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Top tips for using Eventbrite

Note: Please do not use Eventbrite for any Birkbeck events. Its personal data storage is not compliant with GDPR regulations, and Birkbeck's own events system now has all the functionality that Eventbrite does.

Eventbrite is an easy way to advertise an event, sell tickets and manage registrations. The event creation process is designed to be easy to use, and you can put an event online in just three steps:

  • event details
  • create tickets
  • registration forms - gathering audience details.

Eventbrite's own support page also walks you through the process step by step.

Event details

  • Your Eventbrite page should include:

Create tickets

  • Eventbrite allows you to create paid or free tickets, however an internal Birkbeck ticketing system is in place for paid events. Please use Eventbrite for free events only.
  • To create tickets:
    • choose sale location - online or 'on the door'
    • name your ticket type, eg 'General admission', 'Morning session', 'VIP'
    • 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 drive orders as tickets are close to selling out.

Registration forms - gathering audience details

  • 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 remarket future events to them and start to create a useful contacts mailing list. However you will need to follow data protection guidelines, and use a disclaimer statement if you plan to keep a record of attendees’ contact details for future mailing lists or event notices. Alternatively, you could send your attendees a survey using Online Surveys, which is the college preferred system.
  • Questions can include:
    • name
    • contact details
    • organisation and job title
    • How would you describe yourself? (eg, Birkbeck student, Birkbeck alumni, Birkbeck staff, academic, member of the public)
    • 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.

Cancelling an event

  • Eventbrite streamlines the process if circumstances require you to cancel or postpone an event:
    • After logging in, find the event in My Events and click Manage.
    • On the left hand menu, click Emails to Attendees (under the Communicate section, second from the bottom).
    • Draft an apologetic email - you can send a test to yourself first to see how it reads.
    • Make sure you have unchecked the box to include event details and a link to print tickets, which otherwise attaches by default to emails to attendees.
    • You have the option to either cancel the event, or delete it: these options are shown on the Dashboard visible when you are in Manage.
    • Cancelling an event means it will still appear as 'listed' in the past tab. Deleting it removes it entirely from Eventbrite.

Communicating with 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).

Top tips

  • Monitor your numbers - you can always cross-promote on social media or send to email address lists.
  • Overbook by 30% to allow for non-attendance.
  • Use a disclaimer statement if you plan to keep a record of attendees’ contact details for future mailing lists or event notices.