Webinar held on 29th February 2024
Useful Links
Organiser HUB: https://organiser-support.eventmaster.ie/
Marketing Tool Guides: https://organiser-support.eventmaster.ie/marketing
Marketing Webinar: https://youtu.be/eVLTg8mdtZ0
Lean um I’m from um vent master and um we’re joined as well today with Denise and Aaron from um fling Ireland um if it’s your um first webinar with us um you’ll notice um your cameras and mics are going to be turned off um
By default um so if you want to ask any questions as we’re going along uh you can pop them into the Q&A box uh or the the chat option at the very top of your screen there um we’ll probably get to him um if we see him coming in as we go
Along and um I think there was a few kind of queries that people had filled in um when they were signed up so we’ll kind of cover those few bits as well as we’re going through the different sections um so we’re the the webinar is
Going to be recorded um so if any point you need to um jump off um that’s no problem we’ll be circulating the recording um once the webinar is over um but yeah um you’re very welcome um Aron Denise anything from from your side before we kick off no I’m I’m good on my
End perfect yeah no I’m all good as well thanks um so yeah just an overview of what we’re going to um cover throughout the webinar um is the process so the kind of flow of how your events um get set up and we’re going to go through the
Actual um event editor so for any changes you want to make yourself or any changes we can do for you um the builted marketing tools um I think that was one of the common queries that came in from the registration form as well about how you can promote your events um managing
Orders your report um fundraising options uh support resources and then um at the very end we’ll leave some time for Q&A uh just to go through and potentially any questions you might have missed as we go along um again if there’s anything you want to cover
Outside of this um we’ll be doing this is part of a webinar Series so if there’s any particular support uh resources you think will be useful uh definitely let us know um and um pop in any questions there in the chat box and the Q&A to go along um so the first
Section um to kick this off I think Aaron and Denise you’re probably better than me to talk about the flow of what you go through when it comes to setting up the event yeah so um this this aspect is kind of broken into two parts so I I’ll cover the first
Bit which is around the the permit application and then Denise will touch on the uh ticket inside of stuff once the permit has been approved so everybody who’s in here I’m assuming probably has um official access through their Affiliated CI Club to be able to submit permits I won’t touch too much on
Um the sort of membership side and all the different um positions within the club to give you access to to do permits that’s that’s a separate membership query but um in terms of submitting permits it’s it’s open to two groups we have promotion groups and we have Affiliated CI Club
I’ll focus on the clubs for now as opposed to the promotion groups so as um a club official you will have access to submit permits typically there’d be five or six members within your Club who have access to do this um you log into the the standard uh
Membership portal and then you’ll go to submit a permit and then once you’re in the permit application stage that’s really step one in getting your event up and running with CI so this is where we would capture all of the initial data um at the moment it’s pretty
Standard but it’s something in the future we’re wanting to build on because we feel as though Step One is where we need to gather all the essential information for event so at the moment we’ve got um standard date event name location HQ longer latitude event organizer information for sportives it’s
It’s a bit more straightforward for competitive events for those of you who have submitted competitive events you you’ll know how it is in terms of taking the different categories so the ability categories the women’s specific ones uh the age groups as well so if you’re doing youth events there’s separate tick
Boxes there essentially once you’ve worked through the permit application which it is super straightforward there’s nothing confusing in there it is you know it tells you exactly what you need to submit there’s nothing overly confusing in there once you’ve submitted the permit application depending on the
Type of event it is um will vary and how long it takes to approve your event date which is the first step in in the permit application is that your date needs to be approved um you know I won’t go into the whole processes that we have behind the scene
As to approving the dates but obviously with various commissions and different provinces it can take a bit of time and we have to go through a few different people just to make sure that it’s all above board through the correct channels once your event is approved um it will then automatically
Move on to the risk assessment upload phase and at the same time in doing that it will create an event draft which Denise will talk about in a second just going back to the risk assessment stage which is where your permit will automatically move on to once your date
Is created you’ll receive a confirmation email in that confirm email that your date has been approved there’ll be a risk assessment attachment in there that’s a risk assessment you would use um at the moment to basically put yeah all the risk details in for your event
You then re-upload it to the permit we review the risk assessment if we’re happy with it we’ll approve it if there’s stuff that need tweaks uh tweak within the risk assessment Lo is with the event organizer just to make sure that the risk assessment it was all
Above board I won’t go too much into the risk assessment stuff at the moment um at the moment there there is only one standardized risk assessment that we use across all events um the intention is to make it more discipline specific because those I mean those of you who are in
Here that do mountain biking I’m sure you agree that the current risk assessment isn’t suited to mountain bike events very well um experienced mountain bike event organizers whether it’s downhill in Juro cross country they tweak the risk Assessments in their own way because they’ve been doing it for a
Number of years and so we’re definitely where that we need to look at developing risk assessments for each specific discipline um so that’s something we’ll be working on at the moment but for now there’s just one standardized risk assessment um that’s essentially the Crocs of the permit it is pretty
Straightforward and there’s only a few steps in it the one thing I would say about about the permit is that your event is not officially sanctioned by CI which essentially means it’s not covered for insurance until the permit is approved um at the moment uh it’s every
Event we have permitted which is 450 OD events we haven’t got any issues with them in the past there’s been a number of events whereby they would leave the risk assessment until the last minute and in doing that you run the risk whereby if we don’t get chance to
Approve your risk assessment if you upload at 5:00 P p.m on a Friday afternoon we’re not going to be able to check it and if you’re running an event on a Saturday morning Sunday then you run the risk that your event is running unsanctioned so it’s super important
That you get the risk assessment in on time we advise a month in advance uh that just gives us time to review it uh if you need to make changes you can make changes um but it’s just it’s important to note that until your risk assessment is approved your event
Is not sanctioned it’s um we can set up the ticket in platform have the open for entries um without the risk assessment being approved that’s okay but as as the event organizer it’s important for you to note that it’s it’s your event you are reliable um for completing the risk
Management aspect and uploading it in a timely manner once we approve it your event is sanctioned uh and then it’s all good to go but you know just make sure that all the official documents you you do and if you’re reasing with any County councils
Or anything like that you just do it in a timely manner it’s just essentially to avoid doing stuff 5: pm on a Friday afternoon which organizers don’t want to be doing and then you know it’s going to be difficult to get a hold of Denise and myself um that’s really the permit
Application side so as I said when the dat’s approved it creates a draft template uh on the ticket and platform which I’ll hand over to Denise now and she can kind of pick it up from there yeah thanks aarin um yeah so the minute that the permit is appr um
The date is approved of your permit that’s when the draft’s created so um we we can like get your event live even before like Aaron was saying I think a lot of clubs I find are like can we get the um the risk assessment approved um
We want to get our event live ascp and like it’s not something it’s like Case by case basis like if your we can get your event set up in the meantime it doesn’t have have to be um the risk assessment approved um anyway so yeah so basically the permit date is approved
Your draft is created and you’re going to have access to this draft um in your login setup um Alan is going to go through a few um details about that in a minute but um yeah so it’s created then basically what you can do is then you
Will for the event setup form so there’s two different forms ones for leisure at the moment and ones for competitive and it’s just so if you fill out that form you can get it on the CI website um and it’s basically a Leisure form for an event or competitive event
And um just all the information we need to get the event live for you but as well you have access to do this go in and put in the information there’s some aspects of it we’ll have to check um we like only Federation access we’ll have for example if if it’s a competitive
Event um and it’s just what categories are allowed race in in the event things like that will we’ll be checking but um yeah basically how you want to set up your event page you can put as many bells and whistles on it and make it
Look a certain way as much as you want and lean we’ll go through all that now with you in a minute and then so when it’s ready to go um we’ll just have a quick look over it make sure everything’s okay and then basically live on the system live on the calendar
CI calendar um and yeah so admin teams access Yeah so basically you’re going to have access to it so you can take ownership of it that’s what we want to do I think when we first kind of um were using event Masters platform there was a
Little bit of handholding with a lot of um event organizers but we we we want people we want event organizers to take control of it and go in and edit the event and just send one email saying it’s ready to go and then it’s going to
Speed us up because like we have over a, permit events coming in through our system every year so it is quite um quite busy so to speed up things for us and yourself to get your event live as POS like as early as possible so you can
Get as many you know um ticket sales as possible uh that that would be the way of doing it as such but um it’d be easier now just to explain if more things when it’s kind of in front of the screen like when lean you’re going through a few of the
Features um yeah no um absolutely and but like we’ve really added a lot more um supports in terms of like video guides tutorials PDFs um uh of all the kind of features and customizations you can add to it um if you’re not hecky don’t worry um we
Try to make it as user friendly as possible H and as well um you know even if I imagine for a lot of your events there’s going to be a committee and different people in the club involved um so if there’s anyone um you know that
Needs access to the event as well to help with you um you can request for them to be added um as well um you know if they feel more comfortable uh editing customizing things for you um so yeah um are you guys okay for me to head into
The the editor now um M ask for a thumbs up from um our attendees as well just to make sure my screen sharing is all going okay um uh one of the main queries that came in um from this was about um promotion and um ticket sales um so I’ll
Just I’ll go through these few slides and then I’ll show you them um as step by step and the Practical Parts in the event editor um as well and so the three main areas we have in terms of the built-in marketing tools would be on and event visibility um engagement and
Rewards um for your attendees and um a lot of options in terms of social media integration um too in terms of visibility uh your event is obviously going to be on the py gardland calendar um it’ll be on the event Master calendar on our website as well so again huge
Traffic um going to those um places um every single day um if you do have multiple events um on the the platform as well there is a cross promotion section um when your event is published you’ll also have a QR code um at the very top of the screen as well so this
Basically is really handy if you’re doing any printed ads or posters and you have that ready to go um there as well um for anyone feeling more um Advanced we do have um uh Google analytics um that can be built into to each event as
Well if you want to track um visitors to your event page um and do any um more advanced Integrations there um and we do have built-in SEO I think the SEO sounds scary to everyone but we’ve done a lot of work in the back end on this H so
I’ll show you that in the event editor um as well for engagement and rewards um we are uh we can do uh newsletters uh you can send out newsletters as well for your own events uh within the platform um for uh discount codes as well a lot
Of people would um make use of this in terms of early bird offers um or you know specific discounts for say club members and things like that um fundraising is a huge part um and a lot of organizers as well the feedback we get is that it’s a major marketing tool
As well um and we’ll bring you through that as well separately um and price tranches so for Price tranches essentially you can do scale failed um increases on your ticket prices um throughout the whole platform what we’ve seen is that nothing Drive sales like an early bird running out uh within 24
Hours or you know and that kind of time crunch so again all those options um are there for you um for social media and then you can link your Facebook page um Twitter um we do have a Facebook pixel integr now as well so if you’re doing any Facebook ads essentially you can
Retarget people who visited the um uh event page um again very straightforward um as well in that regard it’s let you just copy and pting your your pixel code into the event editor uh and then again the fundraising and social media go hand inand um so will take you through um all
That as well um again uh any questions so far um don’t think there’s any after coming in yet um so yeah the Q&A and the chat box are just at the top of the screen so again feel free to um pop these in here
Um at any point and we can um answer you guys um so I’m in our test organizer profile here with um our draft events um so essentially when you log in um to the platform you’re going to have a manage event section and this will by default
Show you your um events and so it’ll go into one that we’ve already set up to take you through the different options um see what I just did there um you can click on edit um on any um of your events um so what you’ll see uh once
Your event is published uh you’ll have your um event URL and this is the link to your event if your event is still in draft you’ll see a preview URL well um so this is really handy if you want to test what everything looks like um and
Do um uh you know test out the order form and see what the whole process looks like so really handy if you’ve made any changes and you want to see what um uh to to to preview those um your event QR code um this will basically give you a QR code for your
Event um so you can just save that as an image um as well and use it for any um uh of your uh printed uh marketing materials um you’ll notice um as we go through here so for uh uh permited like earland events there’s going to be um
You won’t have access to edit all the information so anything that’s directly linked to the permit you won’t be able to edit this yourself um but you can just send a note to the guys on cycling Ireland and they’ll be able to update um any non-editable Fields um for
You um your short description um and um event detail section and just to show you here so this is your short description and then your um long um event description is here this again you can add as much or as little into this um as you want
Um I know there’s a feature that participants must Marshall around or at least take on a marshalling role as well would love to see how that works um would that be like a volunteer ticket type um I’m not sure I understand the question fully AR Denise you might have a better
Idea yeah some clubs um when you’re sign up for an event um make you sign up basically to Marshall one round or take on a marshing row as well yeah so how what club does that for example nuuri wheelers does that and how we we’ve helped them to do that is in
The order form so you can you know where you’re collecting all the information for the writer yeah we just add in another question basically saying um like um which event would you like to Marshall and then you get we’d add in manually the lists of them so that’s added in order form there
Lean yes you can like yeah like and if you want there’s like with the order form I’m sure you’re gonna go through it it’s just one of the last tabs isn’t it but are you gonna go through that yeah yeah I can yeah perfect yes so Le go
Through that because you can add in anything like if you wanted to collect like any information such as which round would you like to Marshall as part of your like membership um yeah n wheelers have done that before and it’s quite handy um I I’ll just jump in and show
You while you’re here so what I did there um for your order form you’ll notice there’s a lot of um built-in questions so like common questions that you can just take for them to be visible so visible means that they’re um on the order form and the person can fill it in
If they want to required means they have to fill it in in order to continue so if you need some if you want to make a question mandatory um essentially that’s what you do um so for example like in this option uh gender is an optional uh
Question they can fill if they want it but they don’t need to in order to complete the checkout um for custom questions um we can add these um for you um I’ll just show you so you can add in new sections so new section will just
Give you like um a heading um it’s very straightforward and the custom field is your custom question so you’ll just select the section you want the question to appear in um the most common one would be um a dropdown option so I’ll just say what um area would you like to
Marshall and the field code this is um essentially what is in the heading of your book and Report um so for these ones um it should just be all one word or if you need to have two we’ll just put in a little um Dash there um first
Uh as well so I’ll just put in martial area um the for the the drop down options you’ll need to um pop in um what they are um instead of adding them individually the quickest and easiest way to add different options and is just to type them in here I’ll just say area
A area B and area C and I’m going to add them to the list of items um and I’m just going to hit save and I’m going to save again on the event and I’ll just take that now so it’s visible and hit save again um so now if I refresh my link
Here my online sales um just show you um sorry I’m firing through it now but um you have the um online ticket Sal is what I’m doing here just so I can show you how it’s working you can control when your um online sales open and close so for example the
Event might be published now but you might want to say hold off on ticket sales till um Friday or um a specific time or date um so I’m going to the sales are open so I’m going to close the sales say next month so I’m just
Selecting the month and the year and you just click on whatever day you want to stop the sales from the dropdown and then again the time is done in a 24hour format um so you can just select that there as well if these aren’t filled in the sales will automatically stop once
The event has taken place um I’ll just save that now so you can see it Um so I will put on this so you’ll see now I have my what area would you like to Marshall question and then I select in um any of the the different area options uh again that’s a very quick uh run through and you can probably do um
You know a more in-depth um uh you know more different wording and stuff on on your own questions but um no yeah but it’s good to see that so it’s not just a marshalling like which event through the year you’re going to Marshall for the
Club like it’s well you can add in as anything you any information you want to collect from um somebody siging up so it’s it’s good to see that R thanks for some other organizers as well um probably not necessarily um cycling but you can set up say a free event that’s
Like a volunteer registration and so you’d have all your kind of volunteer information separately um and like that you could keep that event open for like the whole year um um so again for like free kind of registration things like that it’s totally free to set it up and
Because there’s no um ticket cost if that makes sense so there’s no um charge on it um so that would be um um another option for you guys as well um perfect um don’t think there’s any other questions after coming through um so yeah so this is your uh event name
Your um short description long description um your genre obviously for you guys it would be cycling um this is their first kind of marketing kind of um feature so these are your um keywords so for search engine optimization so if people are searching for entertainment
Events in LMR um in this example and it just helps your event to be found more visibly online um so you can add in any of your own um uh keywords so for example if somebody is searching for your Club you know your club name for
This example I’ll just say our club name is Club 1 two 3 I can type that in and add it and it’ll appear in our um uh own custom keywords there then as well so again very straightforward uh um to to add those in um your event Time Zone by default
It’ll be um Ireland you can customize um I think for your vent City that’s probably default populated from your purose because it’s linked to your location um for the currency and duration um again this will be defaulted to Euro but it could be um dollars or um
Sterling as well the book and time limit um for participation events we usually recommend having a book and time limit booking time limit of 30 minutes and just because generally you’re collecting a lot more information at the order form stage so gives people a chance to fill
It in um and therefore for having a cup in a tea or in the middle of doing something else they can you know stop and come back to it and it won’t be timed out um the online ticket sales we went through um you have the option to
Hide these um dates on the event page and these aren’t hidden on ours and so just to um see my basket and go back um you’ll see it here so online ticket sales are available between the 1st of February and March 30th 2024 so it’ll appear there um likewise say if you’re
Launching ticket sales on a particular time and date um basically it’ll show that in just like large letters to say that the tickets are going on sale say on like the 1st of March um in those examples uh in the contact Section um so again this will be pre-filled I think
With um permanent information but you can change it so if you have um you know say like a club General email address that you want to use for queries about the event um this is what we populate here um so the this is invisible um on
The front end so people won’t have your your phone number or your email what it looks like here is if somebody clicks on the contact organizer button um on the registration page uh they can basically type in their name their email address and message and if they click on send message it will
Send um a system email to you to say you know Mary Murphy has a query about event two3 and it’ll have her details and you can just get back to Mary directly um for some organizers they like to put their um mobile number or email in the event description as well so it’s
Visible but again totally up to you um for your event website this will be available um publicly um and this will be listed just above here um a lot of clubs as well would have if you don’t have a specific um event website or Club website it could
Be a Facebook page um any kind of Link um that you want people to be able to access um easily as well um there’s a lot of different functionality here um again if you’re looking for any specific feature um just you can reach out um uh for any kind of
Help but um we don’t operate a tiered system so um all the kind of different features that have been added on for different organizers throughout the year um or throughout the years I should say are there uh for the event search visibility this is what um controls your
Event being in the calendar um you can turn it off U but by default you’re going to be um shown um in the the the event calendar um you can opt to hide the ticket fee column at the start of the booking process um I’ll just take on
I’ll just take that off for a second just to show you click save so this is what it looks like with the ticket fee hidden and so it just says €10 if I refresh that now it’ll put a fee column here so it’s like the the the the breakdown um of the um
7% charge or one flat fee for the tickets under 14 um for this one you can hide the cross promotion section I think because there’s so many different permits like the Arland events um I think by default the cross promotion would be hidden um on a lot of them as well um allow
Editing person data in management booking uh this I think is a huge one and for a lot of organizers so if you want people to be be able to make changes to their booking so if they want to change their address change their T-shirt size change um their contact
Details um this is where you can turn that um on and off um similarly as well um for for these kind of um membership events they won’t be able to say edit their name or any um important information so um you do have have the option as an organ ER to enable
Ticket transfers so what this does is it allows people to transfer um uh uh their ticket to another person um and so basically you can turn it on here um optionally you can put a transfer charge so it just means somebody will have to pay say €1 or
Whatever amount um you would like to transfer their ticket to another person um the that goes directly to your connected stripe account um as well uh again it’s a really handy feature I think for events that do sell out faster and in really high
Demand um you can open and close it on a specific dates again a lot of uh events would have just specific transfer windows that would be quite strict um so you have say a very upto-date um uh book and Report um you know the week before
Your event or um however soon you want to turn turn this off um you can turn it on for specific ticket types as well so if you didn’t want people to change um on a particular uh ticket again that can be fully customized um as well um the and another kind of management
Booking changes option is that they can change their ticket types um I think for a lot of cycling events the ticket types could be like a specific um distance so they want to do you know the 200 kilm instead of 140 ticket and so if you have
Your ticket set up that way in terms of the the distances are set up as tickets um they can switch their distances um themselves so it just means when they log in and click on view order um they’ll see a change ticket type change ticket type option um if it’s uh say a
Cheaper ticket type um it doesn’t automatically give them um a refund but say for example if they wanted to upgrade their ticket to say a higher distance that does have a higher um uh price than they have paid originally um they’ll um be sent a payment link to pay
The difference um basically in order to make that change H so again all fully auto all fully um automated and puts your um you know gives your ticket holders control if you want to um give it to them um I’m skipping way ahead there but just
In terms of support guides um for ticket holders if somebody was getting in touch with you and they wanted to change their distance and you have transfers turned on or things like that we do have um an organizer Hub um that was launched late last year for any of you that do have
Vents on the platform so basically you can come in here and it’s where all our uh resources are kept so any kind of new features or webinar recordings and things like that they’re all added in here and but all you’d have to do is say I’m just going to search for a
Transfer and it’ll show you all the resources related to um these so in this example there’s an organizer guide for transfers so how you can set it up yourself and the different options you have and then there’s a user ticket Transfer Guide as well so for example if
Somebody reaches out to you and they’re like oh like I want to transfer my ticket you don’t have to explain it all for them you just need to copy the link and send them the link to say oh hey here’s the guide um it has all the screenshots there of the different
Stuffs they’re going to go through um so again really useful and safe time um for you in terms of um support um as well so that is our um in-depth uh detail section um just save as we go along um for the dates again these won’t be editable um because they are linked
To your permit specifically um what you can do is um uh enable the quantity uh override so again I have a load of test tickets gone through on this one but for example if you wanted to cap entries on a particular time slot you can put that in there so you could have
A, um adle tickets 1,000 General entry tickets um on here but if there’s a 5,000 EUR or 500 limit it will stop sales at that amount um and automated for you A big um one as well that should be useful are the um event reminders so by default 24 hours
Before the event um your ticket holders are going to get an automated email to say reminder of your upcoming event this is the link to your ticket um but you also have the option to add in um extra um wording to this uh default email as
Well um again I have screenshots in the um uh in the organizer Hub as well in terms of what everything looks like but for example if you were doing and say like race number collection like mandatory race number collection like 48 hours before um you can put that
Information in here to say bring this equipment if you wanted to put you know parking information about what’s happening on the day that you wanted to go out automatically um with everyone’s tickets again it’s a really way just to type in um arrive 15 minutes before or anything
Like that without having to make a full-blown um newsletter um to to everyone uh and that’ll automatically go out to all the people that are taking part in this specific um time slot so again you can change it if you do have multiple um time slots I must use this
In my last test example and but yeah uh then as well again you can um by default that’ll be a 24-hour reminder you can turn it off um just by deleting it um if if you’d like as well um or say like in the example of your uh webinar
You would have gotten a 24-hour reminder yesterday and then there was a 1 hour reminder just before the event there as well so you had your your webinar link um your Venue again this isn’t going to be um editable for you because um it’s linked to your permit um but again the
The quantity override and the um event reminders are two kind of hand um admin side the things that will completely automate things for you um I won’t be able to save as we go I’ll do it in the future any questions so far um I think we might have a chat option perfect
Um the first not and 2 second perfect um for your tickets um so again um I think Denise and iron you might have better off the top of your head but I think the mo the most common kind of ticket setup would be um the different um distances and but again
There’s loads of different options um here as well um in this example um so basically um you can can name your uh ticket set the available quantity um set your price um and it’s very uh straightforward um what you can do as well um say for example if you wanted to have say
A uh specific VIP ticket type um that you wanted to hide that you know say if it was like a cheaper um option um for like five you know uh five or any amount if you put um an access key on a ticket it will hide it um from display so
People will need to say put in that um it’s like a password and for all the world so you can basically password protect a ticket so the person booking would need to enter in that code in order to enter um or in order to get that ticket type
Um uh there’s a lot of other options here as well so for example if you wanted to hide a a specific ticket type for any reason you can hide it here um or you can just say show it during a specific um Daye period um by default
All your tickets will be will be shown you don’t even need to go down to the um advanced settings if you if you don’t want to um you can restrict the amount of tickets a person can book um at one time um so by default the minimum is one
And the maximum is 10 but say you know for example if it’s a really high in demand event you might want somebody to just book one ticket um at the the one time um State field limitations so say for example if you had a specific ticket type and you wanted the person um
Booking that to be say over the age of 18 um or in within a specific age group um you can restrict that here um as well um aren’t Denise correct me if I’m wrong but I think a lot of the cycling events depending on their the membership um
Number they enter in their date of birth yeah and that will all be automated for you so you don’t need to with yeah with Leisure events that is something that pops up a little bit so if they want to have under 16s Taken part that they’ll
Have a cheaper ticket so um for them so you can do the date feel limitation for an under 16 ticket option um but yeah yeah perfect but there will be limitations built into on the um competitive um yeah that’s right um perfect um again there’s loads of
Different options here um I don’t want to get too bogged down and not get through all the the different content um but all the the guides will be on the um the organizer Hub and I can circulate that link as well um to everyone after
The the call to um for your design you can upload any kind of of your own custom banag your custom banners or your um logos um if you click on the image button basically you can just select um any kind of file um or image from your
Computer um and again this kind of when you’re set this will give you the first kind of preview of what your event will look like uh the order form uh we went through so visibility um and the required questions um and for all your participation events um it’s important
That it’s always uh customizable form per ticket so customizable form per ticket would be that um everyone uh say if I register myself and my three friends I need to enter three people’s details and not just one um but yeah um another big one as well
In terms of the um if you want to put any specific race waiver or terms and conditions um specific to your event um again this will be built in for you but if you want to make any edits um you would customize the text that’s in the the default value
So for example if you had like a no refund policy or uh anything along those lines you can populate that um in here as well um that would be another common one uh for your tickets it would just be a uh this is what your tickets will look
Like your logo will be pulled in by default um there are options as well to um add in a custom um field but by default you have uh all the important information on your uh ticket points as well um the social integration is um where you put in your Google analytics so
Again this is where you would just put in your Google analytics code um and your Facebook and pixel ID uh again those are the two more advanced options we can help you getting those set up if you need to um but um the most simple way is just to copy and paste your
Facebook page and we have a Twitter option there as well so what this does is basically um puts um your Facebook page uh link and your uh Twitter link on the event page so people can follow you um directly from from that there um but yeah um for the notifications and this is
Your confirmation email that is sent to ticket holders um so again very similar to the um event reminders so for the confirmation email this is what sent people as soon as they’ve completed their booking um so you have the option to um enable custom templates so by
Default it will always say their order number the event name the link to their ticket but it gives you the option again to add in any other custom text so again if you want to make people aware of something very specific the minute they book The Event you can type that in here
Um and that’ll be sent to them as soon as they’ve made their booking um so um that is an option there as well uh for a lot of people if you’re putting anything here it’s highly advisable to put it into the event reminders too just because people could be booking a few
Months in advance and um you know it could be information that they need um closer to the event then as well um additional purchases you can um sell merchandise as well through the um event so if you have T-shirts packs water bottles um anything like that bus
Transfer postage would be a big one um we can set that up for you um if you want to partner with a specific um charity or maybe it’s a CL it’s an event that’s fundraising for your clo specifically um you can set up a donation um or um again any kind of
Merchandise here as well so you’re just going to name it put in a description you can upload any um images uh set the price first um and that’ll be available then for people when they’re booking then as well um I don’t want to go into too much into
The the NY of the full setup um for another kind of really common one as well would be um access codes um so just to show you you can restrict access to your um event um I’ll just click save and just show you here now so this basically
Puts a password on the whole event so I’d have to enter in um an access code to uh get into the event um as well so it could be done on the whole event it could be done for particular tickets um again a load of different options there um in those um for
Fundraising as well um another huge area we will we will be having a separate fundraising um webinar on this as well for both clubs um to fund raise for yourselves um and as well I think there’s a lot of events that have have had huge success in terms of partnered
With different um Charities on their events um so there’s over I think there’s actually nearly 300 on boarded now um uh since we’ve started the fundraising integration but essentially what it means is when somebody is registering for a your event they’re going to fill in their normal details in
The order form and by default they’re asked if they’d like to set up a fundraising page and they and as soon if they say yes they’ll automatically get a link to their fundraiser page as soon as the registration is finished um for clubs for example if you’re having any
Specific events for your Club as well you can onboard your Club as a benefactor um and have yourself available there too there’s a load of different options in terms of uh Partnerships and the way the fundraising is set up on the event there’s no charge to do this integration um at all with
The 250 Charities on board already um they all have their stripe connected as well so just like you received the the ticketing funds in real time the charity gets all the fundraising money in in real time as well because they all have connected charity accounts um so you
Might want to partner with a single charity um split the money equally between certain Charities and but the most common one and the default option on the cycling irland campaigns is that all um Charities are available for selection um again I think it’s quite surprising for people it’s um you know H
They could have something going on and it’s just simply G them the option to be there it’s I think a lot of people have been really happy with the the difference that’s been made um through it um so the pages say for example if you wanted to um partner with a specific
Charity um the pages can automatically be created for people as they register so for example cycle against suicide would do all their events toour us as well and this would be what um they would do for example um you can do and then again so the the yes no can be
Defaulted TS and they’d have to turn off the fundraising if they’d like to and in terms of marketing promotions this is huge so as you can imagine as soon as people register and they’re getting a link to their fundraising page and uh they’re sharing it on their social media
Channels to get um donations all the fundraising Pages have um a a link to the event so basically you’re getting free advertisement of your events through all your participants who are fundraising and um sharing their pages and we’ve seen countless times as well and there’s a lot um of uh more media
Coverage of the event as well um and again the more the the event is shared online the more people are going to take part together uh increase in registrations for you uh for kind of specific charity um events um again some organizers would opt to have um people you know share why
They’re taking part um again this is amazing marketing materials in terms of um engaging with your participants in terms of why they’re taking part of the event and you’ll benefit hugely as well from the Charities that are on the platform because they are going to be sharing the events as well um and
Benefiting from their um ambassadors too in terms of their marketing channels um pushing for people to take part um as well um there’s built-in marketing tools into the um I’ll show you here now um the fundraising aspect as well so uh we do set up um custom campaigns
There is a a default uh cycling Ireland campaign um as well but for example if you had your own um uh specific one we can customize this for you I think we have one recently with is it Toby um um but yeah you’ll have your own um
Campaign page just like this um that we can customize for you and basically um there’ll be a register Now button for the event I think this event has passed H so it’s gone and you’ll have your fundraising um leaderboard people can donate directly uh to the chosen charity
And they can register for the event and you have a fundraiser of the week feat as well and a load of other different and built-in marketing options um in there too uh and again at the end of the um event um all your um sponsors will see
The total amount that was raised for the the charity as well and the biggest one obviously would be the the double marison um campaign so um if you wanted to say gu specific sponsorship for from you know local um companies or if you’re looking for a flagship sponsor again it’s an amazing
Tool to say look like this year we raised 73,000 and this is where the money went you know the specific Charities that were benefited because a lot of companies and obviously it’s um you know part of different CSR initiatives that they’re involved in and different things that are benefiting their local community and
Um again uh we call it a win-win win a win-win win because um Charities um benefit directly they get the the fundraising funds in real time there’s no cost to Charities to use the platform there’s no cost for you to do the fundraising integration we customize all
That for you and um again participants get that feel a good Factor then and for making a difference while um taking part in in the event um uh again just all the support resources there I’ll send out the link to the um organizer Hub and um just to
Show you as well before we finish up I don’t want to go too much over time um if there’s any questions I don’t think there’s any more after coming in but feel free to pop them in out and we can kind of do a final um run through as
Well before we finish up um so yeah within your uh event management you have the option to manage your orders and so for example um these are all just test ones here Joe blogs um so yeah you can basically go in and view any of the orders you can um amend
People’s details Yourself by clicking on the edit button um you can resend confirmation emails uh download tickets you can change the distance manually for people as well so just to show you I’m just going to change click on change ticket type um and they’re changing say from the 5K to the
10K um issue new tickets um so yeah there’s loads of different options there um and if you have any additional purchases you can add these on as well and send payment links to the customer um and I think another big one just cancelling re refunds there as
Well that’ be one a big one for event organizers um that they cancel and refund um to be able to yeah so for for the cancel and refund um for the usually there there’s two if if you have say sold postage or t-shirts or anything else on the event you’ll have a cancel
Order button down here so the cancel order um which is would be like a big like blue button like this will um refund the whole order whereas if you click on say cancel um in this section here it just cancels that specific ticket so just to show you I’ll click on
Cancel this is a free ticket so there isn’t even a refund option um but if you want to say cancel a ticket without a refund um so for example if a person wanted to defer to next year you might want to cancel without a refund and give
Them just 100% discount code to register themselves for next year um this would be um a really handy way of doing that if your event for next year happens to be um set up um already or they want to you have multiple events on the platform
That you have access to you can use the change event option um so you just uh select your um other event um here as well and you can swap them over another query sorry um to go through as well that came in was um the uh way to take
On the day r registrations it will look slightly different for you the only addition would be the cycling Ireland um membership number that would be asked for and if you um say that they’re not a sing AR member then the the 20 um one day license fee for their insurance will
Be there as well and so again really handy just for onto day registrations to make sure that they’re covered by insurance if they are registered on the day um so yeah that would be done through orders and doors open mode um so it all you’d have to fill in is
Their first name last name their email address and um you’ll have to type in their carard details you have the option as well to um assign a race number um so again really handy just to do the the the two and the one um at the one time
Reports we’ve had big updates here um in the last while um just to show you when you go in you’ll see all your Live Events um just to click into one you’ll have your event summary this gives the breakdown of the ticket sales your Revenue the ticket type breakdown um
It’ll give you a day byday um overview of ticket sales um as well this is just a good kind of cat option your financial reports uh you can download that here it’ll show you all the different um transactions um IDs and everything that’s gone on through stripe and the
Biggest one is obviously your book and report so so this will uh download all your participant information so all the questions that are in the order form um that will all be pulled in here any additional purchases any fundraising Pages um that’s uh all brought in here and then
Optionally you can download your additional purchases report um separately uh then as well um perfect um apologies of that was really fast um the again any questions H feel free to to to reach out to us and but again there’s a wel to support um through the organizer Hub with uh screenshots videos
Um you know it’s more H visual as well similar to the um webinars um yeah and if you have any other suggestions in terms of any other support materials you’d like um definitely uh let us know and um yeah H thanks so much for spending the evening with us um Shen andon
Anything from from your side you’d like to go through before we finish up you Aron Jun I’m all good no yeah so like if you need any help or you know we’re we’re definitely here to help and get the events live as soon as we can and but
Like we do want to give um the power to the event organizers to go in and manage the event as much as possible they can we can go in and get it live and just have a once look over that’s what we’re our aim is to kind of get to get to that
Point where event organizers are going in and doing all of this themselves to the way they want it done you know so yeah thanks so much Dan yeah I’ve I’ve nothing else to add just to to Echo what Denise just said there you know at the end of the day
It’s your event you’re the event organizer we’re not mind readers so so we are very dependent on you to input the correct data or to send it across to to the events team if if you don’t have access to change it um in in my experience organizing
Cycling events the only way you really get used to the systems is just by getting straight in there and doing it yourself or you’re just going to be constantly dependent on national uh Federation to do it for you which is isn’t Fun for anyone um so yeah no
Thanks thanks lean for doing this tonight no water guys thanks so much for coming along with me um hopefully everyone found it useful and yeah like that we’re we’re here to help and if there’s anything you need um just let us know have a lovely evening thank you bye-bye