Eventbrite Booking System

User Guide

For the Alcoa Open Day

Rebecca Boni
Perks of Eventbrite

 Free to use the platform

 We manage the page ourselves
 Ability to create multiple ticket types
 Customise tickets (questions, comments)
 Ability to hide tickets from general public (VIPs can enter a code to access those tickets)
 Send email invitations (elect when to send them: can schedule or send immediately)
 Export attendee data
 Add notes to booked attendees (if they contact you and have a specific requirement)
 Can register attendees on the day (walk ins)
 Can check in attendees
 Well known platform- beneficial for marketing
 Can have the event set to private and then make it public later on (allows for employees to get in
first)
 View ticket sales progress on dashboard
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Contents
Topic Slide Number
Login & Getting started 3&4
Edit the event 5
Event details 6
Ticket types 7&8
Hiding tickets 9 &10

Manage the event 11 & 12

Information collection 13
Custom questions & sub-questions 14, 15 & 16
Registration information & confirmation 17, 18 & 19
Event type, language & waitlist 20
Email invitations 21 & 22
Promotional & access codes 23
Manage attendees 24, 25, 26 & 27
Check-in attendees 28

Preview 29, 30, 31, 32

& 33
Organiser Profile 34, 35 & 36
FAQs 37 1/11/2018 3
Log in

Click sign in

4
Selecting the event

Hover over ‘Alcoa’ and select ‘manage events’

There are 3 events listed. The most current one is the Alcoa
Open Day
• Option 1: is where attendees select their 3 hour visitation
period where they can leave at any time within that
period.
• Alcoa Open Day: is when all attendees are being
shuttled to and from the carpark to enter the venue.
• Tours from carpark: is where the tours leave straight from
the carpark and the other attendees are shuttled to the
venue. 5
EDIT

Once you have selected the right event click on ‘Edit’

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EDIT: event details

This page allows you to input all of the basic

information for the evet such as
• Event title
• Location
• Date and time
• Event image (use at least a 2160x1080px (2:1 ratio)
image that's no larger than 10MB)
• Event description (can add images in this section if
required)
• Adding FAQs
• Create different tickets
• List the event as public or private

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EDIT: creating ticket types

You can create different ticket types

by selecting ‘+ FREE TICKET’
You need to set the quantity
available to control capacity.

Then click on the cog under actions

to edit information for each ticket
type

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EDIT: Adding ticket information to ticket type

Adding in a ticket description will

allow for attendees to understand
what their ticket grants access to.

You can change the ticket sales

times from when they go on sale to
when the registrations close.

You can also hide tickets (next

slide), and create a maximum of
tickets purchased per person

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EDIT: Hiding tickets

Hiding tickets can be useful if you

wish to have a second release or
grant access to your
VIPs/employees prior to the general
public.
To do so, tick ‘hide this ticket type’
and customise the date and time
according to when you would like
these tickets to become available

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EDIT: Hiding tickets

Once you have finished editing the

event information scroll down to the
bottom of the page and select
‘save’.

You can also come back to this

page when you are ready to make
the event live.

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MANAGE

Scroll to the top of the page and select ‘manage’

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MANAGE

The event dashboard is the first

page once in the ‘manage’ section
of the event. This tool indicated the
number of tickets sold.
You can find additional tools under
‘Analyse’

You can also adapt the event URL

for a custom approach and ease of
finding the event
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 MANAGE: Information Collection

Clicking on ‘order
options’ and then ‘order
form’ will allow you to
collect the required
information from
attendees.

The green selections

indicate the information
you will be collecting
from attendees. (you
can chose to ‘include’
where attendees can
provide the information
but do not have to. Or
‘require’ where
information must be
provided in order to
proceed)
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 MANAGE: Custom questions

At the bottom of the

information to collect
section, you have the
option to add custom
questions that are
relevant to your event.

To do so you need to
select ‘add another
question’

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 MANAGE: Custom questions

Adding a custom
question is as simple as
typing in the question,
selecting the question
type (eg. Dropdown,
radio buttons, text etc),
type in the answers to
be selected.

You can limit the

quantity for each choice
which is useful when
booking tour times etc.

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 MANAGE: Sub-questions

Sub-question can be added to obtain

more information about the selected
option.

• Tick ‘add conditional sub-

questions’
• Select what original question you
want more information on.
• Ask the sub-question
• Add options for attendees to
select (or text to write)

You can choose to show this question

for specific ticket types and show the
selected answers on confirmation and
ticket to remind attendees.

Save the information

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 MANAGE: Registration Information

Under ‘order form’ down the bottom of

the page (below custom questions)
you can write instruction for your
attendees prior to completing the
registration and after they have
registered.

You can also edit the registration time

limit.

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 MANAGE: Registration Confirmation

Coming back to ‘order

options’, select ‘order
confirmation’

Here you can write

your wording to be
displayed on the
confirmation page after
the attendee has
purchased their tickets.
This is a good
opportunity to reinforce
the events of the day,
what to bring and any
protocols to be
followed.

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 MANAGE: Confirmation Email

Scroll down to find the ‘customise email’

section. This allows for you to write
information relevant to the event that will
be sent via email to attendees with their
tickets.

You can also add a custom message for

each ticket type if required.

Select ‘include a printable ticket’ to allow

for ease of access on the day of the
event.

Make sure you save your settings

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MANAGE: Event Type, Language and Waitlist

Event Type & Language allows you to

select the appropriate event type
(ticketed or registration) and language.

Waitlist gives you the option to enable a

waitlist if your tickets sell out.

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MANAGE: Email Invitations

Under ‘Invite & Promote’ select ‘email

invitations’ and ‘create invitation’.
Here you can customise settings
before sending the email invitation to
your database

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MANAGE: Email Invitations

Add your guests email addresses in

the following format.
TIP: if you wish for the invitation to
come from a specific account, just
email the invitation to yourself and
forward it on to the relevant people.

You can also schedule the emails for a

specific date and time, or send
immediately.

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 MANAGE: Promotional & Access codes

To add access and promotional codes

head to ‘Discount & access codes’
under ‘Invite & Promote’. Select the type of code you wish
Select ‘+new code’ to introduce and follow the
prompts

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 MANAGE: Manage Attendees
TIP: you can also export reports for easier viewing

Under ‘Orders’ in ‘Manage Attendees’ you can see

the attendee information by viewing different
reports. The Attendee summary report (can also be
accessed through ‘analyse’) shows all of the
information of each employee. You can edit this
information if required which is good for avoiding
clashes of activity times. 1/11/2018 25
MANAGE: Manage Attendees

Attendees can be added if they contact you directly

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MANAGE: Manage Attendees

Emails can be sent to all attendees. This can be

used to remind everyone of the upcoming event.
These emails can be scheduled if required.
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 MANAGE: Manage Attendees

An attendee list can be downloaded

in PDF form if required.

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MANAGE: Check-in Attendees

Check-in can be manage by organisers for entry on the day.

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PREVIEW: Registering for the event

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PREVIEW

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PREVIEW: Ticket and Information

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PREVIEW: Confirmation Page

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PREVIEW: Tickets

The ticket and information that was

emailed:

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Organiser Profile

Hover over ‘Alcoa’ and select organiser profile to edit.

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 Organiser Profile

You can adapt the information in

your organiser profile.

• Change the image

• Create a description
• Link to website and social media
• Customise colours

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 Organiser Profile

Attendees who wish

to view your profile
will see this:

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FAQs

 Is there a word limit on the event description?

Not as far as I know of.

 Is there a time restriction on how long you can have a draft event saved for?
There is no time restriction, the event details remain there until deleted or the event is made live.

 What is the best way to export data for manual check in?
I would print an excel spreadsheet of the ‘custom question response’ report. This shows all of the information of each
attendee including their answers to your custom questions. You can manipulate the spreadsheet as you wish to view
the important information first. You can use this alongside the online check-in to assist with the event success
measures and summary.

 Can you change the background colour?

No you can’t. Eventbrite takes colours from the image and pre-sets it into a background

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