Discounts / Promotional codes can be used for a variety of incentives, such as early bird, VIP / staff incentives, complimentary tickets, special promotions to a group, and cash type payments.
Promotional codes can be used for a wide variety of uses such as:
- Allow staff to self-help or issue Staff & VIP tickets.
- Processing cash type payments (offline payments).
- Processing boarders payments to be later invoiced to their account.
- Tracking special offers.
- Processing items to be later upon invoice.
- Phone sales to be picked up at the door.
- Special group rates.
- Member specials not for public knowledge.
We encourage you, whilst your patrons are transitioning to online booking, to use promotional codes for handling cash and check type payments. This way you have one set of reports for all your bookings, no matter how they occur.
After your event is over, consider adding your Door Sales using a promotional code. This way you have a complete historical view of the event including total revenue. Remember, there is no cost for processing cash/check payments in this manner.
Each event can have unique promotional codes. Setting up and managing promotional codes can be found under Pricing Groups within each event, accessed via selecting your event on the dashboard.
Promotional codes that are not disclosed to the public are used for internal use for accounting on sales orders and special promotions.
Reporting on which code has been used is simple, please consider the Promotions (Discounts) or Export Data reports.
How to add a promotional code
- From the dashboard, select your event and then Pricing Group. Select your existing pricing group where you should see your ticket prices. From this screen, click the button, 'Add Promotion'.
- Promotion (Discount) Name: Name that will show on your reports.
- Promotion (Discount) Codes: Make sure you keep these codes secret otherwise you may find you have people coming to your event at your reduced rate.
- Percentage: Select YES if you wish to apply a constant percentage Promotion / Discount to all tickets. E.g. If your patrons receive tickets at half price, select yes and set the value to 50. If you're using the promotion code for recording cash payments, set your percentage to Yes and the Value to 100.
- Value: the Defined amount you wish to discount on each ticket.
- Start and End Date: You can set a validity date range around the code, as to when it can be used (optional).
- Auto Apply: In most cases, you set this field to NO. If you select YES, patrons will automatically receive the Promotion / Discount within the defined date range. Alternatively, you can use a promotional discount code which can be entered and applied as they reach the booking shopping cart.
- Inclusive to other offers: You only need to consider this option if you have more than 1 promotional code in play, where the patron could receive a discount on more than one code being entered. Note: when they enter the code in the shopping cart, they will need to enter the codes with a space between both.
You can enter as many Promotion / Discount codes that you require. If you have made a mistake, you can go back and Edit or Remove Promotion.
Reporting for promotional codes
Using a different Promotion / Discount code for cash and cheque payments ensures you still receive an overall outcome of your total revenue for that particular event.
Consider your event revenue itemized report in the example above. All ticket sales will show in the total ticket area, no matter how payment occurred. Your promotional codes used will then be listed below, with the value and numbers of tickets processed by each. Taking away from the total ticket sales, your total promotional code sales and take away the processing card fees, leaves you with the amount processed by Vanco Events clear of processing fees (ie the amount on the bottom line).
Staff or VIP Promotions
Allow staff and your VIP's to access tickets themselves. You can limit their access to a specially priced ticket but allow them to purchase additional tickets at the normal rate in one transaction. Why not streamline your workload/processing and give them the benefit of knowing their group/family are all covered and that they will be seated together.
You may wish to use this options for:
- Staff who may receive 1 ticket complimentary but can purchase additional tickets.
- New prospects who are considering your school and you'd like to provide them with 1 ticket complimentary to your production.
- Board members who may receive 2 tickets at reduced rates but pay for other tickets at full rate.
- Members who receive 1 tickets at 50% off but can purchase additional tickets at full rate.
Defining special tickets, setting limits and adding promotional codes are all managed from your event which can be found on the dashboard, then selecting the Pricing Group.
Setting limits on a ticket type.
We recommend that you define a new ticket name for this special group, where the price is the same as your standard Adult rate. This way, the general public doesn't see a different rate, and more importantly, you can define a limit on that particular ticket type.
- Add your new ticket type ie Staff.
- Set the ticket price at the same rate as your Adult ticket.
- Save and close.
- Open it again now and move to the tab called Limits.
- Define your maximum number of tickets allowed for this ticket type.
- Save and check it's working via Make a Booking.
If this ticket is to be discounted, now add a promotional code as below.
Adding a Promotional to a Limited Ticket Type
In the same pricing group as your special ticket (as defined above), you will now Add a promotional code to apply to this special ticket only.
- Click the Add a promotional code button.
- Define the name, code (which you will need to provide to say your staff / special group).
- Set the % and value and save.
- Open this promotional code up again and click on the Discount Code Settings tab.
- Move the ticket types which are NOT applicable to this promotional code to the DO NOT allow side as shown.
- Test and review your work via using the Make a Booking screen to check your work. Note, you need to progress to the shopping cart screen and enter your promotional code before exiting.
Using our example above, we require the Staff Promotional code to only be available to the ticket type 'Staff'. We have moved all other ticket types to the 'Do not apply box'.
So when your staff member will only receive 1 reduced rate ticket, they will still be able to buy additional tickets (say concession, full), select seats together, and pay for these additional tickets online as other community members do. It's just another step into allowing all your community to help themselves without you needing you to perform this task for them.
Handling Offline Payments
Transitioning your audience to online bookings can take some time. Having your records complete with online and other methods of payments (i.e cash) is important and will streamline your workload come the day of your event. As there is no cost for processing such payment in Vanco Events, we do encourage you to use this facility so that you have a complete set of reports both for the door and revenue.
Managing change and providing an incentive for your audience to change behavior can be tricky. Handling loads of cash at the event is not ideal and knowing how many people will be attending has enormous advantages for planning too. So consider some incentives for those that book early such as:
- Having a reasonable price difference for buying online prior vs at the door.
- Buying online prior to the event enters them into a draw for a prize.
- Make it clear that if they purchase via the office, it's only processed once a week based on best availability at the time (no choice of seat).
Using Promotional Codes with no Dollar Discount
Use promotional codes without affecting your ticket price paid. Setup and use these for:
- tracking your promotions/advertising dollar, or
- an option to entice entry for a draw for a select group of patrons, or
- for tracking purchases via an outlet.
The added benefit of this feature is that if you wanted to categorize those who are booking for your event, you are able to do so by issuing different promotional codes to certain groups of people or value processed via an outlet.
Your event can have an unlimited number of promotion codes. Setting up and managing Promotion / Discount codes can be found under your event on the dashboard and then under Pricing Groups. Add a promotional code, giving it a name and distinct code and setting its value to $0.
Various reports such as the Event Revenue Itemized or Export Data will assist you in tracking these sales.