Organizing Meetings Using Eventbrite

One of the more challenging aspects of running a community can be running events. To successfully pull off an event, you need a venue, food and drink, a presenter, and most importantly, attendees. Keeping track of who is attending and who has paid can be done manually, or through Meetup.com, but there may be better way: Eventbrite. In April of 2016, Viqui Dill and Teresa Nguyen hosted a webinar on Eventbite for STC and the CAC. This article is designed to compliment, but not replace, the content of that webinar.

Why Choose Eventbrite

In the earlier article, the benefits of using Meetup.com were explained. Meetup can expand your audience, organize events, and collect payments. However, Meetup also charges a hefty fee every six month, which scales to the size of your group. This can be costly, especially for groups with tight budgets.

Eventbrite works on a different business model. They skim off a percentage of your ticket sales instead of having a monthly fee. So if you want to organize a meeting with no fees, Eventbrite will organize the registration for free! You can tie in your PayPal account with Eventbrite and process all your payments electronically.

Discounts for Not-for-profits

As noted in an earlier article, both Eventbrite and PayPal provide discounts to not-for-profit organizations. If you contact them and send them proof that your chapter is a not-for-profit, they will reduce their fees.

Customizing Your Event

When you create an event in Eventbrite, you establish the basic information about the event: location, time, date, subject, etc.

Tickets

Additionally, you must create ticket types. Each type of ticket can have a different name and price, including a free ticket. Why create different ticket tiers? Perhaps you want to offer a discount for students, first time attendees, or society members. If you break out tickets between members and non-members, even if they have the same cost, you can better track your finances for the STC budget form, which always asks for member vs. non-member numbers. Also, when creating tickets, you can establish who pays for Eventbrites fees. In the example below, the fees are absorbed by the chapter. Alternatively you can have the attendees pay the fees.

Other ticketing options include limiting the number of each ticket type sold, and limiting the days each ticket type is sold. Each of those options must be set individually for every tier of tickets that you create.

Creating different ticket levels for members and non-members.
Creating different ticket levels for members and non-members.

Surveys

As part of the registration process, you can ask attendees questions. Sure, there is the basic name, address, employer form fields, but you can create special questions, such as dietary limitations. On the Manage tab, select Order Options > Order Form. There you can specify the standard questions asked, or add a custom question by clicking the Add Another Question button.

When you click the Add Another Question button, you are prompted to enter your question, and given several ways attendees can respond, ranging from free text to drop downs to radio button.

Question Options for surveys
You better pick the right answer. Think carefully.

You can even make sub questions that appear based on the initial responses.

Sub-Questions
So many options to narrow down.

After your event registration is live, you can check the results of your questions on the Manage tab, under Analyze > Event Reports. Choose to export to Excel or a CSV, and you can take your results to go. Or expand the table and look at all the responses right in Eventbrite.

Discount Codes

Discount codes are coupons you give to your attendees, perhaps to welcome them to your event as a new member, or to thank them for their volunteer work. These codes are tied directly to the event on which you create them, even if they are valid for a longer time frame. This means that if you give someone a code that is good for 6 months, you must create a new version of it in every event that you create for the next 6 months. Fortunately, it is not difficult to create a discount code.

Fill in this form to create a discount code.
Fill in this form to create a discount code.

Once you create the code, be sure to tell the intended audience to use it when registering.

Communicating with Your Attendees

Sometimes things don’t always go as planned and you need to reach out to the attendees who registered for your event. Eventbrite has thought of such situations and includes an email tool that will contact any group of attendees you want, such as people who haven’t paid yet, or people who registered after a certain date, or just specific members. Such emails can be scheduled to send immediately, or at a future time. One such use of this feature is to send a email to all attendees after the event is over. In that email, include a link to a survey so you can get feedback on the event. To access this feature, on the Manage tab, use Manage Attendees > Emails to Attendees.

While this is a great method to contact the people who have already registered, I recommend using MailChimp as a free way to push the event registration to your mailing list.

Ready to Go

Once your event is about to take place, Eventbrite has a guest list you can print that displays who has pre-paid and who has not. It also will print name tags on a PDF which can then be printed onto standard sticky name tags. Both of these options are available on the Manage tab under Manage Attendees.

Conclusion

Eventbrite may not be a perfect tool, but it can make your event registration and payment processing easier. It can even handle refunds if an attendee ends up not being an attendee. You are billed monthly on a percentage of your ticket sales, and if you are using PayPal, you can easily pay them from your ticket income. There are many more features in the application which I don’t have time to explain here, but the few that I did highlight hopefully gives you incentive to create an account and explore on your own.

Virtual Leadership Program recordings and handouts

Here is a list of the speakers and topics from our Virtual Leadership Program on June 18, 2016 with links to the recordings and slide pdfs.

Also please take our survey at GoogleForms https://goo.gl/Pv9XzH and help us make 2017 great!

Speaker Session Recording Slides as pdf
All speakers bios and headshots   icon_pdf pdf
 
 
Cindy Pao and Chris Lyons Welcome and explanation of the day Recording 00:14:07
 
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Emily Alfson The Basics of Running a Community Recording 00:21:05
 
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Jane Wilson Financial Responsibilities
Recording 00:31:03

 
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Emily Alfson Tools for Organization
Recording 00:16:21

 
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Roger Renteria Web Development
Recording 00:20:45

 
 
Adriane Hunt Leadership
Recording 00:18:01

 
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Ben Woelk Internet Security
Recording 00:35:49

 
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Bobbi Werner Using Targeted Contact Lists
Recording 00:22:07

 
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Maryann Bowen STC Webinars as a Springboard for Networking
Recording 00:26:09

 
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MaryKay Grueneberg CAA Application
Recording 00:24:00

 
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Betsy Maaks Taking Time to Celebrate!
Recording 00:20:26

 
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Rick Lippincott Beginning Social Media
Recording 00:28:29

 
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Viqui Dill Advanced Social Media
Recording 00:19:16

 
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Roger Renteria Adobe Connect
Recording 00:19:42

 
 
Lori Meyer Succession Planning
Recording 00:33:45

 
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Also please take our survey at GoogleForms https://goo.gl/Pv9XzH and help us make 2017 great!

Virtual Leadership Program speaker schedule

Did you sign up to attend our Virtual Leadership program yet? You can sign up on Eventbrite.

Here is a list of the speakers and topics we are planning for the Virtual Leadership Program. All times shown are (GMT-04:00) Eastern Time.

Time Speaker Session Room
10:00 Cindy Pao Welcome and explanation of the day 1
Chris Lyons Welcome 1
10:30 Emily Alfson The Basics of Running a Community 1
11:00 Jane Wilson Financial Responsibilities 1
11:30 Emily Alfson Tools for Organization 1
11:52 Roger Renteria Web Development 1
12:15 Adriane Hunt Welcome 1
12:45 Ben Woelk Internet Security 1
13:30 Bobbi Werner Using Targeted Contact Lists 1
13:30 Maryann Bowen STC Webinars as a Springboard for Networking 2
14:00 MaryKay Grueneberg CAA Application 1
14:00 Betsy Maaks Taking Time to Celebrate! 2
14:30 Rick Lippincott Beginning Social Media 1
14:30 Viqui Dill Advanced Social Media 2
15:00 Roger Renteria Adobe Connect 1
15:00 Lori Meyer Succession Planning 2

Saturday June 18: Virtual Leadership Program

Join us for the Virtual Leadership Program on Saturday, June 18th.

7:00 am Pacific / 8:00 am Mountain / 9:00 am Central / 10:00 am Eastern
Saturday, June 18, 2016

Register on Eventbrite 
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About the webinar

The Leadership Program was presented in person at the 2016 Summit and is now being offered virtually! At the Virtual Leadership Program, you’ll hear from other STC leaders about what they do, meet the award-winning communities’ leadership, and get information about how you can make your community a success! We will run two concurrent tracks so you will always have two sessions to choose from.

This webinar will be recorded.

About the Audience

The Leadership Program is for anyone currently in a leadership position or interested in joining the leadership of a chapter or SIG.

About the Speakers

See our list of speakers and topics here.

When?

Saturday, June 18, 2016 from 10:00 AM to 3:30 PM (EDT)

Register on Eventbrite 
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