Managing an Event
When you are running an event, it’s important to keep track of ticket sales, sponsorships, and attendees. Our Event Management module makes planning events a breeze. First, you will need to create a new event and set up your event products to either be sold within Ad Orbit or through your ecommerce site. Once your event is configured how you would like, it’s time to start managing sales.
To view information about your event, navigate to Events and click on your event name. This will bring you to the Event Details page. The Overview tab will display basic and summary information about your event, including the location and start and end time and day. The Overview tab also displays a summary table for the inventory of both your Ticket Type and Booth products, including the price, how many have been sold and how many are remaining for each product.
Events can be edited from the Overview tab, by clicking the 'Edit Event' action.
Events can also be closed from the Overview page by using the 'Close Event' action. Marking an event as closed does two things. First, it will mark the event as inactive. Second, the system will mark all line items and tickets associated with the event as 'done', meaning all line items associated with the event will be considered completed and delivered.
Products
The Products tab is where you can add and edit the products for your event.
You can sort your products by clicking on any of the table headers in either the Ticket Types section or the Booths section. You also have the ability to search for specific products, as well as changing how many items display, and whether or not to display disabled items.
By clicking on the ellipsis icon, users can either edit the product or disable or re-enable it.
Attendees
The Attendees tab shows a list of contacts who are attending your event, which are broken down by buyer and ticket type.
In each row, there will be a buyer name which also serves as a quick link to the contact page, the ticket type they purchased, as well as the quantity of tickets purchased and the date and time of the sale.
Next to each buyer’s name, there will be an arrow icon which allows you to either display or collapse information about the attendees. For example, if someone purchased 4 tickets, underneath their name would display 4 more rows, each of which is intended to display information about that ticket holder.
To add or edit attendee information, click on the ellipsis icon and select either Add or Edit Attendee Info. This will prompt a pop-up from which you can enter either an existing or a new contact. If you choose an existing contact, the rest of the attendee information will be automatically populated, and you can click Save. If you choose to enter new attendee information, you will be required to add a first and last name, an email address, and a phone number.
Once attendee information has been added, their name will also serve as a quick link to their contact page. There will be additional actions you can perform by clicking on the ellipsis, including re-sending their ticket, and removing their attendee info.
You can also view a PDF of the ticket, whether or not there is attendee information on the record.
As with the other event pages, you can use the table headers to sort the information, search for a specific attendee, and choose how many results to display.
You can also create a contact list from this page, which can be useful for emailing information about the event to all of the attendees.
Check-In
The Check-In page is intended to be used while your event is occurring, and allows you to easily keep track of how many attendees are at the event. On this page, you will enter ticket codes to check an attendee into the event. As attendees are checked in, their information will display under the ‘Checked-In Attendees’ table.
The table will display the attendee and buyer names, as well as their ticket type, the user they were checked in by, and their check-in date and time.
When an attendee is checked in, that ticket code cannot be entered again.
While you cannot enter a ticket code multiple times when the attendee is checked in, you do have the option of using the delete icon to remove the check-in. You could then re-use that ticket code later onto check the attendee in.
As with the other event pages, you can use the table headers to sort the information, search for a specific attendee, and choose how many results to display.
Event Reports
There are two reports which can come in handy when managing an event: The Event Attendee Report, and the Event Sales Report. Both of which can be found by navigating to Reports > All Reports – Events.
Event Attendee Report
This report allows you to search for event attendees by ticket buyer, attendee, event, 'signed-up' date range, and company.
The table will display the buyer, attendee, and company name, as well as the event, the ticket type, whether or not the attendee has checked in to the event, and when their ticket was purchased.
The buyer name, attendee name, and company name are all quick links which will bring you to the corresponding contact or company page in Ad Orbit.
You can click any of the table headers to sort your results, and change how many results display in the table.
Event Sales Report
The Event Sales Report breaks down event revenue, as well as total tickets and booth/sponsorship products sold by company. You can also quickly navigate to the Event Attendee report from this page to see more detailed information about a company’s ticket sales.
The table will display basic information about each event including venue and dates.
Each event will show the Total Tickets, Sold Tickets, and Available Tickets (Total minus Sold). You'll also see the total Booth/Sponsorship sales for the event.
The Event name is a quicklink that will bring you to the event's overview page.
The Sold Tickets column links to the Event Attendee Report, and the Booth/Sponsorships column links to the Consolidated Sales Report.
New 8/8/2024