Need To Sell Tickets To An Upcoming Event?

eTapestry has a few different modules that can help you sell tickets online.  Depending on your package/contract you may not have all of the options discussed below.  If you want to see if you have those tools, you can check the Subscription page:
 
1.       Log into your database
2.       Click Management
3.       Click My Organization
4.       Click Subscriptions
 
Here you can see what modules you have enabled.  If you wish to purchase a module, I’d recommend reaching out to sales here: etapclientaccountexecs@blackbaud.com
 
Keep in mind this is just going over setting up how to sell tickets.  It isn’t going to go over how to completely build a DIY form, setup an eStore, or Personal Fundraiser.  You’ll want to use the help documentation to assist you with that, or you can contact sales and look into consulting options if you want someone to walk you through setting up one of these modules.
 
Let’s get started!
 
Do-It-Yourself Forms (DIY)
Typically your package will come with the ability to create 50 different DIY forms and publish 10 at one time.  There are different types of forms you can create, but for selling tickets to an event, you would want to use the Event Registration Form.

Before you even start building the form you need to create at least one User Defined Field to track how many tickets someone is purchasing.  Let’s say you are selling two tickets at two different prices: Adult Ticket - $10.00 and Child Ticket - $5.00.  This means we need to create at least two User Defined Fields.
 
Steps for the Adult Ticket Quantity:
1.       Click the Management button on the menu bar
2.       Click on User Defined Fields on the right side in the Database Configuration block
3.       Select a category you want this User Defined Field in (ex: Base)
4.       Click New Defined Field under the Tasks menu
5.       Name the field Adult Ticket Quantity
6.       Set the Data Type to Number
7.       Click Next to go to Field Application step
8.       Check the Transaction Field Application
9.       Click Next to go to the Display Type step
10.   Set the display type to Text Box
11.   Click Save And Finish
 
You would repeat these steps for the Child Ticket Quantity field.  The only difference would be the name of the field.
 
Now you would want to add the field to your Event Registration DIY Form:
1.       Click Management on the menu bar
2.       Click DIY Forms
3.       Click Create A New Page
4.       Select Event Registration Page
5.       Select a style
6.       Click Next
7.       Fill in the Settings page
8.       Click Submit
 
Now that you are on the page editor, you should see a block at the top of the form just under Event Information.  It will contain text that says “Before you can publish your page live, you must set up event tickets….”  You need to click that block to insert the User Defined Fields you created from earlier.  Tin this pop up field you’ll be able to set a ticket price, adjust the label that the constituent will read, etc.
 
Here is a quick video that shows you how to insert those User Defined Fields from earlier to be used on your Event Registration Form: http://screencast.com/t/aWkIYso5V

From here you can continue to edit the form to suit your event.  Just be sure to press Save in the upper right corner and then press Go Live to publish those changes.
 
eStore(Cart)
Typically this module is sold separately from separately from the packages.  eStore is just that… a store.  Everything you put on there is considered and item that can be sold.  You can sell anything from hats, to t-shirts, books, CDs, tickets to an event, the list goes on.
 
To sell tickets using eStore, you have to build an item.  Unlike the DIY Forms mentioned above, you do not have to build user defined fields to track ticket quantity.  Since this is a online store and a more advanced module, it has the capability already.  But you may want to build some User Defined Fields to collect additional information when someone buys a ticket.  For example, if you are severing food at the event, you may want to create a user defined field called Meal Preference to give them options to choose from.  You can add these as Check Out Questions to the item.  When the constituent goes through the checkout process, it will ask them your Item Specific Check Out Questions.
 
It helps to use categories to organize your items that are for sale on the store.  In the steps below I’ll be building a new category for my event and building the ticket items as well:
 
1.       Click Management on the menu bar
2.       Click eStore (Cart)
3.       Click New Category on the side of the page
4.       Type “2016 Make Some Noise Concert” or whatever your event might be
5.       Click Save Category on the side of the page
6.       Click the name of the category you just created
7.       Click New Item on the side of the page under the Tasks menu
8.       Name the item Adult Ticket
9.       Enter a Short Description to describe to the constituent what it is they are actually purchasing
10.   Select Fully Non-Deductible under the Financial Information section
11.   Enter the price of the ticket in the Regular Price field
12.   Check Manage Quantity under Quantity Information if you only have a certain amount of tickets for sale
13.   Type in how many tickets you have available in the Initial Quantity
14.   Check Publicize Quantity so your constituents can see how many tickets are available
15.   Click Next to go to step 2 Images
16.   Click Browse next to Thumb if you want to insert a thumbnail size image of the item being sold
17.   Click Browse next to Regular if you want to insert a larger image of the item being sold
18.   Click Next to go to step 3: Internal Options
19.   Set the Fund, Campaign, and Approach as needed
20.   Click Next to go to step 4: Defined Fields
21.   Add any check out questions if you want to collect additional information from the constituent
22.   Mark and hidden fields you want to in the Static Transaction User Defined Field Values section
23.   Click Next to go to step 5: Save And – View Category
 
Personal Fundraiser
Personal Fundraiser is another module that is typically purchased separate.  Personal Fundraiser is a little different from the other options described above.  With Personal Fundraiser you don’t really sell tickets.  Instead you can charge Registration Fees.  The goal of Personal Fundraiser is to have your constituents signup to participate in the event itself.  The constituents actually are to help you raise money for the event.
 
Similarly to the eStore, you may want to collect some information from the constituent signing up for the event.  For example, you might be giving away t-shirts with the registrations.  You’ll want to build a User Defined Field to track t-shirt sizes.  At which point you can insert it in the Registration Questions section when setting up the registration fee.
 
To setup a registration fee on personal fundraiser:
1.       Click Management on the menu bar
2.       Click Personal Fundraisers
3.       Click New Fundraiser on the side of the page under the Tasks menu
4.       Set the Date of your fundraiser, the Name of the fundraiser, the Status you want at the moment, and how much money you want to raise in the Goal field
5.       Click Next to go to step 2: Site Options
6.       Fill in the required fields along with selecting a Template
7.       Click Next to go to step 3: Main Page options
8.       Create a message that will be seen on the home page of your personal fundraiser site
9.       Click Next to go to step 4: Registration Options
10.   Set a recommended goal for the teams and individuals
11.   Insert any UDFs you plan to use as Registration Questions
12.   Locate the Registration Fee Levels section
13.   Name your registration fee
14.   Type $10.00 into the Amount field
15.   Set a Fund, Campaign, and Approach
16.   Repeat for additional fees you might need
17.   Click Next to proceed with setting up the rest of your fundraiser site
 
Remember that Personal Fundraiser does require an email address to register.  The email address is used as a unique login ID so the constituent can sign into Personal Fundraiser and manage their individual page.  Parents that want to register small children would want to create a quick Gmail, Yahoo, AOL, etc. email address so they can register their child as an individual.
 
I hope this information can help get your event up and running!  Be sure to share any success stories, tips, etc. in the comments below!