Events - Selling Tickets

Modified on Mon, 14 Apr at 4:53 PM

SELLING TICKETS

Once your activity proposal and budget have been approved, you can start advertising your event and selling tickets.

We recommend using eActivities/Union shop for ticket sales. If your event has external attendees, select the 'worldwide' option when creating the product which will then allow external attendees to purchase the tickets.

Alternative ticketing methods

eActivities should be used for most ticket sales for CSPs. Sometimes, however, eActivities isn't sufficient for the requirements of an event. In these cases, there is an option to use an external website, we can support your group with utilising Eventbrite. Please note the below criteria for using Eventbrite:

High attendance event
Significant risk of ticket over-selling, and/or tickets in particular categories (e.g. early bird) overselling.
Requirement for QR code tickets.
Any other reasonable request as assessed by the Activities team.

Note: External ticketing websites should not be used without express permission from the Union.

Eventbrite

Key information:

Eventbrite can produce QR code tickets.
Eventbrite charges fees – your CSP must cover these (whereas ICU covers fees for eActivities.)
An event budget must be submitted detailing ticket prices and must be updated if prices change.
The “Eventbrite Organiser” app can be used on any iOS or Android phone for ticket scanning on the night.
Your CSP must ensure that you have a clear refunds policy.
Your CSP must ensure that event information (date, time, location) is clearly stated on the page.

Process:

If you wish to proceed with using Eventbrite please contact the Activities team to arrange a meeting to go through how to use it effectively and legally.
Your committee won’t be able to adjust finance settings as this is restricted only to Union staff, but you will be able to download the payout report. This is required for ICU Finance to reconcile the payments from Eventbrite to ICU’s bank account, after the event is finished.
Download the payout report from the finance menu, under payouts.
The payout report needs to be submitted as additional documentation to an eActivities Banking Record. This can be done on eActivities, under Finance > Income > Banking Records.

FAQs

Can I use a different external ticketing website e.g. Ticket Tailor?

We are unable to approve the use of Ticket Tailor as our finance team have had issues in the past with the lack of detail on the financial reports it produces. Eventbrite is the only platform outside of eActivities which has been approved by the finance team in terms of the financial reports it produces.
If you would like to use an alternative ticketing website, please contact the activities team for advice.

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