Eventbrite will publicise your event and let people book tickets. Have a look at Eventbrite’s guide first, and gather everything you will need such as photos or logos.
Page
Your Eventbrite page should include:
- date, time, schedule (and venue if not online)
- title
- organiser details and contact for questions
- a description of the event
- a header image
Tickets
All events in YEW 2023 are free to participants. To create tickets:
- choose sale location – online
- name your ticket type – “Free”
- specify the quantity of tickets available
- set the price (£0.00)
Further optional settings:
- an end date for ticket “sales”
- how many tickets each person may register for
- whether to show the number of tickets remaining – this may help to increase bookings when the event is nearly full
Online event page, with Zoom for instance
For online events, you can connect your Eventbrite account to a Zoom account and arrange for Eventbrite to send reminder email alerts at pre-selected times. Just before the meeting, the Eventbrite button will connect participants to the meeting using a unique link. There’s a tutorial on how to do this process here..
See our Zoom guide for help on organising a Zoom event..
To connect your Zoom account to Eventbrite, you will need to:
- Go to the Online Event page in Eventbrite.
- Select ‘Connect to Zoom’.
- You’ll be asked to connect to an existing Zoom account if that’s what you’re using. If not already linked to Eventbrite you will need to add the Zoom account under Add Authentication – for which you will need to add the Zoom account details and give it an easily recognisable name which can be found in the drop down menu.
- To do this you will need to be logged in to Zoom. Authorisation details will be required from Zoom which you will need to fill in (you only need to do this once).
- Once the Zoom app is authorised, go back to Eventbrite and select that Zoom account from the drop down menu.
- Go to the next page and select ‘meeting’ or ‘webinar’ as appropriate from the drop down.
- Then go to Zoom meeting or Webinar and select the event if it’s already set up on Zoom (again using the drop down menu). If you have not already set it up on Zoom at this point, just click Finish. You’ll then be taken to the configuration screen, which shows you’ve completed that part.
- Go back to your Zoom account and refresh. The Eventbrite webinar or meeting shouldnow have been added to upcoming meetings.
- Click on your event to check the details. (NB Zoom only pulls through the summary details, not the full description.)
- Now looking at the online event page you should see you can edit or start the Zoom from this page (if wished).
- Once you have set up the ticket registration (on the tickets tab on left hand menu), when someone registers on Eventbrite this will show up on Zoom. Also any changes you make on Eventbrite will be updated on Zoom.
- Once tickets are set up, go to Manage Attendees on the dashboard, and select email attendees. Select how many scheduled emails you want to set up to alert attendees and when. Customise the email as appropriate and check by sending yourself a test email. Return to the online event page and select ‘preview’ to see what attendees will receive.
- The email sent just before the event will have a button with a unique link for each participant. It will automatically take them to Zoom check in. If their email is not the same as their Zoom account, they will be asked some questions and the host will haveto admit them.
Audience registration
Eventbrite allows you to customise the registration form that an audience sees when they book a ticket for your event. This allows you to collect data about your registrants, so that you can tell them about future events. If you are using personal data (names and email addresses) you need to be compliant with data privacy legislation. Questions can include:
- name
- contact details
- how did you hear about this event?
- what is your interest in this event?
To create these and further questions for your audience:
- Go to your ‘Manage Events’ page.
- Go to ‘Order Form’ (under ‘Order Options’).
- Collect information for each attendee.
- Select ‘Create Question’.
- Enter your question.
- Choose a question type, eg Long Answer or Multiple Choice.
- Save your changes.
Emailing your attendees
Eventbrite automatically schedules a reminder email to attendees at least 48 hours before the event. You can also email them using the left-hand menu, by clicking Emails to Attendees (under the Communicate section, second from the bottom).