2. Ticket types & Categories Follow
Once you have set up your Event Details, head to Ticket types to start creating your tickets and other items. This is where you will assign your ticket settings, including their price.
You will firstly need to set up a capacity, and assign it a name (this is only visible to you as the organiser). You can think of a capacity as a limit on how many tickets you can sell. For example, if your venue has a max capacity of 200, then you only want to sell 200 tickets, be them student, adult, VIP or otherwise. A more detailed explanation of capacities is found here.
If you are using a seat map, then your seat map will have the capacities built in, so at this stage you can simply round up your total capacity and start creating ticket types.
Note that for digital events, the capacity can be set very high e.g. 10 000; and if you are creating a hybrid event, you will need to have your digital tickets in a separate capacity to your “physical” tickets. If you are selling numbered tickets (an event with a seat map) and selling digital tickets, you will need to create two separate events.
Ticket types and categories
Then Create New Ticket Type within your capacity. You will see a pop up similar to this where you can input your ticket settings:
After entering the name of the item type under Title (this will be visible to your customers), you will be asked to assign a Category to your item. It is important to assign the correct category to your tickets and products, particularly when selling digital tickets.
|Use this category for any "physical" tickets you will be selling. If you are selling numbered seats (with a seat map), then use this category. The customer will receive an email confirmation with a QR code and a PDF ticket.|
|Merchandise||Use this for any extra products you will be selling e.g. club t-shirts, scarves, books. You might want to upsell these items. The customer will receive an email confirmation with a QR code and a PDF ticket.|
|Food & Beverage||Use this for any refreshments you will be serving during the event. You might have a separate online kiosk set up to sell these items via our admin app during your event. The customer will receive an email confirmation with a QR code and a PDF ticket.|
|Lodging||Use this if you are offering an overnight stay e.g. a hotel room. The customer will receive an email confirmation with a QR code and a PDF ticket.|
|Transportation||Use this if you are offering transportation to/from your event e.g. a bus transfer or taxi. The customer will receive an email confirmation with a QR code and a PDF ticket.|
|Video on Demand||Use this if you will be selling a digital ticket allowing access to a prerecorded video. When you activate VOD as the category, you will see some new fields appear on your ticket settings. You will be able to assign your video file and set up the video access settings. Note that you will not be able to see this option if you have a streaming channel created on your event (under Technical information). The customer will receive an email confirmation with a clickable link to the video.|
|Live stream||Use this if you will be selling a digital ticket allowing access to a live stream of your event. Note that you will not be able to see this option until you have activated your streaming channel under Technical information. You will also not be able to see this option if you have already assigned the "Video on Demand" category on your event. The customer will receive an email confirmation with a clickable link to the stream.|
If you are unsure whether you should use the live stream or VOD category, check out this article.
Here are some of the key ticket settings you can set up. For a more detailed description, head this way.
Description - This text appears on your event page and on the customers' emailed ticket, so this is where you can describe in more detail what this ticket/item involves and grants access to.
How to use the item - This text appears on the customers' emailed ticket, so here you can describe how they should use their ticket. This can be especially useful for describing how to use digital tickets.
End price customer - This is the total price that your customers will pay, inclusive VAT and your ticket fee which you may choose to stipulate here. If you are unsure of the VAT level on your tickets, please contact your accountant; TicketCo cannot advise on this. The TicketCo Fee will automatically be calculated based on your price plan.
Available tickets of this type - This is the max number of tickets/items of this type which you will be selling.
Start of sales - This auto-fills with the current time and date, but you can change this to a specific time if you are waiting to go on sale.
Stop sales - This auto-fills to the end of the event, but you can also edit this if you want to stop sales earlier.
Sales channels - Here is where you will define where your tickets are available for sale. Generally speaking, all of these options can be ticked, unless you are setting up free tickets for special guests or staff. If you are making discounted tickets or free tickets, make sure you select Admin page only, or your free tickets will show up on your web page! If you are setting up an online kiosk for items to be solved at the event, select Ticketco App (POS) only.
Promo code tickets
+ Promo code - This can be a really useful feature which allows you to hide reduced price tickets behind a promotional code. The customer will have to type in the code in order to access the reduced price ticket type. You can read a bit more about this here.
More on Video on Demand tickets
For Video on Demand events, you will also be given a couple of other options. You will be able to select the relevant video file under Attachments and you will also be able to define when your customers can view your content. This is done under Valid from and Valid to under Access Control. The Expiry date defines how long your customers will have to view the video after they first click play. For a more detailed explanation please see this article.
You can also select which countries can view your content. Please remember that you should have the correct licensing to broadcast your content in these countries. TicketCo cannot advise you on this, so if you have any queries, make sure to contact an industry specialist.
Once you have set up your ticket types, event details, seat map and perhaps any additional questions, you might want to copy your event to save you inputting all the same information again. You will find the Copy button under Event Details, next to Preview:
Selecting Copy, will present you with this screen:
Enter the name of the new event under Title, and select the relevant times under Start at and End at. Hit Save. The following will be copied across:
- Event description, image, location, tags, category
- All capacities and ticket types (including price, description, images etc.)
- Groups/Price zones
- Seat map (if applicable)
- Questions (if applicable)
Note that admin sales will not be copied across, and neither will any current purchases. If you are copying a series of events (e.g. matches in a season) make sure to double check that you have set up your first event exactly as you want it before copying. Otherwise you might find yourself having to manually edit 14 different events!