Sell tickets to a social event

A social event is a club night that is not a competition: a presentation night, a dinner, a working bee barbecue. Buyers do not need an account. They give a name and email, pay by card, Apple Pay or Google Pay, and get their tickets by email. You need your payments account connected first (see Take card payments).

Adding and changing social events needs the event secretary or owner role. The door and the attendee list need the same. Refunds and the sales page need the treasurer or owner.

Add the night

  1. Choose "Social events" in the sidebar.
  2. Under "Add a social event" enter the name, the start (in your club's time zone), the venue and a description.
  3. Leave "On sale: people can buy tickets now" off until your ticket types are ready.
  4. Choose "Add social event".

Set the ticket types

  1. Open the night and go to "Ticket types".
  2. Under "Add a ticket type" enter a name, the price (GST included), the capacity and the most one person can buy in one order.
  3. Enter a member price if members should pay less. It applies to a signed-in person whose membership with your club is current (active, or in its grace period). A guest sees the full price and a prompt to sign in. See Join a club and renew your membership.
  4. Choose "Add ticket type".

Capacity counts paid tickets and the tickets in orders that are still being paid. An unpaid order holds its tickets for 30 minutes and then lets them go, so a night cannot be oversold however many people buy at once. You cannot set a capacity below what is already sold or held.

The booking fee

The booking fee is shown to the buyer before they pay. It is added on top of the ticket price unless you tick "We'll cover the booking fee: buyers pay the price only and the fee comes out of your payout" on the night. The fee is not refunded when an order is refunded.

Put it on sale

Tick "On sale: people can buy tickets now" under "Details" and choose "Save changes". The "Public page and ticket link" under "Run the night" is the address to share. Switch the box off to stop sales; tickets already sold still work.

What buyers get

After the payment is confirmed the buyer is emailed a receipt with a link to their tickets and a code for each one. The link shows a QR code for every ticket. The email is sent whether or not the buyer has switched off optional emails, because it is their proof of purchase. If the buyer paid for several tickets, one email carries all of them.

Run the door

  1. On the night, open the event and choose "Door check-in" on a phone.
  2. Choose "Scan with camera" and point the phone at the QR code. The result shows at once: a green "Let them in", or a red message.
  3. If the camera does not work on that phone, type the code under "Ticket code" and choose "Check in". The code is the 12 letters and numbers under the QR code.

A ticket can be used once. A second scan says "Already used" with the time of the first. A ticket that was refunded or never paid says "Ticket is void". A ticket for a different night says so.

Any number of phones can scan at the same time. If two phones scan one ticket at the same moment, only one is let in.

Attendees

Under "Orders and attendees" you see each order, its tickets and whether each has been used. Choose "Attendee list (CSV)" for a spreadsheet of every paid ticket. The list holds names and email addresses, so keep it to the people running the night.

Refund an order

  1. Open the night, find the order under "Orders and attendees" and choose "Refund order".
  2. Confirm. The ticket price goes back to the buyer, every ticket in the order is voided and any store items go back on the shelf.

The whole order is refunded; you cannot refund one ticket of an order. The booking fee stays with Stagewerk. Cash or bank-transfer sales are not recorded here.

Sales and fees

Choose "Sales and fees" for what Stripe has confirmed, with tickets and store goods apart, the GST in them, the fees and your net. "Download CSV" gives the same figures. Each paid order gets a tax invoice, and each refund a credit note, in the organisation's tax documents list.

Privacy

Buyers' names and email addresses are kept for 12 months after the night, then cleared from the order. The sales record and the tax invoice stay. See the privacy notes your platform team gave you for how long tax records are kept.

Problems

https://stagewerk.com/help