Eventbrite

Advocis Events Are Moving to Eventbrite

Advocis is happy to announce that we are changing our event posting platform over to Eventbrite. This platform change will officially go live on May 15, 2020.

Eventbrite is a global event platform that will allow chapters to create and share events. From seminars to fundraising initiatives, U5A5’s, and regional joint ventures, Eventbrite is an excellent tool to showcase all Chapter events. It also offers you opportunities to provide more ticketing options including table sales, VIP tickets and use of discount codes.

Events posted on Eventbrite will feed directly to the Chapter Event Calendar on the Advocis Website.

How Chapters Will Be Supported During the Changeover

National will be supporting all chapters during this transition.

All chapter events that are already posted to the current event portal from May 2020 – December 2020, are being transferred over with their current information to Eventbrite. To prepare for this transition and avoid duplicate registrations, all registration links to events on the current portal from May 15th on, have been disabled. When the new platform launches, your events with new registration links will be automatically available from the Chapter Event Calendar.

To further assist with this transition, National will also post all new events for every chapter into Eventbrite from May 2020 until May 2021(process detailed below). We will also assist with the promotion of each event with up to three promotional emails per event. Please note that chapters will continue to have access to the event portal to send out non event-related email broadcasts to their members via Mailchimp (more details on Mailchimp to come soon).

Please note that Eventbrite is also a paid service that charges service fees on all tickets sold through their software. The preference is to not have registrants see these fees, so we recommend building the fees into the pricing of your events. Currently, Eventbrite charges 2.5% of the ticketed price + $0.59 as its service fee, as well as charging a 2.5% processing fee on each ticket.

To help ease you into this new process, we are absorbing these surcharges from Eventbrite for 2020. We believe this will give each chapter enough time to adjust their pricing for events.

Chapter Guide for Events

Moving forward, the process on how Chapters register their events will be changing To register an event Chapters will need to complete the Event Creation Template form. Once a Chapter has completed the form for an event, they will need to email it to events@advocis.ca.

The Eventbrite Creation Template form functions similarly to how the Event Portal does, by collecting the details of each chapter event, while also allowing you to customize your tickets (pricing and number of tickets available for sale) for each event.

Download the Event Creation Template.
Complete the forum with the details of your upcoming event.
Email the completed Event Creation Template form to events@advocis.ca
National will confirm receipt of your event request and will draft an Eventbrite page for your review.
Chapters must provide either a list of corrections to the Eventbrite page or approval.
National will publish your event on Eventbrite.
If you have any updates to your event after it has gone live, please email events@advocis.ca for assistance.

IMPORTANT: To ensure an easy transition over to Eventbrite all events from May 15, 2020, MUST be submitted via the Eventbrite Creation Template. If events are not submitted this way you will run the risk of your event being lost in the transition over to the new event platform.

Eventbrite Reporting

Eventbrite allows users to generate reports both prior to an event and post-event. Once an event goes live we will provide Chapters with a step-by-step guide on how they will be able to access these reports.

Some examples of reports that can be generated prior to an event include:

Seeing who has registered for an event
What kind of tickets for the event have been purchased (Member, Non-Member)
When and how often is an event page being viewed

Post-event reports include:

Event attendance vs no shows
Sales comparisons of ticket types
Promotional code usage

Eventbrite reports can easily be saved and stored, making it that much easier to cross analyze how events are performing against one another.

Working on a Virtual Joint Venture?

Chapters that are collaborating to plan virtual joint events will also find Eventbrite to be a very helpful tool for ticketed events. If you are interested in trying Eventbrite for a virtual joint event before its official launch on May 15, 2020, contact Greg at events@advocis.ca for more details.

Questions?

If you have any questions or concerns please don’t hesitate to contact us at events@advocis.ca.