simply send an invitation by email and select the appropriate role (e.g., admin).

Under “Payment information”, enter the account to which the proceeds from ticket sales are to be booked. In addition to a normal bank account, you can also enter a PayPal account here.

You can then create your organizer profiles on your organization page. Because without the organizer, there are no events. The organizer profile is not particularly sexy, but that’s not bad – very few buyers will use this page as an entry point to the actual event page. However, it provides interested parties with more information about you as the organizer, lists all your events, and offers follow-up and contact options.

Details When Creating Events with Eventbrite

Event Title

This should describe the event as clearly as possible and maybe a maximum of 75 characters long. If you have several events within a row, it is advisable to delimit the individual events from one another.

So, for example, add “Course Landscape Photography” in the description if you organize your events at different locations or “Dynamic Yoga Summer 2021” if you offer your courses several times a year. A numbering like “Pub Crawl Vol. 1” or “3. Party Night” is also possible.

This clear delineation helps your participants to quickly differentiate between all events if they are displayed in the form of a list (for example on your organizer’s website). Depending on the presentation and platform (for example when sharing via social media), the date and location of the event are not always displayed, so numbering your events can be very helpful for potential participants. 

Moreover, this is helpful for you, as you’ll want to organize the event efficiently and avoid getting confused when managing and analyzing individual events.

Organizer

Here you select the organizer profile for which you want to create the event. If you only have one profile, the whole thing is automatically preselected.

Event Type, Event Category, and Tags

This information will help ensure that your event will be found by potential attendees. You also want to reach people who have never heard of your events. Eventbrite users can search for specific events by filtering the search by event type and category.

If you maintain these fields when creating an event, your visibility increases.

You can choose from the following types and categories:

The tags are like – big surprise – hashtags. They are comparable to search terms. These terms serve to connect and categorize themed events. The tags also contribute to making your events easier to find.

Example: You are organizing sushi cooking courses and would like to first reach everyone interested in cooking. Therefore, you would probably not only call your event “Cooking Course”, but “Sushi Course”. The tags now help you to lead interested users to your event. As soon as you start typing a term in the tags field, Eventbrite will suggest suitable tags.

Enter the Venue on Eventbrite

Here you can simply choose the right location. Then you can create a new place with the help of your name, address, city, zip code, and country.

Date and Time

Of course, your participants need to know when they can show up on the spot and how much time they should plan for your event. If you are planning an event series, you can enter this information under “Recurring Event”. Here you simply select the days on which your events take place in the calendar view.

What is unfortunately not possible is that you cannot specify that your event always takes place on the 1st Tuesday of the month. Apart from that, creating a recurring event has the advantage that you don’t have to create your events anew every time. However, your events will then all have the same event title or name. This could lead to the problem where participants (or even yourself) can hardly tell the events apart when they are displayed in a list.

Event Picture and Description

Now, in the event creation process, there is the part where you can create a picture and a description for your event. As with all other content formats, the image is the most important figurehead of your event and the first thing that potential participants will notice.

Choose a strong, high-quality image. Eventbrite specifies the dimensions 2160 x 1080 pixels, i.e., a ratio of 2: 1. In terms of Instagram feeds and stories, this format is no longer really up to date – it would be nice if you could at least choose between a square and a horizontal format.

The image can be a maximum of 10 MB and must be available as JPG or PNG.

Plan an Online Event with Eventbrite

If you are planning an online event, then you select the appropriate option under “Venue”. You will then be taken to the next page where you can provide all the information you need to participate in your event online. You’ll set up a special landing page for participants who have already registered for your event. On this page, you will then find the link to participate.

In addition to the actual link to the online event, you can add other content elements such as texts, images, videos, or other links to your landing page.

Ticket Creation with Eventbrite

After registering, your participants should have something in hand or on their mobile phone, because the actual tickets still have to be created. If you have already created an event in the past, you can copy and update the “old” tickets for the new event.

Do people have to pay to participate or is your event free? The option that your participants can make a voluntary donation is also becoming increasingly popular – in this case, Eventbrite charges you a fee of 2 percent per donation.

However, if you want to generate secure sales with your tickets, you will have to enter the available number of tickets and the price per ticket.

You should note that the Eventbrite fees and, if applicable, sales tax are also deducted from the ticket price. Under the advanced settings, you can also specify the maximum number of tickets per participant. The tickets will then be created based on the event photo and the other information you have already provided.

Here’s a great way to analyze your marketing activities and optimize your ticket sales: create tracking links for each of your sales channels. A specific code is then attached to the original event link for each channel, which counts the number of visits to your event page. For each sales channel – such as website, Instagram, or partner pages – you can then use the corresponding link to your event page.

This way you can see exactly which channels the visitors used to find their way to you and how many of them purchased a ticket.

Call Up Participant List and Invoice

The time has come. Your event date is approaching. For this you would ideally have a full list  of participants on hand – this way, if something goes wrong when the participants show you their tickets, you can simply ask for their name and quickly check them off the list.

Under “Manage participants” you can draw different views as Excel or CSV files. Here, you can also filter the list of your ticket buyers according to various options, such as by place of residence.

For your records, you will probably need an invoice showing the Eventbrite fees. To do this, navigate to “Orders” via “Manage participants” and click on the “Event invoice” button. Then you will receive the invoice with the fees and sales tax, on top of which Eventbrite adds 19 percent.

You can find an overview of your payments that Eventbrite has made to you under “Edit organization” and “Already paid” and then select the relevant event and the desired file format. Incidentally, your revenue is usually transferred to your account four to five working days after the end of your event.

There you go! Now you have all the information at hand to successfully create, promote and analyze your event via Eventbrite.

Check-In Event Attendees with the Eventbrite App for Organizers

To check event attendees in, you should follow these steps:

1. Log into your event

The first thing to do is to log into your account on Eventbrite and then select your event.

2. Check in

Tap the menu first and then select “Check in”.

3. Scan the tickets

Eventbrite automatically uses your camera to scan the tickets. You have to point the camera to the QR code on your ticket.

You will get a confirmation message after.

Check In Manually

To do this without scanning, you will have to search for the attendees’ ticket, drag the screen to the right on their ticket to check-in or you tap the ticket and select “Check in”.

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