Refunds How to Setup an Event HOW TO GUIDE Setting up an Event with TryBooking This guide is a starting point for how to setup an event with TryBooking and covers off the general setup items. Please consult our website www.trybooking.com and support for detailed guides to specific events such as registrations, tabled events and concerts. Create an Account Having an account with TryBooking allows you to log on and setup new events, transfer funds or review reports from one central location. You can run several events at once from the one account. If you don't have an Account, please Type www.trybooking.com into your web browser. On this page will be a orange button you can click on which reads 'sell tickets'. This takes you to a page which has another orange button you can select saying 'create an account'. You then need to fill in your account name and contact details before selecting your currency and then entering in your email address and a password of your choice which will be used to sign into your TryBooking Account. Once your account have been successfully created you will receive a verification email, sent to the email address you entered in during the creating an account process. Creating your Event Before you create your event, do have a look at our support area on www.trybooking.com and the item Your Guide to Successful Events. Here you will find a planning document, tips and examples that you may wish to review. If your event uses allocated seats and requires a seating plan, please make sure you have this plan already created in your Configuration – Venues BEFORE you commence to create your event and the following steps. By all means, do make contact with our support team (firstname.lastname@example.org) to find out if we already have that venue plan. TIP – The wizard of Creating your Event takes you through the basics. You can modify, change or add to it once it's full in place. At the end of the process you will receive a unique URL for your event which you can then use on all marketing material. Please be aware that there is a limit to how long you can stay on each screen and should you get distracted for 19 mins, you may time out and need to start again. 1. Log into your TryBooking account 2. Click on Create New Event give your event a name (ie Go Red and Bling Ball), enter a short description and then a contact person (note: It's always a good idea to include a contact number in the contact person field). Click Next. 3. Define your Venue or select one from your Venue templates. In this case, we have defined a new venue. Click Next NB. Please if you need a seating plan where people will choose their seat, it's worthwhile setting this up under configuration and venues templates BEFORE continuing on. It could be that this plans exists elsewhere and if you use it each year, you will then have it there ready for use over and over again and know it's correctly configured. If you do have a venue configuration plan in place, please drop down the list and select the venue. Venue Plans cannot be uploaded into your event once it has been created. 4. From Session times, enter the date and time of your event (which will print onto the ticket). Note, if your event is running in daylight savings time, make sure you set the time zone correctly. Winter time Melb / Syd is GMT +10 whereas summer time will be GMT +11. This way your event will open and close correctly. 5. The Booking Windows defines when your event will come live for bookings and when it will close. No one can book to your event until your Booking Start time has been reached. So enter the date and times which you wish to commence taking bookings on and when your bookings will close. Remember your event cannot be found or booked to until the on sale date (bookings start date) has been reached. Note: • You may feel you need to close your bookings off 1 week out so you know catering numbers. Generally as you do this, people will start calling to see if they can still come. So consider taking your numbers for the caterer while leaving your event open a few days longer and then update the caterer with final numbers again. We hope this tip will reduce calls right at the time when you have so much more to get done. • If you are running an event which will switch to door sales come the event time, if you don't have internet connectivity at the venue, you will need to close your event off from pre sales just prior to leaving for the event and then run off your reports. • If you have an event that is running over several dates, during the wizard process you setup as if you are only thinking about your first show date (event time and closing time) and then once your event has been created, you then go into session times and add in the additional show times with differing closing dates. 6. Seating Details – all you to define your maximum capacity. If you have picked up a venue configuration plan at the VENUE screen, you will not get this screen. Otherwise, you will need to select the allocation type for your event. ( Note: Events that have specific seat numbers in a theatre or auditorium and require a seating plan and are SEAT Events, while events which are RSVP's or tabled functions, movie nights, cookbooks, registrations, team events are SPACE events.) Note: if you need to modify the numbers, reserve seats on all or one date, you can do this after your event has been created from the menu item Manage Events, Your event name and Seat / Space. 7. Ticket Prices can now be defined by clicking on Add Ticket Type. You can define multiple ticket types or add one now and then add more once your event has been created. Tip: if your ticket is for a family type ticket which requires 4 tickets for entry or allow them to select 4 seats, please make sure you define the quantity = 4. The ticket type field is short as this prints onto the ticket so use the description if you need to explain your ticket type in lots of detail. 8. Options - Add in some keywords (so people can search for your event on the TryBooking website) and then click Create Event and Finish. 9. Now that your event has been created you have been allocated a URL for this event to publish on your invitations, on your website or within your media campaigns. We recommend you use this URL and either reference it or point your patrons to your website to book their tickets rather than trying to get them to search on TryBooking for it. Now that your event has been created, it's time to work through adding in the final touches to your event. So open your event by clicking on Manage Events and select your event and work through these topic headings. Managing Your Event Now that you have your event created, there are some simple things you may like to consider. For most events this will take you through the popular items to consider but please feel free to click on each link under Manage Events and consider what options you have. Event Homepage This is the page which will first appear to patrons when they go to book tickets for your event. You can customise this page in numerous ways. To insert an image onto this page select the image icon. The image must be no larger then 30KB in size and must be either a jpg, png or gif file. Tip: This is just a landing page and confirmation that your patrons are at the correct page. Please don't feel you need to load up your full poster to this page but consider taking a portion of it as a simple visual confirmation that they are at the correct page. Reducing a poster down in size and maintaining good reading qualites can be difficult so consider adding in typed text if you need. Table Insert Image To create a background colour for your event home page you can insert a table with 1 column and 1 row and select the background and boarder colour of the table which will be the colour of the background. Once the table is inserted you can stretch out the size of the table to a size that suits you. (Note: Its always a good idea to include the location, date, and time of your event on the homepage, as well as the contact details of the event organiser.) Session Times Should there be multiple session times for your event, click on the 'Session Times' icon to add in remaining session times. On this next page you must click 'add' to add in the additional session times and then fill in the relevant information. TIP: Generally your event will open all at the same time but may close on different dates/time so please carefully check you have different closing times. Pricing Groups Should you want to add or change ticket prices for your event, in manage events under the heading 'Ticketing' click on the 'Pricing Group (ticket prices) link. The next page will appear a purple coloured link which reads 'default pricing group', click on this and this will take you to the page where you can add and edit your ticket prices just by clicking add ticket type or selecting a current ticket type and editing the information currently there. TIP: if you need to have different prices per Session time or different types styles or promotional codes for a date / section, you can setup another pricing group and define these prices. Then from Pricing Schema, link your session times to the Pricing Groups resp. Add Ticket Type button Add Promotions Code Button Promotion Codes On the same page as the Ticket prices (ie manage events, pricing groups)is a heading called 'Promotions (Discounts)'. By clicking on the button 'Add Promotion' you can set up a promotion discount code in which any patron eligible for a discount can enter in during the shopping cart stage when purchasing their tickets. The Promotions code option is what should also be used when you as the event organiser process a cash or cheque say should you wish to accept these. Please refer to our handling offline payments support sheet on our website for detailed information. When setting up your promotional code you can choose whether the discount is in percentage form or if a specified value be taken from the ticket price. You then select the start and end date and time in which the promotions code is on offer and then choose whether or not it is auto applied. (note: In most cases the promotions code will not be auto applied as this means that all patrons will receive the discount regardless of whether or not they enter in the promotion code you have specified. In the tab at the top of the screen you can select the 'discount code setting' for the promotion code, which means selecting the ticket types in which the promotion code can be used for. The ticket types that are shown in the left box are those which the promotions code can be used on and the ticket types which appear in the right box are those which the code cannot be used on. You can select the ticket types and transfer them from box to box depending on your needs. Data Collection Information such as the name of the person making the booking plus their contact details in naturally collected during the check out phase of the booking. You will only use this data collection option if you are collecting items such as dietary requirements, need to know the name of each person attending, table groupings, registration details etc. TIP: It's always a fine line between asking enough questions to satisfy your needs and asking too many that people then won't use it. So, ask yourself, how am I going to use this data and don't collect if there is no real benefit! This is the area in your event dashboard in which you can add questions for the patron to answer as part of the booking process. Questions can be asked once per booking, meaning that the person booking the event will only have to fill in the details for themselves, or per attendee meaning that information is collected for all people being booked for. You can have a combination of once per booking and attendee questions. Firstly you need to select the tab which you would like the question to go under, the tab being once per booking or per attendee. Then in the box next to collect information you must select 'YES'. A table will then appear which gives the option of adding a field, click this button. Next to label is where you type in the question that you wish to ask. You then select if you would like to make it mandatory for this question to be answered, followed by the field type or how you wish for the question to be answered. Your choices for this are: Single Line Text, Multi- Line Text, Yes/No, List of Values and Date. Once you have filled in all fields, hit the save and close button. The number of questions you ask is limitless but remember that information such as the name and email of the person booking are already being collected when they enter in their credit card details at the end, so if its not necessary, don't have them answering the same questions over again. (Note: In the data collection section make sure you insert the fields in the order you would like them to appear in the booking process as this will be the same order they appear to the patron.) Tip: If you need to sort on a field (s), and these are commonly fields such as team name, year level, group, number of attendees etc, please use a list of values. This will then mean you receive consistent responses from your patrons which makes sorting and filtering quicker and cleaner. Reserving Seats You may need to pop a few seats on reserve. From Seat/Space if your event is a space event you can adjust per session time your capacity. If your event is a seated event with a seating plan, you will need to click Edit the Seating plan and then Mark Seats as – reserved (by clicking on a grey seat). Don't forget to save your work as you go along. Headers Headers are useful if you need to add more text or details about the screen or even reminders at critical stages to your event. The header tab can be found on each of these pages: Ticket Prices, Session Times, Data Collection and Sections. The following example shows how headers can be used to separate session times. If you click on 'Session Times' then select the session time which you would like the heading to be placed above. Then on this next page there is a tab named 'headers' which youHOW TO GUIDE TO – Setting up an Event with TryBooking Headers Headers are useful if you need to add more text or details about the screen or even reminders at critical stages to your event. The header tab can be found on each of these pages: Ticket Prices, Session Times, Data Collection and Sections. The following example shows how headers can be used to separate session times. If you click on 'Session Times' then select the session time which you would like the heading to be placed above. Then on this next page there is a tab named 'headers' which you need to select. This then takes you to a page in which you can enter and edit the header you would like to appear above the selected session time. This same function can be performed in the data collection and ticket types sections. Terms and Conditions In the manage events page under the heading Basic Information, click on 'Terms and Conditions'. In this section you can create your own terms and conditions to suit the specifications of your event. In order for the patron to successfully purchase tickets to your event they must agree to these terms and conditions furthermore they will also be printed out along with their purchased tickets. Please see our website and support area for some ideas on terms and conditions but most events will have at least some simple T&C's even if it's Please choose carefully as there are no refunds on tickets. Producers Access If you are setting up this event on behalf of a team, do consider giving them Producers Access to this event. You can select what reports they can see in “read only” mode. Check your event: Once you feel you are finished, please do click on the Make A Booking link and check your setup in full. To ensure your questions form correctly (if you have used data collection) please add in at least 2 tickets. Work all the way through the screens until you reach the shopping cart before exiting. need to select. This then takes you to a page in which you can enter and edit the header you would like to appear above the selected session time. This same function can be performed in the data collection and ticket types sections. Need more Support of Help? Please do check out our support on www.trybooking com for more tips and ideas on how to make your event a success.
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