Help & FAQ

With Google:

1. Go to /register and click Continue with Google
2. Approve access. You're logged in immediately with your Google name and profile picture pre-filled

With email:

1. Go to /register
2. Enter a username (3–30 characters, letters and numbers only), email address, and password (minimum 8 characters)
3. Click Create Account
4. Check your inbox for a verification email and click the link to activate your account

Registration screening: FestEvental screens email addresses at registration and conducts ongoing monitoring of platform activity as part of our commitment to community safety. We reserve the right to decline or remove access at any time. If your registration is declined and you believe this is in error, contact us.

1. Go to /login
2. Enter your email and password, or click Continue with Google
3. Check Keep me signed in to stay logged in across browser sessions

Forgot your password? Click Forgot password? next to the password field. Enter your email address and a one-time login link will be sent to you. Click the link in the email to log in without a password. The link expires after one hour and can only be used once. This is a passwordless login, not a password reset. Once logged in you can set or change your password from Account if needed.

If you signed up via Google and want to also log in with a password, go to Account → Password and click Set a Password.

Go to Account in the top navigation to update your public-facing details:

• First & Last Name: shown to event organizers and on printed badges
• Username: your public handle; must be unique
• City, State, Country: optional location info
• Avatar: upload a profile photo (JPG or PNG)

Click Save Profile when done.

To change your password, scroll to the Password section, enter your current password, then enter and confirm the new one (minimum 8 characters).

The bell icon in the top navigation shows your unread notification count. Click it to see recent notifications. Click any to go to the relevant page. Click View all notifications to see your full history at /accounts/notifications.

You may receive notifications for:

• Order confirmations and refunds
• Waitlist offers
• Speaker assignment requests and responses
• Submission approval/rejection notices
• Data export ready alerts
• Venue link request approvals/rejections

If your account has been suspended by the platform team you will see an amber banner across the top of every page explaining the suspension, including the reason and end date if one was set. You will also receive an email notification.

While suspended:

• You can still log in and view your account, tickets, and order history
• You cannot purchase tickets or join waitlists
• Any events you own are temporarily suspended. Pages remain visible to the public but ticket sales are paused

Suspensions may be time-limited (lifted automatically when the end date passes) or indefinite. To appeal, contact support.

If your account is permanently banned you will be logged out immediately and will not be able to log back in. You will receive an email explaining the reason.

Any events you solely owned will have been cancelled and your attendees automatically refunded. If you believe the ban was made in error, contact support to appeal.

Go to Account → Privacy & Data to manage your personal data.

Requesting a data export:

1. Click Request Data Export
2. You'll receive a notification and email when it's ready (usually within minutes)
3. Click Download to save a JSON file of all your personal data
4. Downloads expire after 24 hours. Download promptly

Deleting your account:

Account deletion is permanent and anonymizes all your personal data. Your orders are retained for financial compliance records.

1. Click Delete My Account
2. Enter your password to confirm
3. Click Confirm Deletion

You'll be logged out and your data will be queued for anonymization by the platform team.

• Home page (/): featured and upcoming events in the main grid
• Events page (/events): full browse with search and filters

Click any event card to open the event detail page, which shows the title, date, location, description, schedule, ticket types, speakers, venue, vendors, and any age rating.

When viewing an event's schedule, click the bookmark icon next to any presentation to save it to your personal schedule. Click again to remove it.

Your saved presentations are accessible at Account → My Schedule (/account/schedule), grouped by event and sorted by time.

To export to your calendar, click Export to Calendar on the schedule page. A .ics file downloads that works with Apple Calendar, Google Calendar, Outlook, and any iCal-compatible app.

Voting on presentations: If the organizer has enabled voting, a thumbs-up button appears next to each presentation. Click it to cast your vote; click again to remove it.

Submitting feedback after attending:

1. Go to the public event page after the event
2. Find the presentation in the schedule and click Rate this presentation
3. Select 1–5 stars and optionally add a written comment
4. Click Submit Feedback

You can submit one rating per presentation. You can edit it by clicking Update Feedback before the organizer closes feedback collection.

Some events invite the community to get involved before the schedule is set. There are two ways to participate:

Community Ideas

Permissions Req'd: Logged In · Ticket Holder (or accepted speaker)

If the organizer has enabled Community Ideas, a Community Ideas box appears on the event page. You must have a valid ticket (or be an accepted speaker) to submit one.

1. Enter a title and optional description of a topic you'd like to see covered
2. Click Suggest a Topic

Your idea goes to the event team for review. They may use it to shape the program or add it to the schedule.

Proposals: Apply to Present

Permissions Req'd: Logged In · Speaker profile (we'll create one for you if you don't have one)

If the organizer is accepting proposals, a Submit a Proposal box appears on the event page. Any signed-in user can apply. No ticket required.

1. Enter your presentation title and an optional description
2. Click Submit Proposal

Your proposal goes through a two-step review: the topic is evaluated first, then, if the topic is approved, the organizers will vet you as a speaker. You'll receive a notification with the outcome either way.

If you don't have a speaker profile yet, one will be created automatically when you submit. You'll be directed to fill it out. A complete profile significantly improves your chances of being accepted.

1. On the event page, select the ticket you want
2. Click Get Tickets or Buy Now
3. On the checkout page, review your order
4. For 18+ or 21+ events: check the age confirmation checkbox before proceeding
5. Enter your card details (Stripe handles payment securely)
6. Click Complete Purchase

You'll be redirected to the confirmation page and receive an email receipt.

Free tickets: Same process. No card details required. Click Claim Tickets to complete.

1. On the checkout page, find the Promo Code field
2. Enter your code and click Apply
3. The discount is shown immediately (percentage or fixed amount)
4. To remove the code, click Remove

If the code is invalid or expired, you'll see an error inline.

If a ticket type shows Sold Out with a Join Waitlist button:

1. Click Join Waitlist and confirm. You're added to the queue
2. If a spot opens up, you'll receive an email with a time-limited checkout link
3. Click the link and complete checkout before the offer expires

To leave a waitlist, go to Account → My Tickets and click Leave Waitlist next to the relevant entry.

Some ticket types are invite-only. If you've been invited:

1. Check your email for an invite link
2. Click the link. You must be logged in to the account that matches the invite email
3. You'll land directly on the checkout page for that ticket type

If you're logged into the wrong account, you'll see a "Wrong account" message. Log out and log back in with the correct account.

Go to Account → My Tickets (/accounts/tickets). Use the filter tabs to view:

• All: every ticket
• Valid: active tickets you can use to attend
• Used: tickets you've checked in with
• Refunded: refunded tickets

Each ticket shows: event, ticket type, date, a partial ticket code, and status.

Filter by event: From your dashboard's Attending section, click an event name to jump to /accounts/tickets?event=slug, showing only tickets for that event. A filter banner appears at the top with a link to clear the filter and see all tickets.

Day-specific tickets: if your ticket is for a single day (e.g., Saturday only), it can only be scanned during that day's check-in window. Attempting to scan it on a different day will be declined at the door.

You can assign a ticket you've purchased to another person (for example, if you bought on behalf of a colleague).

1. On your ticket, click Assign to Attendee
2. Fill in the attendee's details: Full Name (required), Email, Phone, Company, Pronouns (all optional except name)
3. Click Save Assignment

To reassign to a different person, click the assign button again and update the details. To remove the assignment entirely, click Clear Assignment.

The assigned name appears at check-in and on printed badges.

Cutoff time: Each event has an assignment cutoff, typically a few hours before the event starts. After that point, changes are locked. If you need to update an assignment on the day of the event, contact the event organizer directly as they may be able to assist at the door.

If an organizer has created a speaker profile for you, you'll receive an email with a claim link. Following it connects the profile to your account.

Alternatively:

1. Go to Account → Speaking
2. If unclaimed profiles are linked to your email, you'll see a Merge prompt
3. Click Claim Profile to link it

Go to Account → Speaking to see all events where you're listed as a speaker, grouped by event. Each entry shows the presentation title, status (pending / confirmed / declined), event date, and location.

When an organizer assigns you to a presentation, you receive an email with two links:

• Confirm: accept the assignment
• Decline: decline (you can add a reason)

You can click these links without logging in. The tokens in the links handle authentication for this specific action. Once you respond, the organizer is notified.

1. Go to Account → Speaking
2. Find the event and click Availability
3. For each day of the event, add one or more time blocks when you are available, for example "9:00 AM – 12:00 PM" and "2:00 PM – 5:00 PM" on the same day
4. Click Save

You can add multiple blocks per day to reflect breaks, travel, or other commitments. The organizer sees your availability windows when scheduling presentations and will aim to place you within a block you've marked as free.

Your speaker profile (headshot and bio) is shared across all events where you're listed as a speaker.

Updating your headshot:

1. Go to Account → Speaking
2. In your speaker profile section, click Upload Headshot
3. Choose a photo (square format recommended)
4. Save. It appears on public schedules

Adding resource links to your presentations:

Once you've been assigned to a presentation you can add a link to your slides, GitHub repo, or other resources at any time, before or after the event.

1. Go to Account → Speaking and find the presentation
2. Click the slides icon (yellow) to add a resource link. Enter a URL and a label (e.g. "View Slides", "GitHub Repo") and save
3. Click the camera icon (blue) to add a recording URL (e.g. YouTube). A "Watch Recording" button appears on the public schedule once set

Go to /organiser or click Organiser Panel in the top navigation, then click Create Event. Work through the 5-step wizard:

1. Event type and features (Conference, Festival, etc.)
2. Sales model: choose between online ticket sales (default), door sales (listing fee required), or apply for a free listing
3. Title, description, images, and organization
4. Venue (search, manual entry, or mark as virtual)
5. First day (date and optional label, or skip for now)

Your event is created in Draft status. It won't appear publicly until you publish it.

Virtual + door sales: Virtual events cannot use door sales because there is no physical door. If you selected door sales in step 2 and then mark your event as virtual in step 4, a dialog will ask you to confirm switching to ticket sales before continuing.

Go to Organiser Panel → your event → Edit (/organiser/events/:slug/edit).

Key fields:

• Title, Subtitle, Description (supports markdown)
• Start / End Date & Time and Timezone
• Location: address or venue name (free text)
• Virtual Event: toggle your event between physical and virtual. When virtual is on, the venue fields are hidden and attendees see a virtual access link instead of a physical location. When virtual is off, a Manage Venue shortcut appears to quickly access your venue settings.
• Capacity: leave blank for unlimited

Virtual + door sales: If your event is on the door sales model, you must switch to ticket sales before enabling the virtual toggle. A confirmation dialog will walk you through this.

• Age Rating: All Ages / 18+ / 21+. For age-restricted events, attendees see a warning banner and must confirm at checkout.

Listing visibility:

The List in Public Browse & Search toggle (in the Settings section of Event Edit) controls whether your event appears in the public browse and search results.

• Checked (default): event appears publicly in browse, search, and the homepage grid once published
• Unchecked: event is published and fully functional (ticket sales, schedule, etc.) but only accessible via direct link; it will not appear anywhere in browse or search

Use the unlisted option for private events, invite-only gatherings, or events where you want to control exactly who attends by sharing the link directly.

Publishing:

Click Publish in the top bar to go live. A readiness checklist appears and must be fully green before the event can be published. The following are required:

• At least one visible ticket type
• Event dates set
• An event description
• A venue set (not required for virtual events)
• A refund policy

If your event is unlisted, the confirmation dialog will remind you that it won't appear in browse or search and will only be accessible by direct link.

Events can be auto-unpublished if a requirement is no longer met after publishing (for example, all visible tickets are removed, the venue is removed or changed, or the description is cleared). You'll see a warning when this happens.

To take it offline temporarily, click Unpublish in the top bar.

Concluding:

After the event runs, click Mark as Concluded. The event stays publicly visible as a past event. Click Reopen if needed.

When an event concludes (manually or automatically 48 hours after the last day ends) the following happen immediately:

• All ticket sales are paused
• Open waitlist entries are expired
• Pending unpaid orders are cancelled
• Ticket returns are disabled
• Your invoice is generated

You'll receive a notification when auto-conclude runs.

Go to Organiser Panel → your event → Team.

Adding a member: Search by email (they must have a FestEvental account), select a role, and click Add.

Roles:

Permissions by role:

✓ = full access | vote = view + score only | blank = no access

Removing a member: Click Remove next to their name. Access is revoked immediately.

Changing a role: Use the role dropdown on the member's row. It updates immediately.

If your event is genuinely free and open to all (no tickets, no cost, no hidden fees) you can request a Free to the Public listing. Approved events can be published without adding tickets, and no platform fees apply.

How to request:

On your event overview (/organiser/events/:slug), find the Sales Model section and click Request Free Listing. Your event description must be complete and accurate. Placeholder or incomplete listings (e.g. "TBD") will be rejected.

What happens next:

Your request enters a review queue. An admin will review your event and either approve or reject it.

• Approved: You can now publish without adding tickets or a refund policy.
• Rejected: You'll see the reason on your event edit page.

Appealing a rejection:

If you believe the rejection was incorrect or you've addressed the issue, you have one opportunity to appeal. Click Appeal on the event edit page, explain what has changed or why you disagree with the decision, and submit.

This is a final decision. The appeal cannot be cancelled once submitted, and no further appeals are accepted after this point.

• Appeal approved: Your event is approved for a free listing.
• Appeal rejected: The decision is final. You'll see both the original and appeal rejection reasons on your event edit page.

Cancelling a request:

You can cancel a pending request at any time by clicking Cancel next to the pending status. This withdraws the request entirely. You can submit a new request later if needed.

The schedule is organized as Days → Areas → Presentations.

Adding days: Click Add Day, pick a date, add an optional label (e.g. "Day 1: Workshops"), and choose a day type:

• Public: a standard event day visible to attendees
• Load-in / Load-out: setup and teardown days, not visible to the public
• Operational: internal days for staff coordination

Save. Repeat for each day.

Adding areas: Within a day, click Add Area and enter the space name (e.g. "Main Stage", "Workshop Room A"). Optionally add Room Capabilities: tags like Projector, Microphone / PA System, Live Streaming, Whiteboard, etc. These help your team match presentations to the right space.

Adding presentations: Within an area, click Add Presentation and fill in:

• Title (required), description, type (Talk / Workshop / Panel / Keynote / etc.)
• Start time / End time
• Technical Notes and Speaker Scheduling Notes (organizer-only)
• Featured toggle: highlighted on the public event page
• Resource URL and Recording URL

Conflict detection: if you try to schedule two presentations in the same area at overlapping times, you'll see an error.

Assigning speakers to a presentation: Click the person icon next to any presentation (beside the pencil button). A speaker assignment panel opens. Filter your event roster by name or email, select a speaker, choose their role, and click Add. Only speakers already on your event roster appear here; add them first via the Speakers tab.

Scheduling approved ideas: If you use Brainstorm, Community Ideas, or Proposals, any approved idea becomes an unscheduled presentation. These appear in the Unscheduled staging queue at the top of the schedule page. Click Schedule on any item, pick a day, area, and start/end time, and save. It's placed in the schedule instantly.

Grid view: Click Grid View to switch to a drag-and-drop time grid. Drag presentations to new slots (snaps to 15-minute intervals). Drag from the Unscheduled sidebar to place new presentations. Changes are saved automatically.

Go to Organiser Panel → your event → Speakers.

Speaker management is a two-step process: first build your event roster, then assign rostered speakers to individual presentations in the schedule editor.

Step 1: Building your event roster:

Type an email address into the Add Speaker search box. As you type, matching profiles appear:

• If a matching profile is found, click Add to Event to add them to your roster.
• If no match is found, click Not listed? Create new speaker, enter their name (required) and email, and click Create & Add. A profile is created and linked to your event.

If the email matches a FestEvental user account, their platform profile is linked automatically (including name and photo).

Step 2: Assigning to presentations:

From the schedule editor, click the person icon next to any presentation (beside the pencil/edit button). A speaker assignment panel opens. Type to filter your event roster, select a speaker, choose their role, and click Add. Assigned speakers receive a Confirm / Decline email automatically.

Only speakers on your event roster can be assigned to presentations. Add them to the roster first via the Speakers tab.

Speaker profile: Click any speaker card on the Speakers tab to expand it. You can edit their name, bio, and the organizer-only Logistics section (travel notes, hotel, dietary requirements, t-shirt size).

Tracking responses: Presentation assignments show a status badge: Pending (amber), Confirmed (green), or Declined (red).

Availability: Click the Availability indicator on a speaker's card to see which days they're available.

Emailing all speakers: Use the Email Speakers tab to send a personalized bulk email. Use tokens {{SPEAKER_NAME}} and {{SPEAKER_SCHEDULE}} in your template. Each speaker gets an individually personalized version.

Go to Organiser Panel → your event → Tickets.

Creating a ticket: Click Add Pass (full event) or Add Ticket (per day). Fill in:

• Name (required), description, price (or check Free)
• Total quantity: leave blank for unlimited
• Status: Active (on sale) or Inactive (hidden)
• Visibility: Public (everyone), Hidden/invite-only (invited users only), or Internal (staff/comps)
• Early Bird: discounted price with an end date; switches to standard price automatically when the date passes
• Enable Waitlist: when sold out, a waitlist join button appears

Promo codes: Scroll to Promo Codes → Add Code. Set a code text, discount type (percentage or fixed), usage limit, and optional expiry date.

Invite management (hidden/internal tickets): Click the envelope icon on a ticket type row, enter the recipient's email and quantity, and click Send Invite. The recipient receives a unique link. You can Resend any pending invite.

Waitlist queue: Click the hourglass icon on a sold-out ticket type to see the queue. Click Notify Next to send a time-limited checkout offer to the next person in line.

Your event has three independent intake features, each controlled separately in Event Edit → Brainstorm, Ideas & Proposals. All three share a single optional auto-close date. When that date passes, all enabled features close automatically.

Brainstorm (staff only)

A private ideation space for your event team. Staff submit ideas, discuss them in threaded comments, and vote on what to develop into presentations. Only team members can see this tab.

Enable Brainstorm in Event Edit to activate it.

Community Ideas

Lets ticketed attendees and accepted speakers suggest topics from your public event page. Their suggestions appear in your Brainstorm tab under the Community Ideas filter.

Enable Community Ideas in Event Edit. Attendees with a valid ticket will see the suggestion form on the event page.

• Approve a Community Idea → converts it to an unscheduled presentation in the schedule editor
• Reject with an optional note

Proposals: accept speaker applications

Lets anyone apply to present at your event. Proposal review is a two-step process:

1. Topic review: the topic is reviewed blind (speaker identity hidden). If approved, step 2 is triggered.
2. Speaker vetting: you review the applicant's speaker profile. If approved, they are added to your event's speaker roster and a presentation is automatically created and linked to them.

If either step is rejected, the entire proposal is rejected. There is no partial approval.

Enable Accept Proposals in Event Edit.

Committee Review (optional, Proposals only): Add reviewers from the Reviewers panel in the Brainstorm tab. Reviewers score proposals 1–5 stars with optional notes; aggregate scores appear on each card. Enable Blind Review to hide the submitter's name from reviewers during topic review.

Brainstorm tab filters

Use the filter row to view by type: Brainstorm (staff ideas) | Community Ideas | Proposals, plus status filters (Pending / Approved / Rejected).

Editing pending ideas (Event Manager+)

Event owners and managers can edit the title and description of any pending idea using the pencil icon on the card. Editing is blocked once an idea is approved or rejected.

From approval to the schedule

When you approve a Brainstorm idea, Community Idea, or Proposal topic, it becomes an unscheduled presentation. It then appears in the Unscheduled staging queue at the top of your schedule page. From there, select a day, area, and start/end time to place it. The presentation is created in the schedule automatically.

Go to Organiser Panel → your event → Attendees.

Use the filter tabs (All / Valid / Checked In / Refunded). The header shows "X checked in / Y valid / Z total". A progress bar at the bottom shows the overall check-in percentage.

Click Export CSV to download a spreadsheet with all attendee data including check-in status.

To print an individual badge, click the printer icon on any attendee's row. A single-badge print view opens in a new tab.

The scanner is available in two places and both work identically:

• Web: Go to Organiser Panel → your event → Scanner on any device with a camera
• Mobile app: Open the Door Staff app and sign in with your FestEvental account

Age verification: For 18+ events, an orange banner reads "18+ EVENT: ID CHECK REQUIRED". For 21+ events, a red banner. Check photo ID before scanning.

Camera scanning: Click (or tap) Start Camera, point a ticket QR code at the camera. It reads automatically.

Manual entry: If a QR code won't scan, ask for the ticket code and type it into the Manual Entry field.

The right panel shows a running log of all scans this session. The session count increments with each successful first check-in.

Check-in windows:

The scanner enforces date and time boundaries for every ticket. Scanning opens 1 hour before the day's start time and closes at the day's end time (based on the event's schedule and venue timezone).

• Day-specific tickets (e.g., a Saturday-only pass): only valid during that day's check-in window. Scanning on the wrong day will be blocked with a clear message.
• Multi-day / weekend passes: valid throughout the full event, from doors opening on the first day to closing time on the last.
• Event team members (anyone on your event team or personnel list): can be checked in on any day type, including Load-in, Load-out, and Operational days. Public attendees are restricted to Public days only.

If a ticket is blocked due to date or time, the red overlay will show the specific reason. No check-in is recorded. The possible messages are:

• "Check-in for this event hasn't opened yet." Scanning before doors open.
• "This ticket is valid for [Day] only." Day-specific ticket scanned on the wrong day.
• "This event has ended. Check-in is no longer available." Scanning after the last day's closing time.
• "This event has concluded. Check-in is no longer available." The event has been marked as concluded, either by the organizer or automatically 48 hours after the last day.

Re-entry policies (set per ticket type):

• Free re-entry: green on re-scan; attendee may come and go freely
• No re-entry: green on first scan with a reminder to advise the attendee they cannot re-enter; red error on any subsequent scan
• Wristband: shows the wristband color instruction on first scan; re-entry is then managed by wristband visually
• Stamp: indicates a hand stamp should be applied on first entry; re-entry managed by stamp check
• Badge: indicates the ticket holder's badge should be marked on first entry; re-entry managed by badge check

Go to Organiser Panel → your event → Orders to see all orders: buyer, items, amount, status, and date.

Refunding an order:

1. Click the order to open it
2. Click Refund and confirm
3. Buyer receives a confirmation email; all tickets on the order become Refunded status

For paid orders, the refund is processed through Stripe. For free orders, the tickets are simply cancelled and returned to the available pool. No payment processing involved.

Stripe's refund window applies. Refunds on older charges may not be possible regardless of event policy. If a refund fails due to age, contact the event organizer directly.

Cancelling a pending order: Open the order, click Cancel Order, confirm. Reserved ticket slots are released back into the pool.

Orders CSV export: Available from the Reports page.

Coordinators can send direct messages to individual team members (personnel) from the event Team tab.

Sending a message (coordinator):

1. Go to Organiser Panel → your event → Team
2. Find the team member and click the message icon on their row
3. Type your message and click Send

The team member receives an in-app notification and the message appears in their inbox.

Viewing replies:

The Team tab shows an unread badge on any member who has sent you an unread reply. Click the message icon to open the thread.

For team members (receiving messages):

1. Click the bell icon and follow the notification, or go to Account → Messages (/accounts/messages)
2. Your inbox shows all message threads grouped by event
3. Click a thread to read and reply

Guest team members (added without a platform account) receive messages by email only. They cannot reply through the platform inbox.

Go to Organiser Panel → your event → Venue.

Linking a registered venue:

1. Search for a venue by name
2. Click Send Link Request
3. The venue manager receives a notification to approve or reject

Once approved, the venue info block appears on your public event page and a messaging channel opens between you and the venue team.

Writing in a venue manually:

If the venue isn't registered on the platform, switch to Manual Entry and type the venue name and address directly. No approval is required. The info appears on your event page immediately.

To upgrade a write-in to a registered venue later, just switch back to Search mode, select the venue, and save. The write-in is replaced and a link request is sent automatically.

Messaging the venue: Once a registered venue is linked and approved, a messaging panel appears with channel tabs based on venue staff roles (General, Catering, A/V, etc.). Type in the appropriate channel. Messages are visible to the relevant parties. Messaging is not available for manually written-in venues.

Go to Organiser Panel → your event → Vendors.

Adding vendors:

1. Search for a vendor by name. Fuzzy matching suggests existing platform vendors
2. Click a suggestion to link them, or use Write-in vendor if they're not in the system yet
3. Optionally assign an area and location/booth when adding or editing a vendor

Vendor areas: Click Manage Areas to define floor, hall, or section groupings (e.g. "Main Hall", "Food Court"). You can set a display order and upload a map image per area. Vendors assigned to an area appear grouped on the public event page under that area heading, with the map shown above them.

Location / Booth: When adding or editing a vendor, enter a specific position within their area (e.g. "Row 3, Booth 12"). This appears on the vendor's public card and in your vendor CSV export.

Approving catalog items: When a vendor is linked, their catalog items appear for your review. Click Approve to include an item on your event's public vendor section, or Reject to exclude it. Approved items appear in the vendor's card on your event page.

Vendor export: Go to Reports → Vendors to download a CSV with name, type, area, location, contact info, and item counts.

Go to Organiser Panel → your event → Sponsors.

Adding a sponsor: Click Add Sponsor and fill in: Name (required), Tier (Presenting / Gold / Silver / Bronze / Supporter), Website URL, Description, and Logo.

Reordering: Drag sponsor rows to reorder within their tier. The order is reflected on the public event page.

Edit or remove: Click Edit to update any field, or Delete (with confirmation) to remove.

Go to Organiser Panel → your event → Reports.

The top row shows: Tickets Issued, Gross Revenue, Platform Fee, Check-in Rate, and Submissions count.

Charts show: Sales & Returns over time, Revenue & Platform Fee over time, and a Tickets by Type doughnut chart.

Download options:

All exports are CSV files compatible with Excel, Google Sheets, and Numbers.

Go to Organiser Panel → your event → Badges (visible to owner, manager, and staff).

Configuring badge size: Select a preset:

• Avery 5392 (default): 3.375" × 2.33", 8 per page
• Avery 74549: 4" × 3", 6 per page
• Avery 5160: 2.63" × 1", 30 per page
• Custom: enter your own width and height in inches

Printing all badges: Click Print All Badges. A new tab opens with the full layout. Click Print / Save as PDF in the top bar.

Single badge: From the Attendees page, click the printer icon on any attendee row.

Each badge shows: event name, attendee name, pronouns, company, ticket type, and a QR code.

Invoices are generated after your event concludes. Go to Organiser Panel → your event → Invoice to view it.

The invoice shows: invoice number, platform details, line items (ticket counts and platform commission per type), and the total due.

What you owe: Platform fees for paid tickets are collected automatically through Stripe at the time of sale. Those line items are marked Collected and don't require any action. The outstanding balance, if any, covers fees for free tickets.

Paying online: If you have a balance due, a card payment form appears directly on the invoice page. Enter your card details and click Pay. Payment is processed immediately via Stripe and the invoice updates to Paid automatically.

Use the Promote tab on your event to get ready-to-post copy for X/Twitter, LinkedIn, Facebook, Instagram, and WhatsApp.

1. Go to Organiser Panel → your event → Promote
2. Review or edit the pre-filled copy for each platform
3. Click Copy to copy the text, then use the platform button to open the site and paste

Both email types are enabled by default for new events. Configure them in Event Edit under the Emails section.

• Pre-event reminder: Ticket holders on paid orders receive a reminder X days before the event. Set the number of days (default is 3). The email includes your event title, dates, and venue address (or virtual link for online events).
• Post-event follow-up: Attendees who checked in at your event receive a thank-you email after the event ends. Attendees who held tickets but never checked in are not emailed.

Both email types have an optional subject and body. If you leave the subject blank, the platform generates a default (e.g., "Reminder: [Event Name] is coming up!"). The body is also optional and can be left empty.

To preview either email, expand its section and click the Preview link below the body field. This opens a new tab showing exactly what attendees will receive.

To disable either email, toggle it off and save.

Virtual events are online-only events with no physical venue. When creating or editing an event, toggle the virtual setting to switch between physical and virtual.

What changes for virtual events:

• The venue/location fields are hidden. Instead, you can set a virtual access URL that attendees see on the event page
• Your event appears in the Online browse filter as well as the main event listings
• The publishing checklist does not require a venue for virtual events
• The Switch to Door Sales button is disabled on the event overview (door sales requires a physical location)

Switching between virtual and physical:

You can switch at any time before or after publishing.

• Physical to virtual: If your event has an approved venue link, that link is preserved but hidden while virtual is active
• Virtual to physical: If no venue is set, the event may be auto-unpublished since a venue is required for physical events to be published

Door sales conflict: Virtual events cannot use the door sales model. If your event is on door sales and you want to go virtual, you'll be prompted to switch to ticket sales first.

In some cases the platform team may reclassify your event to the door sales model. When this happens:

• Your event is moved to the door sales model and unpublished until the listing fee is paid
• A red notice appears on your event overview explaining the reclassification, along with the reason provided by the team
• You cannot switch back to ticket sales yourself while the requirement is active. The Go back to ticket sales option is removed

Paying the listing fee:

The listing fee works the same as a standard door sales fee. Pay via the event overview to republish your event.

If the requirement is cancelled:

The platform team can cancel the door sales requirement at any time. When this happens:

• Any unpaid listing fee invoice is voided
• Your event reverts to ticket sales
• You receive an in-app notification and an email confirming the cancellation
• You can then publish your event normally

If you believe a reclassification was made in error, contact us.

Organizations let you group multiple events under a shared brand (e.g. a conference series, festival company, or venue group).

1. Go to Organiser Panel → Organisations (/accounts/organisations)
2. Click Create Organisation
3. Fill in: Name (required), Slug (auto-generated), Description, Website URL, and Logo
4. Click Save

You become the org_admin of the new organization. When creating an event, you can associate it with an organization you manage. The org's name and logo appear on the event page.

Open your organization's edit page from the organizations list.

Adding a member:

1. Go to the Members section
2. Search by email and select the user
3. Assign a role:
   • Org Admin: full org access; automatically added as Manager on all org events (existing and future)
   • Org Staff: automatically added as Staff on all org events (existing and future)
4. Click Add

Removing a member: Click Remove next to the member. They lose org membership and are immediately removed from all events under the organization.

As an org admin, you can transfer ownership to any current organization member.

1. Go to your organization's edit page (/accounts/organisations/:slug/edit)
2. Scroll to the Transfer Ownership panel
3. Select the new owner from the dropdown (must already be an org member)
4. Click Transfer and confirm

The new owner receives org_admin rights immediately. You are removed from the organization. Stripe is automatically disconnected. The new owner must reconnect at /organiser/stripe/connect.

If you manage a physical or virtual venue, you can apply to have it listed on the platform. Listing is free. We just make sure every venue is a legitimate company or space before it appears publicly. Approval is not automatic. Every submission goes through manual verification, and we hold venues to a high standard.

Before you apply, make sure:

• Your first and last name are on your account profile. We need this to verify your application. You will be redirected to your profile to complete it if they are missing.
• Your address is accurate. We will look it up on a map and it must match exactly.
• Your phone number is your public-facing venue or company line. Not a personal cell, not a number that goes to voicemail or a call center. We must be able to call, ask for you by name, and be connected immediately without a callback or transfer offsite.
• You are reachable. We may call to verify your application during normal business hours at any point in the review process.

To apply:

1. Go to /venues/submit
2. Fill in: Name (required), Venue type, Address, Capacity, Description, Website, and Logo/photos
3. Submit. You'll receive a notification when your application is approved or rejected.

Incomplete or unverifiable submissions will be declined. If your application is rejected, the notification will include the reason.

Once your venue is approved, access your dashboard at /accounts/venues.

• Select your venue from the dropdown if you manage multiple
• See all events currently linked to your venue
• View pending link requests from event organizers

Approving/rejecting link requests: Find the pending request, click Approve or Reject. Approved links add the venue info block to the organizer's event page. Rejected requests notify the organizer.

Viewing event details: Click any approved event to see the schedule (read-only), speaker list, and organizer contact information.

Messaging the event organizer: From the event detail view, use the Messaging panel. Select the channel tab for your role (General, or your specific role), type, and send.

As a venue manager, you control who has access to your venue dashboard.

Adding a staff member:

1. Go to your venue dashboard and click Manage Team
2. Enter the staff member's email
3. Select their role:
   • Manager: full dashboard access; can approve/reject events, manage team, see all channels
   • Catering: General + catering channel
   • A/V: General + A/V channel
   • Merchandise: General + merchandise channel
   • Security: General + security channel
   • Other: General channel only
4. Click Add. They receive a notification

Removing a staff member: Click Remove next to their name. Access is revoked immediately.

As non-manager venue staff: You can view the schedule for linked events and access your role's messaging channel and the General channel. You cannot approve/reject event links or manage the team.

1. Go to /accounts/vendors/create
2. Fill in: Name (required), Slug (auto-generated), Description, Category (food & drink / merchandise / services / other), Logo, and Contact details
3. Click Save

Your vendor profile is publicly visible at /vendors/:slug.

Your catalog is a list of items/offerings that organizers see when linking you to their event.

Go to your vendor dashboard → Catalog (/accounts/vendors/:slug/catalog).

Adding an item: Click Add Item, enter name, description, price (or free), category, and optional image, then save.

Editing / removing items: Click Edit or Delete on any catalog item. Items that have been approved for an event cannot be deleted while that approval is active.

Tip: name items at the group level, not the variant level.

Organizers approve catalog items one by one, so the more granular your list, the more work you create for everyone. Aim for names that describe a category of offering rather than a specific product.

Instead of listing Blueberry Bat and Strawberry Bat as separate items (both Plushies), use a single entry: Stuffed Bats (Plushies). Instead of Sterling Skull Ring and Copper Skull Ring, use Skull Rings (Jewelry). Bring the variants to the event in a box. The catalog just needs to tell the organizer what kind of thing you sell.

A good rule of thumb: if two items would sit in the same spot on a shelf, they probably belong as one catalog entry.

When an organizer links your vendor profile to their event, it appears in your bookings list at /accounts/vendors/:slug/bookings.

Each entry shows the event name, date, your assigned area and location/booth (if the organizer has set them), and the status of your catalog items (pending approval / approved / rejected).

Once approved, your vendor card and approved items appear on the event's public page.