Ticketed events are known as delegate events - and give the ability to sell tickets for an event and book the ticket holders onto a table for the event.
Create a delegate or ticketed event
Step 1: Create an event with function(s)
Firstly, you must create an event and add at least one function.
📌Note: For example, you may have an event called Christmas Day, with separate functions for "Festive Breakfast", "Christmas Lunch" and "Christmas Evening Buffet" which can all have tickets sold/delegates added per function.
Check the number of delegates on the event - as this will define the number of tickets you can sell/delegates you can have for all of the functions within the event.
Check the number of delegates per function - as this will define the number of tickets you can sell/delegates you can have on this specific function.
Step 2: Add a menu to the function(s)
⚠️Important: Firstly, you may wish to create F&B items to be pulled together to create an F&B Menu with the Ticket Price Breakdown for this event, if you do not already have a menu set for the event.
Within the event, select Edit next to the function you wish to make a delegate/ticketed function.
Within the function, click F&B items.
Using the left-hand menu, search for and select a menu for your event.
Check the menu selected, including:
Menu Name: Check the name, responsible department, etc.
Menu Price Split: Check the Analysis code and menu price is correct.
Serve times: Can be added if required, to show on templates and chef reports.
Menu items: You can add, reorder, or delete items from the menu as required prior to adding any delegates. Check the menu items, if the INCL box is ticked then the items will post to the analysis code listed. If unticked, the item can be charged at a supplementary rate as detailed in the Price box and charged to the analysis code detailed within the specific item, rather than within the Menu Price Split section above. Where no price is entered no additional charge is made.
To be able to add this menu to your delegates, click Delegate specific.
If the menu needs to be added to every delegate booked on the event, click Auto Add to Delegate.
📌Note: Auto Add to delegate is only selectable once Delegate Specific has been selected.
Tick On Consumption if the menu value is to be added to the event forecast revenue, but you will manually add the final value to the event billing based on the actual food or beverages consumed at the event. This could be used for example for sale or return wine at a corporate event.
Repeat steps 1 to 7 per function that you wish to be a ticketed/delegate function.
Once you are happy with the menu settings, click OK.
Click Save on the function.
Step 3: Customise your event
Within the Event, you can use each of the tabs at the top to enter the following information:
Events -Summary of the event, with each function listed. Values box shows the combined revenue of an rate, rate plan, misc. resources, F&B products, and bedrooms (if included).
Notes – This tab is split into sections, where you can enter any Event specific notes and a Reader Board.
Billing –
Booked to date total shows current total cost of the event, select Billing Summary to see a breakdown per function.
Deposits due can be automatically populated by an event type configuration or manually added. This will feed to the deposit due report.
Deposits can be viewed here, and action as required.
Additional notes can be used for billing information. This section can also be set (by the Support Team) to add to contracts or function sheets. You can also use quick notes within this section.
Payment Gateway to take an Account Check/Deposit.
Assign a Ledger if the account is being billed back to Aged Debtors.
Create a Master Account (If needed).
Add Charge Routing (if needed).
Process account checks and payments via the Payment Gateway.
Documents – Allows the user to upload a document to the Event i.e. a signed contract.
Delegates - Delegates can be added to this section of the event - see step 4 for more information on the features of this section.
Resources – View resources on the event, these resources should be added within the functions.
Bedrooms – Allows the user to either link an existing Group/Multi Room booking if already created or ‘New’ will start a new Group/Multi Room booking.
To Do’s – The user can create a pop up reminder to the Event to remind a user or user group to do something for this Event.
Tasks - Allows the user to review any tasks set.
Step 4: Add and edit delegates
You can add delegates to your delegate/ticketed event at any time.
You can edit delegates billing once the function within the event has been checked in.
You can also cancel a delegate on a ticketed event if required.
Common Errors
Menu changes: You must make any menu changes prior to adding any delegates to the event. If delegates have been added, and then the menu has been changed this will not automatically change the menu per delegate. You would need to reselect the menu per delegate.
Menu not selectable on delegate: This is often seen where a menu has been added, as in step 2 above, but delegate specific has not been ticked.
Menu not automatically added to the delegate: This is often seen where a menu has been added, as in step 2 above, however the auto add to delegate has not been selected.
Charge on consumption: When charge on consumption for an item or menu has been selected, this is added to the event forecast revenue, however will need to be manually added to the billing as it is consumed.
Paylinks (GuestPay customers only): You cannot create a paylink per guest to complete payments for the event per delegate. However, if you have Trust Payments you can create pay by links.