Project staff contacts the Project Specialist or Project Coordinator to request Eventbrite set up for an upcoming event. Always make sure the Project Specialist is aware of any Eventbrite requests. 

Create an Organizer Profile for the project if this is the first time the project has used our account:

1. Navigate to: Account Settings > Organization Settings 
2. Scroll down to the Organizer Profiles section
3. Search to see if the project already has a profile
4. If the project does not already have a profile, click the "Add organizer profile" button
5. Complete the requested fields:
   • Organizer name: Project Name
   • Your website: Project website
   • Organizer bio: A description of the project along with {Project Name} is a project on MakeWay's Shared Platform.
   • Description for event pages: Should be a short description that includes {Project Name} is a project on MakeWay's Shared Platform.
   • Social media and marketing: Any social media links for the project

1. In order for the Coordinator to create the event in Eventbrite, projects will need to provide the following basic event information:
   • Event title
   • Date of event
   • Location 
   • Number of tickets
   • Cost per ticket

Projects can send the information via email or complete the Eventbrite request form available on the Project Portal.

1. From the MakeWay profile logo in the top right, click on Manage My Events 
2. Click on Create Event
3. Set up the basic details of the event and select the project name from the Organizer drop-down field
4. Click Save and Continue
5. Update the Order Confirmation:
   • Under Customize Email, change the default "Reply-To Email Address" to that of the project staff member
6. Click Save Settings

Once the draft event has been created, create a User Profile for the project staff member if they do not already have one set up in our account.

1. Navigate to: Account Settings > Organization Settings > Team Management
2. On the Users tab, search to see if the user is already in our account
   • If the user is not already associated with the MakeWay account, the Coordinator should confirm whether there is another Eventbrite account associated with their email address (for example, a personal Eventbrite account)

3. To add a new user, click the Invite users button

4. Enter the user's email address and select Project Staff from the Role drop-down field
5. Click the Limited event access box and search for the draft event you created
6. Click Add
7. The User will get an email invitation

Coordinator contacts the project to let them know that they have been added as a user (if applicable) and that that basic event details have been created. Remind the user to notify you (the Coordinator) once the event is ready to be published.

1. Review the event description text for any compliance concerns. If you are unsure about something, check with the Project Specialist.
2. Make sure that the Accept Refund Requests button is toggled off. From the event dashboard, navigate to the Order Form by clicking on Order Options in the left hand menu and then selecting Order Form.

3. Set a Refund Policy. From the event dashboard, navigate to Payments & Tax from the left hand menu. Select Refund Settings. Make sure "On a case-by-case basis" is selected and "Automatically issue refunds is toggled off".
4. Confirm whether the project has added “donation” as a ticket type. If yes, make sure the correct information is collected for attendees.
   1. Select Order Options > Order Form
   2. Collect Information from: Each Attendee
   3. Check the box next to Donation under "Collect attendee information on the following tickets"
   4. Toggle on "Customize checkout questions"
   5. Under the Include and Require columns, toggle on the following: Home Address
   6. Select "Add custom question"
      • Question Prompt: Donor Name
      • Question Type: Text
      • Optional Settings: Check the box next to "Show question for specific ticket types" and then check the box for Donation
      • Hit Save
      • Make sure that Donor Name is toggled on in the Require column

5. Once you have completed all of the steps and the event details are complete, you can hit Publish
6. Create an event in your Outlook calendar for the day after the event. This will prompt you to start the After the Event process outlined in the next section.

1. Once the event is over, the Coordinator asks the project if any refunds are expected
2. Download the event spreadsheet in Excel format:
   1. Navigate to the Event Dashboard of the completed event
   2. Under Other Attendee Actions, select Responses to Custom Questions
   3. Export to Excel
   4. Save the file using this naming convention: P0[XX] Event [Event Date] [Event Name].
3. If there were donations collected, you must also send them the Sales by Ticket Type report:
   1. Navigate to the Event Dashboard of the completed event
   2. Under Other Attendee Actions, select Attendee Summary Report
   3. Add a filter for Ticket Type, and select Donations
   4. Export the report to Excel 
4. Send the report(s) to [email protected] AND the finance lead to let them know of the pending transfer. You do not need to save the file after you've sent it.

5.  Once the payment has been received, it will appear in the Society Revenue folder. If you have already sent the report, simply move the payment to the Donations folder to process. If you haven't yet sent the report, send it, and then move the payment to the Donations folder.