The word Tickets could be interpreted in many different ways, however in the case of the iVvy system, a ticket is what gives a person entrance to an event. If a person is attending any portion of the event, then a ticket is necessary as it is tied in with the scanning app, name badges, attendance certifications.
A lot of people ask the question, can I bring my partner as ticket extra to the dinner? The system is flexible enough to do this and a lot of clients have, however it is definitely not recommended as it will make more work for you as the event organiser and negates a lot of the automation that iVvy offers you. To attain accurate numbers of attendance doing attendance as a ticket extra, you would need to collate reports from purchase of different sections and you can no longer scan people into that dinner, as they are not technically attending the event as they don’t have a ticket. As a result you will have to go back to manual entries ticking them off a spreadsheet, and will not be able to print place settings or name badges from iVvy for the ticket extra or session purchases, these would have to be created manually.
So to summarise, a ticket is an entry to an event, a ticket extra and a session is what “that” person is entitled to with their entrance to the event.
To create a ticket
- Give the ticket a name
- Nominate a category if applicable - Refer to Creating categories and organising tickets into categories
- Nominate the standard cost of the ticket (if you have early bird or group costs applying to these tickets, do not put that price here, we will add those in later
- Nominate the capacity (amount of available tickets).
- If you have a minimum number of tickets per registration e.g. a minimum of 3 tickets must be purchased, then this can be added in
- The same applies to the maximum amount of tickets that can be purchased at one time.
- Add in a description for the ticket. If you do not turn on “Show description when printed” (two steps down) this description will be for internal purposes, else it will appear on the ticket when its printed.
- Maximum sessions allowed, is what determines how many optional sessions an attendee is entitled to select on this ticket. So if you were to enter 2 in this field, but the screen gives them 10 sessions to choose from, this setting will make sure they cannot select more than 2 sessions of the 10.
- Available for: If you have exhibitors turned on you can create a ticket that is available to both delegates and exhibitors, one or the other, or no one if you want it to be a hidden ticket that only you use on the back end
- Primary contact group: Is the subscription group the first person in a group booking goes into.
E.g. If you were to purchase 4 of this ticket (given it is set up to allow a purchase of 4) then the 1st person of the 4 tickets will go into this group.
- Record guests: These are the other 3 people in the 4 above mentioned as they are guests of the main person. Do you wish to take their details, or just get numbers of attendance?
- *Record Guests: If you wish to get their name, change to yes
- *Is required when registering: If you do not wish the names to be required at the time of registration but they can come back and add them, leave this as no, otherwise change to yes.
- * All contact info: Do you wish extra attendees to fill in the same custom fields as the 1st person? Change to yes or no accordingly
- *Default Group This is the subscription group the guests go into. In most cases it will be the same as your primary contact group.
- *Email required: Is an email required for each individual? Change to yes or no accordingly
- *Hide Email: If the email is not mandatory, you have the option to hide it altogether.
- Restrict to certain contacts: This is an invitation only feature. If you have a pre-existing subscription group that you wish only people in this group to purchase this ticket, change allowed groups to yes, and select the subscription group a person has to already be in to purchase the ticket.
- Show in program: The system generates a program based on tickets, and sessions associated with that ticket. If you wish to build a program for “This ticket” change to yes.
- Send notification emails: If you wish the delegate to receive a confirmation of their purchase change to yes.
- Send session notification: If you wish the delegate to receive an itinerary of the sessions in their purchase, change to yes. (Please note this will only appear if sessions are turned on for the event.
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