You can create and customize your tickets by adding a group, family or hidden types, apply limits, capacities, data collection, include tax information and add images. You can also set different prices for dates, shows or sections of your venue.
Your ticket prices, promotional codes and the design of your ticket are all contained within a pricing group.
In each pricing group, you may have:
- multiple ticket types (i.e. Adult, Concession and VIP / Staff or Member and Non-Member)
- a group booking, which requires a minimum purchase
- hidden tickets for issuing VIP or special tickets
- define different capacities on a ticket or
- set early bird rates or
- link attendee data specific to that ticket
- add different images added to the ticket
- import from a different pricing group template
This article will also cover off:
- adding different prices to a session or section
- using pricing schema
- making your ticket also a tax invoice
- adding HTML images behind your custom ticket style
The default ticket
Each event by default will have a ticket that contains the following relevant information: Event name, venue details, date and time, ticket price and name, booking name, section/seat (if relevant) plus a QR code and barcode with your ticket number.
You can create a custom ticket, adding background images (see pricing groups) or adding in the custom data fields collected during the booking.
Each pricing group contains information on your ticket options, promotional codes and what the ticket will look like (ticket style). In most events, you will have one pricing group. The name of this pricing group is only visible when logged in as the administer (not to the public).
You may wish to define a pricing group template which will then be there for your next event setup or could be pulled through onto an existing event.
When using promotional codes, these codes must be defined on the same pricing group as to where the tickets in use are or to be affected by that promotional code.
If you have multiple session times or sections and you would like to have a different price, promotional offer or wish for your ticket to look different for one session over all others, consider setting up another pricing group which is then connected to that session or section.
Uses of this could include:
- Opening night vs all other nights.
- Main seatings vs Balcony seating
- Tables at the front vs back
- Cheap Tuesday night tickets
- 2 for 1 offer on a night
- Inclusions of offers on one day only
- Premium seats vs general admission seats
When this occurs you will define another pricing group and then link it to the applicable date or section via the Pricing Schema.
Family and group tickets
To ensure that your capacity or seating allocation is updated correctly, it's important to state how many places/seats will be taken away when a family ticket or group ticket is booked.
When a ticket price includes a set number of people, ie. in the case a family ticket may include 2 adults and 2 children, when you add your ticket price, you set the quantity of tickets to 4. This means for this great price set, they will be issued 4 tickets, allowed to select 4 seats and your reports and overall capacity will be reduced by 4.
Similar, if your ticket price is for a whole table and there are 10 places at each table, you will set the quantity of tickets to 10 and the amount to be the price for buying all 10 places.
Encouraging larger groups to book
If you would like to offer a group booking, where there is a minimum number of tickets to be purchased with all tickets then beyond this being at that one great rate (ie. your group ticket is $15 for all purchases of 8 or more), it's easy to setup as follows.
- From your existing Pricing Groups, add a new Ticket Type. We suggest calling it 'Group' and in the Description indicate that this rate is for say 6 or more people.
- Set the Quantity on that ticket type to 1.
- Define the price as the discounted rate per ticket (for 1 tickets at the group rate).
- Save and Close, and now open that ticket up again.
- Select Limits and set 'per session time' a min of 6 tickets (if they need to purchase 6 or tickets at once).
- Save and click through on Make a Booking, confirming the min. is working as required.
Hidden tickets work like any normal ticket, you can edit their names, values, create limits and capacities on how many can be booked. The only difference is that they are only visible via the Make a Booking link within your account, designed to be used for internal use only. This includes using them for issuing tickets for media, VIPs in exchange for counter sales which include a processing fee or even when you need to take a special payment.
To set up a hidden ticket select your event on the dashboard, and then Pricing Group (ticket prices). In your pricing group being used, add a Ticket Type in the normal way and set the Status to be Hidden.
If you need to accept a number of cash bookings for Box Office sales, you may wish to use hidden tickets instead of box office fees. For your Box Office ticket, you would add your box office fees into the ticket and then use a cash promotion code at the end to finalize the sale. You may wish to add a ticket called "Adult Office" that is inclusive of your Box Office fee. Eg. $20 ticket + $2 booking fee = $22 Adult Office ticket.
Hidden tickets will behave exactly the same as normal tickets when it comes to reporting.
Ticket type capacity
Capacities on your event are generally handled via the Seat / Space allocation screen. When you have limited special offers, you can add special limits on certain tickets via the ticket prices Capacity e.g. when running an event, you may have the capacity to take 100 people but only 20 can purchase a seated and 80 will need to stand.
Using the example above, you would set your event dashboard as follows:
- From Seat / Space, you will see your overall capacity to be 100.
- Select your Pricing Group, select the specific Ticket Type to be in limited supply (in this case it will be the seated ticket type.
- From the tab Capacity, select 'Limit the number of Seated tickets available for sale', and define how many places with seats you have (in this example this will be 20). Once your ticket has reached its capacity, it will show as being SOLD OUT.
Early bird discount
If your event has multiple pricing stages throughout the booking time frame, the Early Bird function allows you to set an alternative price on an existing Ticket Type for a specific date period. Set, check and forget about your prices changing at midnight on the date set. Multiple price/time frames can be set up for each ticket type.
Setting up the early bird discount:
- Select your event on the dashboard.
- Select Pricing Group (Ticket Prices) and then click on the existing pricing group listed for your event
- Select or add your ticket price and set the last price point, click save.
- Open your ticket again and select the Early Bird tab.
- Click Add, and define the price and time frame which this price will be offered.
- Click back to the main ticket page and confirm the early bird rate being shown.
- Check by clicking on make a booking that your early bird rate is correctly shown.
You may wish to add a reminder to when your price breaks are - either by adding it to your homepage or into a header above your first ticket or just against the description of your ticket. This is completely optional as your website may also take care of this for you too.
Speed up your creating process by defining common price points that run between events. Pricing group templates contain ticket prices, promotional codes and ticket styles/backgrounds. Once your event has been created your ticket prices work independently of your templates or other events and so can be changed as required.
Pricing group templates can be created from Templates. You can define multiple pricing groups templates and label them in a way that is clear to you.
When creating your event, under Setup Options, select Use Pricing Group Template, and select your template.
Pricing Group Templates can also be imported once the event has been created. From Pricing Groups (within your events), Add Pricing Group, name and select your template. Once added be sure to link the new pricing group to the event via the Pricing Schema.
Multiple pricing group templates can be created if you need.
Different prices on sessions or sections
Assigning different price points to sessions (dates) or sections ensures that your patrons see only the prices applicable for that option. You may consider using different pricing groups for these options:
- Opening night, where you package includes talks and cocktail parties to the event
- VIP areas
- Front row seats
- Stalls vs dress circle seating
- Tables vs standing room
- Premium locations vs standard locations
- Restricted view seats
- Packaging options
- Seats vs merchandise sales
- Deals on only 1 night
- Cheaper Tuesday shows
- Different promotional codes
- Different looking tickets
- Plus more
Create a new pricing group for each of these pricing points. Then, via Pricing Schema, you can link the session or section or both to these pricing groups.
Opening night, Cheap Tuesday, Stalls vs Dress Circle, Front-Row Tables vs Back Tables, Tables vs Standing Room are all great reasons you may wish to have different price points for your event.
Generally, your opening night or cheaper Tuesday will be controlled by the one event via Session Times, whereas the stalls vs dress circle or tables are controlled via Sections. You will set up different Pricing Groups where you have different ticket types for a session time or section.
From Pricing Schema, you can now link your prices to a session time and or section. This ensures that when someone selects a date or section, they can see the prices applicable to that area only.
Adding images behind tickets
If you are using the default ticket, you can create a background image and upload it behind a ticket (see pricing groups and uploading an image). If you have a custom ticket style (ticket template), you can still upload an image to that ticket but we use the HTML code to do so.
Creating your ticket background.
The Vanco Events ticket is 624 x 264 pixels in size. You create your ticket page to size in say a graphics program such as GIMP, Paintbrush etc. You then position your image on that ticket page before saving it as a jpg of no more than 30kb in size. Once saved, select your existing pricing group where you will find you upload a background image, selecting the jpg you just saved. You can now view the ticket with it's image to confirm the image isn't blocking important text and is suitable.
If you're creating a full background image, you may need to fade the image into a watermark, so that the important text of your ticket will still be clear. Remember your print will always be black so ensure your background isn't too dark.
Adding images to a customized ticket (ticket template)
Once you have created your own customized Ticket Style and linked it to your event, you can no longer add a background image via your Pricing Group. You can now add images to customized ticket styles in templates via the HTML. It's important that you add images to a background that ensures the black print will still be visible.
Adding the image to custom ticket
- From templates, select Ticket Styles and your custom ticket to move into an edit. Insert your new image at the bottom of the design page. Click save.
- If you now click on the source, you will find the image from step 1 will be right at the bottom and you will see something like this "UserData/TicketStyles/K/17137_2018TICKET_010917112117.JPG" Copy this out and now search your code for [BACKGROUND] and after the src= paste your user data file name, replacing the [BACKGROUND} field.
Your code will now look something like this:
<div class="background-image-layer"><img onerror="this.style.display='none';" src="/UserData/TicketStyles/K/17137_2018TICKET_010917112117.JPG" /></div>
- Move back to your Design tab to see if the background has appeared behind your ticket. You can then remove the duplicate image that was below, and then save.
Ticket style as a tax invoice
The ticket can be converted to represent a ticket for entry and a tax invoice via a custom ticket style. To allow your ticket to be used as a tax invoice, you will need to add in the text below.
Working with custom ticket styles is easy:
- Select templates and Ticket Styles.
- Add a ticket style, name it and then save.
- Change the word Ticket to Ticket / Tax Invoice, or add the word tax invoice under Ticket. Add your business number (Company number) and registered name.
- In the price field, add the wording, Price is inclusive of Sales Tax or add in the tag [TAXAMOUNT] which will automatically split off the proportion of tax into a separate value.
You now need to connect it to your event by selecting it on the dashboard, Pricing Groups and finally the applicable group. Change the ticket style to your newly created custom ticket style and save.
Turning off the E-tickets issued
All events created will provide the ticket buyer with an E-ticket upon completion of booking by default.
For events that don't require a ticket to be presented for entry (ex. registrations, merchandise etc) or if you will be supplying hard tickets externally from the system, you are able to disable Vanco Events E-Tickets from being issued.
To turn off the E-tickets:
- From the left menu, click Dashboard
- In the Manage events overview, select your event
- From the left menu, go to Event publication, under Event promotion
- In the Print Tickets field, select No
- Click Save
With Print Tickets set to No, the ticket buyer will still receive a receipt and confirmation email upon completion of purchase.
The Print Tickets button on the confirmation will return the message:
NOTE: Tickets are not needed for this event. The event organizer has your booking recorded