Setting up an event on Eventim is quick and simple. The process is broken up into four stages allowing you to save and come back later if you need to. Add specifics using the advanced settings.

Get Started

Setting: Client Dashboard > Create an Event

Choose your event type: Single Day Events or Pass Events (multi-day). Select a template if different from your default.

Basic Event Info

• Event Name (required) - Please note: this field has a max of 60 characters including spaces. All characters, except < and >, are allowed.
• Event Date + Time (required)
• Stop ALL Sales (Online + Box Office) (required) - The date and time that all sales will end. IMPORTANT: This will remove the tickets from being listed online and the box office. No tickets will be available for purchase through either channel once this happens. This should be the very last time a ticket may be sold.
• Start Online Sales - The date and time ticket sales begin. This is not required. It is useful if you have a set on-sale date and time.
• Event Genre (required) - Select an event genre from the drop down list. This is for report grouping and marketing segmentation. If the exact genre is not available, select the closest match.
• Time Zone (required) - Timezone in which your event is held. This can be set on a template for repeated use.
• Location (required) - Venue name and address for the event. This can be set in a template for repeated use. If your venue does not appear when creating the event, once it has been added to the event, it will save to the system for future use.
• Tax - Allows you to charge tax on ticket sales. The customer pays the tax on the face value of the ticket, or face value plus fees. The tax collected is paid with the tickets sales at settlement. 

Venues with reserved seating are marked with a chart icon to the right. (Reserved seating charts must be built ahead of time. Speak to your Client Service Manager if you need a reserved seating chart. Seating charts can take up to 5-7 business days to be created).

When building a pass event (an event held over multiple days), you will be prompted to enter a date range instead of a single date and time.

Save & Exit or continue to the next step to Add Tickets.

Tickets

Use the Ticket Manager to create ticket types and arrange them into groups.

Click “Add a ticket type”.

• Ticket Name – Enter a name by clicking in the box or select one from the list.
• Ticket Price – Enter the face value of the ticket. (This is the price before fees.)
• Status – Set to active if tickets are ready to go on sale or inactive if you are not ready to use the ticket. 
• Total Allotment – The maximum number of tickets available. This can be increased or reduced at any time.
  Note: Large allotments may take a little while to appear in the event dashboard).
• Ticket Type Category – additional way to differentiate/bucket your ticket types, you can choose between the following options: Admission, Admission - Other, Donation, Merch, Parking.
  Note: Category cannot be changed once a ticket has been sold. 

You can sell multiple ticket types from the same allotment. For example, if you have a capacity limit but do not mind how many are sold as adult tickets and how many are children, a shared allotment should be used. Click Save after a ticket type has been created and a plus sign will appear to the right of the ticket type. Click the plus sign, and a new ticket type field will appear below the original ticket type. 

Use the Sort icon to rearrange the order of ticket types.

Use the Trash Can icon to delete a ticket type. You cannot delete ticket types if tickets have been sold or comped.

Reserved Seating

For reserved seated events, you must add a seating chart and pricing chart. 

Add the seating charting and pricing chart to the event by clicking the pencil Edit icon on the Tickets bar.

In the popup window, the default Seating Chart and Pricing Chart values are set to GA.

Select a seating chart.

Then select a pricing chart.

There are two settings to sell reserved seats: customers pick seats from a map, or, they are automatically assigned the best available seats. ‘Best available’ lists ticket types for the customer to choose from and assigns them the best seat available at their chosen price.

For ‘Best Available’ check the box and click save. 

The pricing zones appear in the ticket manager allowing you to create tickets for each pricing zone.

Reserved seat ticket types have predetermined allotments as per the number of seats available on the seating map. There is a field to add the age restriction to the ticket type. If a seating chart has General Admission and Reserved Seats, an allotment must be entered for GA sections.

Seating charts are attached to venues, so the seating chart must be set up on your venue before you can create a reserved seating event. Learn more about creating an event with reserved seating.

Tabs

Pages can be organized using tabs to separate different categories of products. For example, you can have three tabs to separate Admission Tickets, Camping Passes and Car Parking Passes. To use the tab feature, the cart feature must be turned on first. Please reach out to your See Client Service Manager for assistance.

In the Ticket Manager (ticket type creation screen) click the Add a tab button.

Tab Group Settings

• Title – Name of the tab, make sure the label is short and concise.
• Seating Chart – Select GA, except for when the tab is for reserved seating, for which you select the relevant seating chart.
• Pricing Chart – Select GA, except for when the tab is for reserved seating, for which you select the relevant pricing chart.
• Is Best Available – This is only applicable to reserved seat events. This option assigns the customers the best available seats rather than allowing them to make their own selection. 
• Sort Order – Arrange the tabs by number.

Your new tab will appear in the Ticket Manager and be designated by a grey bar.

Under each tab you will see the "Add a ticket type" button. Ticket types must be created within the desired tab.

You can edit the name of the default “Tickets” tab by clicking the edit icon. (Note: Tabs only appear on the ticket page if there are more than one tab set up and the cart functionality is turned on by your Client Service Manager).

You can have multiple seating charts per event using tabs. The seating charts must belong to the same venue used for the event, but the pricing chart must be different per tab. Speak to your Client Service Manager for help.

If you want to delete a tab, all ticket types within the tab must be deleted first. 

Groups

Ticket groups allow you to separate ticket types out by defining features, such as date (multi day, single day, etc) or type (GA vs VIP). This can be beneficial if you have a lot of different ticket types on your event.

Create a group by clicking the Add a group link next to the Ticket Manager header.

In the Ticket Group popup, fill out the following fields:

• Tab Group: Assign the ticket group to a tab. If you aren’t using tabs, assign the group to the default tab called Tickets.
• Pricing Section: Select GA, unless the tab is for reserved seating, for which you will select the relevant seating chart.
• Name: The name which will be displayed at the top of the ticket group when expanded. Make sure the label is short and concise.
• Is Expanded: Check this box to display the ticket types automatically. Otherwise the ticket types will be hidden and only display when a customer clicks on the group name.
• Example:
  
  

Click Save.

Once your group has been created, it will appear in the Ticket Manager.

To add tickets to the group, drag and drop them into the drop area using the move icon to the right of the ticket.

You can add existing tickets to your group, or create new tickets to be added to the group. To create a new ticket to add to the group, click the Add a ticket type link at the bottom of the tab group. The new ticket will appear in the Ungrouped Tickets section.

Any new tickets or tickets that don’t belong to a group will stay in the Ungrouped Tickets section. Each tab has its own Ungrouped Tickets section.

Change the sort order of any group within a tab by using the move icon to the right of the group header.

You can also edit the group name or change the auto-expand settings at any time using the edit icon located to the right of the group header.

If you want to delete a Group, all tickets must be moved out of the group first, save, and then you will find the delete option within the edit pencil icon. 

Once you have finished click Save & Exit or continue to Add Images.

Images

Add images to the event by clicking the Upload button. The main image will appear prominently on the event page and the P@H ticket, Will Call receipt or Shipping receipt. The additional images will appear in a gallery below the main image. Note: Images should be at least 365×365 px and cannot exceed 5MB. Images must be formatted as jpg, gif, or png.

You can also add a PDF/print@home/will call/shipping receipt image by clicking the Add/Edit Receipt Image button.

Click the Upload button, select the image and click Open. Note: The image will be sized 1092x786 pixels, must be in JPG, GIF, or PNG format, and cannot exceed 5MB. Depending on the size of your selected image, it might take a short time to upload. A preview image will appear before you click Save Receipt Image.

This is an example of the print@home ticket. Your event image will appear in the position of the blue square in the example below. The receipt image will appear in place of the red square.

Click Save & Exit  or Add Details to move onto the next step.

Details

Add talent, event organizer, event description, event search tags, and delivery methods.

• Headliner(s) - Add a single or multiple co-headliners.  After each entry hit enter to add. The artist names feed directly into our affiliate's websites (Bandsintown, Songkick, Spotify, etc.). The event will appear in searches for those artists. This gives more exposure and can increase ticket sales. 
• Talent –  The field below Headliner(s) where you can enter your supporting acts. This field will also feed directly into our affiliate's websites like the Headliner field.
• Organizer – Enter the event organizer or promoter name. For multiple names, hit enter to add after each entry. This typically defaults to the name of the client account, but can be deleted and changed. This field will appear on the event page before the venue name.
• Event URL – Create a custom event url using letters and numbers. (Note: This directs to the Eventim branded page (http://seetickets.us/YOURENTRYHERE), not the white label ticket page.)
• Event Description – Add customer facing event information. For example: Add an enticing description, operating hours, age limit, dos and don’ts, prohibited items, weather/refund policies, transport information etc. (Note: Images and videos cannot be added to the event description).
• Event Tags – These are keywords that a customer might use to search for an event on seetickets.us. Tags can include the event genre (EDM, Rock, Art Fair etc), common misspellings of an artist & events, the venue, etc. 
• Delivery Method - Turn on or off the applicable delivery methods for your event

Delivery Method Options

• Default delivery methods
  • Print@Home (E-Ticket): Barcode / QR code ticket emailed to the customer at point of purchase. Can be printed out or scanned straight from a mobile device.
  • Will Call: Ticket is available for pick up at the venue.
• Additional delivery methods (reach out to your Client Service Manger)
  • SMS: QR Code ticket sent via SMS text message with the link to the ticket for scanning as a barcode. (Customers will also receive the Print@Home email with this method)
  • Delayed delivery (Print@Home or SMS ticket sent between 1-30 days from the event date)
  • Shipped (boca tickets / RFID)

Select ticket delivery methods to offer to your customers. You can collect an additional fee in the Client Additional Price field (please speak with your Client Service Manager if interested in using this). You can add date and time parameters for each delivery type using Active & Stop Date. A delivery type must be active in order for customers to purchase tickets. 

Click Save & Exit to save your event to go to the event dashboard.

Event Settings

Event Settings is a menu of supplementary options which can be applied to an event. 

• Purchase Limit – Set the maximum number of tickets a customer can purchase on a single credit card. The default limit is set to 10.
• Retail Outlet Fee – DO NOT USE. NO LONGER IN USE.
• Notify when ticket sold – Enter one or more email addresses to receive notification emails each time tickets are sold. 
• Email will call list – Enter one or more email addresses to receive a will call list 15 minutes after sales have ended.
• Public/Private – set your event to:
  • Public - The event is listed on seetickets.us, is available to feed into our affiliates' (Songkick, Bandsintown, Spotify) websites and can be found using search engines. In addition, the events will feed into your website if utilizing the Eventim XML Feed.
  • Private - Is not searchable on seetickets.us, on affiliate sites or on your website if utilizing our XML feed.
  • Set date & time parameters for an event to be made public/private.
• Add/Remove from feed –  set your event to:
  • Add to feed - The event will appear for smaller affiliates such as jambase.com and EDM Train.
  • Remove from fee - the event will be removed from the smaller affiliate sites.
  • Set date & time parameters for an event to add and remove from feed.
• Hide Time – Removes the event start time from the event page and PDFs. Useful for events with multiple time slots for example. 
• Collect Address – Requires the customer to fill out their address to complete the purchase. Note: If using the Eventim processor, a billing address is always required to check out.
• Delay Delivery – Delay the delivery of Print@Home or SMS tickets to the customer. Delayed delivery can help reduce scalping by delivering tickets closer to the show date, leaving less time for tickets to be sold on to third parties. Delaying the delivery can also reduce fraud by having a longer window to scan for fraudulent purchases before tickets are sent.
• Allow Ticket Transfer – Allows customers to transfer their tickets to another person via email. It is not recommended to allow transfers if using delayed delivery. Ticket Transfer is for Friends and Family use as the original owner can always rescind the transfer.
• Allow Address Edits – Allows customers to edit their shipping address after purchase.
• Wait list shown after sold out events – “Join Waitlist” button appears on the event page after tickets have sold out. Customers can be kept informed about extra ticket releases, an additional event, etc.
• Waiting room enabled - DO NOT USE. This feature is for your Client Service Manager only. Please do not edit. 
• Client Category – Label events by category and analyze through reports. 
• Message – Enter a message to display to customers when tickets are sold out, if the event is inactive, or the event start date has passed. Example: “A limited number of tickets are available at the door”.

Accept Donations

Collect donations in addition to selling tickets. Minimum and maximum donation parameters can be set. A description of up to 100 characters (including spaces) can be entered.

• Customers can select a payment denomination from the drop down list or enter a custom amount up to the maximum.
• Setting:  Event Dashboard > Ticket Manager > Accept Donations > Check “Allow donations on this event” > Set donation parameters & enter donation details

Donations - Things To Know

1. Eventim deducts a 5% processing charge at settlement. For example, for $100 of donations taken, you will receive $95.
2. Unless both parameters are set, only custom amounts can be entered by the customer.
3. Customers cannot enter a custom amount higher than the max donation amount. 

Ticket Settings

Each ticket type has a set of icons next to it that contain various features.

Fees

Fees can be displayed to the customers in one of three ways. This can be set per ticket type. These are the three options to display fees on the ticket page and checkout page:

1. Display Service and Facility fees separately - Face value, service fee and facility fee are itemized as three separate amounts.
2.  Hide facility fees in the service fees - Lumps together the fees so the customer sees Face Value and Service fees as two itemized amounts. Facility fees are collected but hidden in the service fee.
3. Hide service and facility fee in the face value - The customer sees one amount which is the sum of the face value and fees.

A facility fee can be added to each ticket sold. This is an extra revenue stream you can collect in addition to the ticket face value.

There are two versions of the fee box. This is the standard version which is automatically applied to your account:

If you have a fee template active, which are used for more complex, dynamic fee structures, the fee box will look like this version:

Not all clients will have access to edit their facility fees. See you Client Service Manager if you have any questions. 

Price Levels

Preset ticket prices to increase in the future. There are two price increase triggers that can be set:

• Price can be set to automatically increase after a quantity of tickets have been sold/held in customer carts. For example, a client may wish for their ticket price to start at $20 and to increase to $30 after selling 250 tickets.
• Price can be set to automatically increase based on a date and time. For example, a client may wish for their ticket price to start at $20 and to increase to $30 two weeks after going on sale.
• You can set both a sold/held amount trigger AND a date/time trigger, and the increase will happen whichever occurs first.

Things to know…

1. Prices can only increase.
2. Once a price level is triggered the price can not go back down to a lesser value.
3. Quantity based price level increases are affected by tickets that are put into carts regardless of eventually being purchased.  For example, if the price trigger is set to 100 tickets and 99 tickets have already sold, that 100th ticket placed in a customer's cart will trigger the price to increase, EVEN IF they don't follow through with the purchase at checkout. Each ticket carted after that will be at the higher price point.
4.  It is recommenced that a price level trigger is not set to anything 100 or less. Anything less than 100 is considered too small and more likely to be affected by abandoned purchases.
5. If using shared ticket types, the price level trigger only works on the ticket in which it is placed. Does not work on a combined total between the shared ticket types.
6. Box office sales DO count towards the price level trigger.
7. For box office sales where tickets are being fulfilled in the system (load mag card or print ticket), if you start the checkout process for either cash or credit and reach the fulfilment screen (Print Ticket or Fulfill Mag Card) they are considered held and will count towards the price level trigger.
8. Putting tickets in the box office cart without selecting “cash” or “card” DOES NOT count towards the price level trigger.
9. Box office comps DO NOT count towards the price level trigger.
10. 100% discount promo code tickets DO NOT count towards the price level trigger.
11. Guest list DOES NOT count towards the price level trigger.

A yellow notice bar will appear on your ticket type in the Ticket Manager after a price level increase has been saved.

Passes (for multi day events)

Select the valid dates for a multi day event.

Constrain Number of Scans - Set how many scans are allowed. 

• This is pass is good for up to ___ within the above valid dates: Choose the number of times a ticket is valid to scan within the selected the date range (not per day). After the designated number of scans, the ticket will become invalid.
  
  • Example 1: Selecting 2 scans for a ticket that can be used between February 10th - 20th: if the ticket is scanned on February 10th and again on the 12th, the ticket will become inactive.
  • Example 2: Selecting 3 scans for a ticket that can be used between February 10th - 20th: if the ticket is scanned three times on February 15th, the ticket will become inactive.
• If left blank: The ticket will be valid for 1 scan for each of the selected dates.

Attractions

An attraction allows additional scans to be applied to a ticket for products, items, or access to an activity or attraction within an event. For example, a ticket may come with a free drink that can be scanned at the bar, or a fairground ride at a festival. Attractions are added at the client level and applied per event. Attraction scans are not added to attendance counts.

Add Attractions to a ticket type by selecting the attractions icon.

Attractions are created on the client dashboard. Once created, they will appear in the attractions popup on the ticket type. Check the box to select the appropriate attraction(s)..

Advanced Settings

Settings:

• Ticket Description – Add a description to each ticket type in the ticket. Note: Copy and pasting text may cause formatting issues so please make sure to check how it looks on the ticket page.
• Methods of Sale – Tickets can be sold online and/or through the box office software.
• On Sale – Set date/time the ticket type is available to purchase. Note: This cannot be set to before the Start Online Sales date in the Basic Event Info section.
• Off Sale – Set date/time the ticket type is taken off sale.
• List Date Start – Set date/time ticket type appears on the website. If left blank, the ticket type will still appear on the website IF there are other tickets currently on sale. 
  
• List Date End – Set date/time ticket type is no longer visible to customers.
• Ticket Group Name – No longer in use.
• Minimum Ticket Requirement – Set a minimum number of tickets a customer must purchase. Useful for ticket packages and multi buy offers (ex: 4-packs, 3 for the price of 2)
• Purchase Limit – Set a maximum number of tickets a customer can purchase in a single order. Note: This amount cannot be higher than the event level purchase limit.
• Age – Age limit will appear next to the ticket type name on the ticket page.
• Sort Order – Add numerical values to reorder the ticket types on the ticket page.
• Status 
  • Active - Available to purchase on the ticket page.
  • Inactive - Ticket type listed but unavailable to purchase.
• Inactive Ticket Text – Message displays when a ticket type is inactive or sold out. Note: Do not copy and paste text into this field.

Deleting an Event

Users with appropriate User Permission can access this feature to delete events in a client account at their discretion.

Client Dashboard > My Events > Trash can icon far-right of event line item
Event Dashboard > left-side menu under EDIT > Delete

Click the trash can icon (Client dashboard) or Delete link (Event Dashboard) to delete an event. A pop-up message will appear to confirm your action.

If there has been any sales activity (tickets sold) for the event it cannot be deleted. This includes $0, comps, and guest list uploaded tickets.

An event can be deactivated and pushed into "Pending Settlement" by clicking on the event status in the top right corner of the event dashboard.

Things to know...

• If a Start Online Sales timer has been set, tickets can still be purchased in the Box Office module. To prevent this, place an onsale timer on each individual ticket as well.
• If these symbols are grey, the event is private and removed from feed. If they are green/teal, the event is public and added to the feed.
•