Instructions
Event Organizer Profile
First things first, you want to complete the organizer’s information and connect the paygate for transactions as well!
Continue here for profile settings.
New Event?
If and when you’re an event organizer for spirit and blood, it’s time to create your first event! Creating an event involves just a couple of steps, but don’t forget to create tickets to the event as well, whether they were free or paid.
How-To Library For Help!
Everything has to be learned at least once and because of that we collected most used features here so you can have all the help you need at your disposal whenever you need.
Configure an account to receive payments
Organizer Settings
Here you will find information and settings to update your event organizer profile. Click the button below and go through the settings by following instructions below:
- Link your profile to your Stripe account (if you don’t laready have a Stripe account, create one from this link). By linking your profile to your Stripe account you’ll receive automatically money from your ticket sales.
- Fill in the basic information for your Event Organizer profile, such as name, vendor information and descriptions.
- Save your profile.
Stripe Account
Create your own Stripe Account only if you intend to sell tickets.
Stripe handles Ingo payment transactions and allows your customers to purchase a ticket to your events and track your sales.
Create your Stripe Account here and activate it by following instructions below.
Dashboard
On Dashboard you are able to edit your own information, create and edit your events and tickets. More detailed instructions can be found on instructions page
Event Information
Event name and description
- Add event name in the “Add title” field.
- Add a description of the event in the following area.
Event Time
- Set the event information
- Time & Date
- The Start/End – this is simply when the event starts and finishes. Clicking into either date field will pop up a date picker, where you may select your desired dates from a calendar. Event start and end times may be selected from a drop-down menu, or you may enter your dates and times manually if you prefer. If you already checked the All Day Event box you will not be able to specify a time for your event
- The All Day Event checkbox is useful when the event is taking place on a particular date (or dates) – but you don’t really know when, or else feel that it is good enough to say it takes place “all day” without being more specific
- Time & Date
Event series (Multiple events can be scheduled)
- Event series (Multiple events can be scheduled)
- Click the “Schedule multiple events” button to display the first set of options for your event series. You’ll see a row of buttons denoting the available recurrence types for your event series.
- Once you’ve picked the option that works best for your event, more fields will appear where you can define the recurrence pattern
- Recurring events that are more than 12 months in the past will be automatically removed
- You can add “Exclusion” rules to your recurring events with the same logic
Venue
- Venue
- Optional. If you prefer not to specify a venue, simply move on to the next section.
- If this is your first time using The Events Calendar, you’ll see this list of fields for creating your first event venue. If you’ve created a venue for a previous event, you’ll have the option of selecting an existing venue from a drop-down menu (you may also type into the search box to narrow your options). Entering a new venue name and selecting the “Create” option from the menu options will display the new venue form fields below, allowing you to create a new venue for your event.
- If your event is happening a little off the beaten path and there isn’t a mappable address, you can use latitude and longitude instead.
Organizer
- Organizer
- Optional. If you prefer not to specify an organizer, simply move on to the next section.
- Optional. If you prefer not to specify a venue, simply move on to the next section.
- You can add multiple event organizers.
Additional information
- Event website. Provide an event website if such exists.
- The age restriction field allows the vendor to warn attendees of the age restrictions of the event.
Basic Tickets
Ticket fields
- “Type” lets you set a unique name for the ticket type – which might be something like Standard, Adult, Concession, etc.
- “Ticket description” is optional, but it’s a good space to add any information customers might be interested in, such as bring waterproof jackets or not recommended for children. You can choose to show or not in the front-end ticket form.
- “Start sale” dictates when the tickets are available for sale.
- “End sale” does the reverse – you can set this to a date after which the tickets should no longer be available for customers to buy. As with the start sale field, setting this is optional for events and the default is to stop sales when the event itself starts.
- “Price” leave this field blank or set it to 0.
- “Capacity” is the number of tickets that are available: if you leave this blank it is assumed that there is no limit and customers can buy as many as they would like. If you have a limited number of spots for your event, you’ll want to make sure to set this accordingly.
Advanced tab
- “SKU” lets you set a unique code to help identify the tickets. This is another optional field and is of most use to merchants with an existing stock-keeping unit system.
Attendee Collection
It’s possible to collect information for each ticket when multiple tickets are purchased together. Without this enabled, the tickets only collect information about the individual purchasing the tickets.
Attendee Collection
- Allow Individual Attendee Collection: IAC is enabled, but option for the person purchasing tickets.
- Require Individual Attendee Collection: IAC is enabled and the person purchasing tickets is required to provide information for each ticket before proceeding.
- No Individual Attendee Collection: IAC is disabled.
- To view “Attendee information” mouse over the name of the event in the events list and select “Attendees”.
Attendee Information
By default, the name and contact information of the person buying the tickets is collected during the purchase process. If you want to collect additional information (such as names of all attendees, t-shirt sizes, etc.) then you can add fields to the attendee information collection form.
- This module allows you to define the fields you want your attendees to fill out when they RSVP or buy tickets. These groups of fields are called fieldsets. Click the + next to each field type to add it to your fieldset. You can add multiple fields of any type, define titles and options, and change the order of the things within the fieldset. Additionally, you can choose if fields are required or optional.
- You can define different Attendee Information for different tickets, or save fieldset for use on other tickets, or choose to only collect information for some of your event’s tickets.
- Once you have your Attendee Information fields defined, click Save this ticket. The fields will then be saved, and your attendees will be asked to fill them out for each ticket they purchase.
- To view “Attendee information” mouse over the name of the event in the events list and select “Attendees”.
Tickets with shared capacity
Shared capacity and ticket settings
The shared capacity feature allows you to sell multiple tickets that all come out of one pool of stock.
When you click + New Ticket the new ticket fields will display. In addition to the basic options outlined in the section above, you’ll see the Capacity options.
If you want your ticket to share the capacity for your event but also impose a sales limit on it (for example, if you want to only allow up to 50 children at your event out of your shared capacity of 100 attendees) you can Sell up to a certain number of tickets.
Once you’ve configured your ticket, hit the Save Ticket button and you’re all set. As your tickets start to sell, the stock for all tickets in global stock will decrease accordingly.
RSVP tickets
What are RSVP tickets
Sometimes you may not want to sell tickets and charge a price for an event but would still like to have a list of people who will be attending. The RSVP ticket type in Event Tickets provides this functionality.
Instead of buying a ticket, entering credit card or PayPal information, or going through any other part of the checkout process, with the RSVP “ticket” option users just:
- Select a quantity for how many spots to RSVP.
- Enter their name and email address to confirm that they will be attending the event.
- Immediately receive a simple ticket confirming their reservation at the email address they entered.
Ticket fields
- “Type” lets you set a unique name for the ticket type – which might be something like Standard, Adult, Concession, etc.
- “Ticket description” is optional, but it’s a good space to add any information customers might be interested in, such as bring waterproof jackets or not recommended for children. You can choose to show or not in the front-end ticket form.
- “Start sale” dictates when the tickets are available for sale.
- “End sale” does the reverse – you can set this to a date after which the tickets should no longer be available for customers to buy. As with the start sale field, setting this is optional for events and the default is to stop sales when the event itself starts.
- “Capacity” is the number of tickets that are available: if you leave this blank it is assumed that there is no limit and customers can buy as many as they would like. If you have a limited number of spots for your event, you’ll want to make sure to set this accordingly.
Attendee information
By default, the name and contact information of the person buying the tickets is collected during the purchase process. If you want to collect additional information (such as names of all attendees, t-shirt sizes, etc.) then you can add fields to the attendee information collection form.
- This module allows you to define the fields you want your attendees to fill out when they RSVP or buy tickets. These groups of fields are called fieldsets. Click the + next to each field type to add it to your fieldset. You can add multiple fields of any type, define titles and options, and change the order of the things within the fieldset. Additionally, you can choose if fields are required or optional.
- You can define different Attendee Information for different tickets, or save fieldset for use on other tickets, or choose to only collect information for some of your event’s tickets.
- Once you have your Attendee Information fields defined, click Save this ticket. The fields will then be saved, and your attendees will be asked to fill them out for each ticket they purchase.
- To view “Attendee information” mouse over the name of the event in the events list and select “Attendees”.