Eventbrite -Society
Login: https://www.eventbrite.ca/login/
Username: [email protected]
Password: artides2018!
User Set-Up
User requests Eventbrite access from Administrator
Project staff contacts Project Specialist or Project Administrator to request Eventbrite set up for an upcoming event.
Projects are only required to use our Eventbrite account if there is a ticket fee and/or they are soliciting donations through Eventbrite. Otherwise, they can use their own Eventbrite accounts.
Confirm if account already exists
Project Administrator confirms with the potential user whether there is an existing Eventbrite account associated with their email address. If the email address is connected to an Eventbrite account, the old account must be deleted or they must provide a different email address for user set-up.
Create account for new user
Administrator creates an account for the new user.
Account settings > Organizer > Multi-User Access > Add Email Address
Set the following parameters:
- Selected events only > Deselect All Events
- Selected actions only > Deselect Create new events, Edit payment options, Manage orders and attendees, and Access and edit organizer profile
- Selected emails only > Deselect Monthly invoices and refund requests
Create Organizer Profile
Create an Organizer Profile for the project if this is the first time the project has used our account:
Organizer Profile > Create a new organizer
Complete the following fields:
- Organizer Name (this will be the project's name)
- About the Organizer (a description of the project including that they are on a project on the MakeWay Shared Platform)
- Website
- Social Network Feeds, if applicable
Event Set-Up
Project submits basic event details to Administrator
In order for the Administrator to create the event in Eventbrite, projects will need to provide the following basic event information:
- Name of event
- Date of event
- Number of tickets
- Cost per ticket
Administator creates draft event
1. Set up the basic details of the event and select the project name from the Organizer Name dropdown menu
2. Change the default contact email in Order Confirmation to that of the project staff member
3. Update the Order Form:
i. Select "Each Attendee" from the dropdown menu under Attendee Information
ii. Under the Include and Require columns, toggle on “Yes, I would like to receive emails with the latest news and updates from [project name], a project of MakeWay. Note: you can unsubscribe at any time.”
Administrator grants event access to the project (user)
1. Account settings > Organizer > Multi-User Access
2. Select Edit next to the user's email address
3. Check the box next to the event
Administrator notifies the user that the draft event has been set up
Email the project to let them know that the basic event details have been set-up. Remind them to notify the Administrator once it's ready to be published.
For all events with ticket fees and/or donation solicitation, the Administrator, not the project, must publish the event.
User completes event details and Administrator reviews event once notified
1. Review for any compliance concerns
2. Confirm whether the project has added “donation” as a ticket type. If yes, make sure the correct information is collected for attendees.
i. Select Manage > Order Form
ii. Select the donation ticket type under the “Collect information by ticket type” heading
iii. Under the Include column, toggle on the following: First Name, Last Name, Email Address, Billing Address, Card Info, Home Address
iv. Under the Require column, toggle on the following: First Name, Last Name, Billing Address, Card Info, Home Address
v. Select "Add custom question" for Donor Name and make sure to toggle on in the Require column.
Please note: The billing address is a required field only when accessing Eventbrite through a computer. If accessing via a mobile device, they can only partially fill out like postal code. Therefore, whenever there are a donation and tax receipt involved, please mark the home address and donor name as required fields.
Refunds
We no longer accept refunds through the Eventbrite system. Users must contact the organizer for refunds.
i. On the Order Form page, make sure “Accept Refund Requests” is unchecked
ii. Navigate to the Order Confirmation page. In the “Message for email and printable PDF” box, add the following text: Please contact the organizer for refund requests
iii. Send refund requests to the Donations and Revenue Coordinator
After the Event
1. Once the event is over, the Administrator confirms the amount received with the user and asks if any refunds are expected
2. The administrator downloads the event spreadsheet in Excel format:
i) Navigate to the Event Dashboard of the completed event
ii) Under Common Reports, select Custom Questions Responses, run report
ii) Save using this naming convention: P0[XX] Event [Event Date] [Event Name]. You don’t need to save a copy of the report after you’ve sent it
3. Administrator notifies Donations & Revenue Coordinator AND finance lead of pending transfer and provides Excel document
4. If there were donations collected, the Administrator also sends the Donations & Revenue Coordinator the Sales by Ticket Type report:
i) Navigate to the Event Dashboard of the completed event
ii) Under Common Reports select Attendee Summary
iii) Under Ticket Type select Tickets by Donation only
iv) Run report
