Eventbrite

Using the functions and features in the University of Edinburgh Events account in Eventbrite will be familiar to you already, these have not changed. However, because we all share access to the same partner account with event organisers/teams across campus using it, we must manage access to some 'account level' features. The following outlines some of the differences to using your own local Eventbrite account and explains what this means and why it's different:  

1) "Contact" organiser emails not working

• When switched on, all organisers will receive all 'Contact the organiser' mailings to the University Eventbrite account. This means each organiser would need to triage the mailings to find any which are relevant to their event(s). The setting is currently switched off and a work around is in place.

• Work around: The University of Edinburgh Events account has been primed to automatically redirect 'Contact the organiser' mailings to the intended organiser for any upcoming events. If a new upcoming event is added in the evening (after 17:00) or over the weekend, the auto-redirect will be applied from 08:00 on the next working day.  

2) View on event listings too restricted:

• By default, everyone's view on event listings in the university of Edinburgh account would be unrestricted. Following the Data Protection Impact Assessment (DPIA) it was concluded that the view must be limited to events within the person's school / planning unit.  However, the only alternate option functionally in Eventbrite is to limit the view to specific events and the one's we create ourselves individually.   Consequence: Event organisers cannot collaborate (or apply resilience) to administer events across their school / planning unit unless they're individually given access to others' events. 

• Work around: Currently, on request, staff can be given access to other events (if authorised).
• Fix: If you have a shared email account which all staff in your event team have access to, sign in to the account and follow the onboarding steps provided to onboard it to the University of Edinburgh Events account in Eventbrite. This only needs to be done once and then each staff with access to the shared email account should setup new events via this account, rather than their own individual account. Note about shared email accounts. If you on-board with a shared email address for your event team you should make sure that only your events staff has access to it. It is you (and your teams) responsibility to manage access to the shared email account should staff leave the organisation. Consider, how you would prevent this person from still accessing the email account using the login and password which has been shared with them already? You should execute good practice policy of regularly resetting the password for your shared email accounts, this is all that's needed to help ensure that only authorised staff have access to it ongoing.  

3) No access to Collections

• Users may not have access to create or update collections.  This is consequence of issue 2 above and has been raised as a 'bug' to Eventbrite developers.  In the meantime, use the work around provided below.  
• Work around: Request new / update Collection 

 These are the basic steps needed to create a new event. Handy hints when creating a new event:

• ​​The option to create using AI can be useful if you're in a hurry but do not choose "Publish Now", until you've checked the details first. 
• Choose to "Preview your event" before you publish it.  This lets you see how it will look to prospective attendees
• Creating your event from scratch has the benefit of giving you deeper insight to the required details and you can quality check them as you go.
• Initially ticket currency defaults to US Dollars but you will be prompted to set the required currency when you save the event. The AI option lets you pre-adjust this in advance.

In this step you create tickets and ticket types for your events.

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It is worth checking your settings before publishing your event.

An order form is most helpful if you plan to sell tickets for your event but can also be useful even for free ticket events. 

Why might I need an order form?

An order form can be useful even for free events because it allows you to collect information from your attendees. Here's why you might want to set one up:

1. Gather contact details like names and email addresses, which are collected automatically.

2. Collect additional information with custom questions relevant to your event. E.g. dietary preferences or accessibility needs.

3. Use the information for future event planning, communication, or to understand your audience better.

An organiser profile page is a simple web page which helps prospective audiences follow and discover your events more easily. A profile has already been created for each college, school or support group staff who organise event listings with Eventbrite.

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Why should I use an Organiser Profile?

As well as the public facing Organiser webpage on Eventbrite for your prospective audiences, having your events linked with a specific organiser within a single partner account, means your events wont appear in other university event organiser listings. 

How do I use my Organiser Profile?

When you choose to publish your event, you have the option to select the "Organiser". Any event organiser within your college, school or support group can list their events in this organiser profile.  To your prospective audiences, only those events which are public will be listed on your organiser page. Important: If you need to curate a more niche listing of your events, you can add events in a collection. Refer to the section about "What's an event collection, how do I build one?"

I cannot find my Organiser Profile; how do I create one?

Organiser Profiles on the university partner account need to be approved. We will only create one organiser profile which will be shared by each College Office, School or Support Group. 

Nb. If you just need to curate a more niche listing of your events, you can add events in a collection. Refer to the section about "What's an event collection, how do I build one?"  

Create/Update your Organiser Profile

 When creating or sharing any content about your events publicly, ensure you follow University style guidelines at:

The University of Edinburgh Brand

An event collection allows you to grow your prospective audiences by curating a group of your events with similar themes.  You get a separate events page from your event listings in your Organiser Profile, allowing you more flexibility over styling & branding.  

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Can event planners in other areas add their events to my collection? No, when you create a collection, it must be linked with a single Organiser Profile.

Can I list my events in multiple collections?

Yes, if you have created multiple collections, you can add the same event in one or more of them.

Important Notice: ​​​ When creating or sharing any content about your events publicly, ensure you follow University style guidelines at:

The University of Edinburgh Brand

How do I get a new event collection (or update an existing one)? There is a known issue currently with Eventbrite which impacts your permission to access event collections.  Whilst this is in progress, you can use the form below to get your collection set up: Request New / Update Existing Collection

Share your events for discovery organically 

An Organiser Profile or Collection should be sufficient for promotion and discovery of your events through the Eventbrite public space. Events can also be shared directly from any published event listings. All published event pages feature a ‘Share event’ feature which generates sharable links that can be used on Facebook, Messenger, LinkedIn, X (Twitter) or posted out via Email.

This form of 'soft-push promotion' can be more effective than paid ads because they're targeted to audiences who more likely want to engage with you in the first place and helps extend reach through word of mouth. This is in contrast to paid ads through social media where the users often find ways to block them out, or they're placed in highly contested Ad space, so wont always boost reach or return on investment.

Marketing Tools Available

The following tools can be provided on request (see "Access to Eventbrite Marketing" in the next section). 

• Promotions: promo codes (event specific) can be used to discount sale tickets or access codes can be used to reveal hidden tickets. More about promo & access codes
• Email campaigns: access to this feature is managed on a request basis by service management to ensure mailing list/contact integrity. More about Eventbrite email campaigns
• Dotdigital is the chosen and supported tool for university email campaigns and is an established service with compliance already built-in. ​​​​​If you or your events team already use the Dotdigital email platform for marketing emails, then you should continue to use it.

About Dotdigital

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Marketing tools not currently available: 

The marketing tools below allow only a single social media account to be connected which would cause adverse impact on target audience integrity for all event organisers. This is by design of Eventbrite and cannot be changed:

• Share on Social or Paid Social Ads
• Eventbrite Ads
• Instagram Growth

Paid Ads Service: If you require paid ads for your events, Communications & Marketing may be able to help. Search "Media Buying" on the university SharePoint.

Eventbrite will payout to the university bank account after each event and the university cash office will transfer payment to your account.  Getting paid for tickets sold is easy, you just need to tell the cash office where to transfer your payment, via the app:

Eventbrite PayTo Records App   ​​​

Don't have access to the app?

Request Access  

Service Level Agreement: Allow up to ten days after the event end date for payment transfer:

• Up to three business days after the event end date - Eventbrite payout to university bank account
• University Cash Office are notified about due payments
• Up to five days after Eventbrite payout - University Cash Office transfers payment to your 'PayTo' account.
• As an event organiser with tickets on sale, you can see the paid status and payment due date for your event, via the app.

If the payment due date falls to a weekend, allow the next working day for payment transfer.

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Yes, you can set the payment method when you setup tickets for your event. These are referred to as 'Offline Orders' and Eventbrite provides instructions about how to setup your event to allow payment by cheque or invoice:

Allow Pay By Cheque or Invoice ​​​

Yes, you can allow your prospective audience to include a donation towards the cost of your event when they reserve their tickets. You allow this when you set up your tickets in Eventbrite. Please note, income from donation tickets is used to contribute towards the cost of the event, it should not be treated as philanthropic donations.

If you are interested in philanthropic donations as part of your event, please contact Lucy Buchanan, Supporter Engagement Manager, Development & Alumni at: 

lucy.buchanan@ed.ac.uk 

Donation tickets are chargeable by Eventbrite fee at 2% of the donation amount.  Donation payouts will be made to the university bank account and transferred to you but you must tell the cash office where to transfer payment for each event.  

Donation ticket types don’t have a set price, attendees choose how much they want to contribute towards the cost of your event.

See also, guidance about "How do I get paid for tickets sold?"

Information about how to setup your refund policy are provided by Eventbrite. You have the following policy options: 

• Up to 1 day before the event starts

• Up to 7 days before the event starts

• Up to 30 days before the event starts

• On a case-by-case basis

• No refunds

Set a refund policy | Eventbrite Help Center

This section is currently under development.  Estimate time to complete End June 2024.

University Data Protection Policy:

In your use of Eventbrite, ensure that you are compliant with University Data Protection Policy 

Data Protection Impact Assessment (DPIA): 

The DPIA for this service is currently in progress.

Data Request Resources:

To use contacts data for the target audiences below, you should seek to consult the relevant guidelines and process.

Eventbrite Data Processing Addendum (DPA) for Organisers:

The following DPA is incorporated into the Eventbrite Terms of Service, Privacy Policy and our agreement with Eventbrite.

Eventbrite's Data Processing Addendum  

Privacy Notices

You will find guidance about privacy along with a collection of example notices and templates, including for event registration, linked below.

Privacy Notices | Data Protection ​​​​

Governance and best practice: 

We have a collection of info resources covering Security, Data Protection & Privacy for online and hybrid events at:

Online & Digital Events

The testing phase is due to commence and our target for completion is currently End September 2024.