Using Eventbrite to manage your event registration webinar by Teresa Nguyen and Viqui Dill

This webinar was recorded.
adobe-connect-bwThe recording of the webinar is available now at
http://stc.adobeconnect.com/p3pp3pums8j/

SlideShareSlides from the presentation are available at
http://www.slideshare.net/viqui_dill/using-eventbrite-to-manage-your-event-registration

Thanks again for attending and special thanks to Teresa Nguyen, Viqui Dill, Steven Jong, and Elaine Gilliam for pulling together this CAC event.

About the webinar

Eventbrite is a handy tool for managing events, registrations, and communications. Many STC communities use Eventbrite for face-to-face events as well as online webinars.

In this webinar, two STC community leaders share tips, tricks, and lessons learned for using Eventbrite for both in-person and virtual events. Topics include:

  • Setting up your account
  • Gathering feedback from attendees
  • Posting to your website
  • Emailing your community
  • Questions and answers

This webinar will be recorded.

About the audience

This webinar is for STC community leaders, past, present and future. Community leaders, event managers, program managers, webmasters, and future volunteers are encouraged to register and attend online or watch the recording.

About the speakers 

Teresa Nguyen 

Teresa Nguyen with dog

Teresa volunteers as Secretary of the North Texas Lone Star Chapter. She coordinates and promotes the chapter’s activities through Eventbrite, social media, and MailChimp email campaigns. She will share tips on how to set up your Eventbrite account, and discuss ways to gather feedback from attendees.

Teresa spends her free time rock climbing, hiking, shooting hoops, writing, and reading voraciously. You can reach her on Twitter @TechnicallyT or email her at teresa.nguyen12@gmail.com.

     

                

Viqui Dill 

Viqui Dill headshot

Viqui is the program manager for the IDL SIG and volunteers for the Washington DC – Baltimore chapter. She learned how to use Eventbrite from the experts in WDCB who have been using Eventbrite for face-to-face events for several years. Viqui has tried new things, made a lot of mistakes, and discovered a few best practices. She will share tips and tricks and lessons learned with you in this webinar.

Viqui describes herself as “Technical writer, wife and mom, bass player, worship leader. I’m happiest when folks sing along with me.” Contact Viqui at programs@stcidlsig.org.

Register on Eventbrite

eventbrite-142

Leveraging Nonprofit Status for US Members

You may be aware the STC is not-for-proft*, but did you realize that your chapter is included in that non-profit status? Being a nonprofit affords certain advantages, such as filling out an extremely simplified tax form. However, you may not have been aware of some of the other benefits the nonprofit status grants your chapter. If your chapter president or treasurer does not have a copy of the STC nonprofit form, contact STC community relations to ask for a digital copy.

Note: SIGs are chartered differently than chapters, and some of these tips may not apply to them, such as the Donations and AmazonSmile tip.

  • Discounted fees on PayPal and Eventbrite. If you fax them proof of your nonprofit status, their fees will be reduced for your transactions.
  • Special bank account rates. If you prove to your bank or credit union that your community is nonprofit, you may be eligible for fee-free accounts, or discounts on your fees. If your bank still charges fees, shop around for a bank that doesn’t charge.
  • Set up a donation button using PayPal and put it on your community website. As a nonprofit, your community can accept donations, and the donors can claim it as a charitable gift.
  • Set up AmazonSmile to gain money from purchases on Amazon.com. AmazonSmile is a free service that takes a percentage of your Amazon purchases and gives it to a registered nonprofit. Whoever selects your chapter as their charity will automatically make free donations to it whenever they purchase items on Amazon.com. A search on smile.amazon.com for “society for technical communication” brings up many results, all for different communities along with the main STC organization.

smile.amazon

Take these ideas to the bank and start saving and earning today!

Looking for a few good tools gurus

A message from Steven Jong, CAC Webinars lead:

Based on the feedback I’ve received on leadership webinar topics, there are some tools that leaders would like to know more about:

  • MailChimp
  • Constant Contact
  • HootSuite
  • TweetDeck
  • Meetup.com

If you or someone in your community has expertise with any of these tools and is willing to participate in a webinar (probably with other people) on how to use them, I would like to hear from you! Please contact me directly. Thanks in advance for your help!

Steven Jong
Community Affairs Committee, STC

Simplifying Your Community Finances with Quicken

Keeping track of your community’s finances can be a chore, especially if you’re using a written checkbook or homebrew Excel sheet. When it comes time to do your STC budget or financial report, guessing at the expenses and income for all the budget categories can be tricky. We recommend you use Quicken to track your community expenses. Quicken is a software application for both the PC and Mac.

What benefits do you get from using Quicken to manage your community finances?

  • Budget categories used to track income and spending.
  • Automatic updates from your bank and PayPal.
  • Reports for budgets and chapter leadership meetings.
  • Mobile app so community leaders can see funds available.
  • Data is automatically backed up.

Budget Categories

Quicken electronically tracks your spending into budget categories that you determine. For STC communities, the annual budget form contains all the budget categories you’ll probably need. In the following images, I illustrate how I’ve configured Quicken to use the same budget categories listed in the STC budget form:

Expense Categories Income Categories

Don’t worry about having to set this up in your own copy of Quicken. I’ve created a blank Quicken database with all of the default STC categories created for you. Download the sample Quicken File, unzip it, and open it in Quicken Deluxe 2016. There is a cheaper version of Quicken available, but it claims that you can’t import files. Now Quicken Basic is probably what your chapter needs, and if you buy that you may have to enter the budget categories yourself.

Whenever you receive income or spend money, you are prompted to associate the transaction with a budget category. At any time you can call up a pre-generated report to see how much has been placed in each category. You can customize the reports to show you monthly income and expenses, so you can see how much individual events has gained or cost your community, for example.

Monthly Expense Report

When it comes time to prepare the STC budget, this reporting feature makes filling in the budget form simple. Generate a report from Quicken, and then copy and paste the numbers into the matching budget categories. With this method you can fully complete a community budget form in under an hour. Maybe even 30 minutes if you’re good with the copy/paste technique.

Automatic Updates

If your bank offers an electronic integration with Quicken, and many banks do, you can download your transactions directly into Quicken. The same goes with PayPal, which does integrate with Quicken. This will simplify tracking your income an expenses as all you will have to do is approve the records as they are imported. No bank or PayPal account is perfect, and sometimes duplicate transactions may be downloaded, so be sure to double-check items before adding them to Quicken.

Mobile App

Quicken offers a free mobile app. Anyone can install it and configure it to point to their community bank records, if they are given access. You must have an Intuit ID and password, and your community Quicken records must be set to sync with the Quicken cloud to do this.

Information is Backed Up

Quicken automatically backs up your database as frequently as you like. Place this backup file in a place where other appropriate community members can access it, such as Google Drive or Dropbox, and never fear about your data walking out when the last treasurer retires.

Conclusion

In order to make best use of your financial tracking, keep your community records organized, and simplify your accounting life, try using Quicken.

  1. Download Quicken Basic or Deluxe from www.quicken.com.
    1. Optional: Download the sample Quicken File as a starting point. It contains the basic budget categories from the STC budget form. It was made in Quicken Deluxe 2016.
  2. Customize the budget categories to meet your community needs. Not hosting a banquet, but instead organizing a conference? Just edit the budget category to say Conference instead of Banquet. (Tools > Category List)
  3. Set up your community checking, savings, and PayPal accounts so they automatically download into Quicken.
  4. Generate the reports to see how your expenses and income are budgeted.
  5. Install the mobile app (optional) so you or other community leaders can see your finances on the go.
  6. Back up your data to your community’s cloud storage, in a restricted treasurer folder.
  7. Complete your community budget and financial reports within an hour.

If you have any questions or comments, let me know.