Eventbrite FAQs

The University partner account in Eventbrite is provided for University of Edinburgh staff whose job is to plan and promote events on behalf of their Institute, College, School, or Support Group. If you already have a shared University email account for your events team, you might choose to onboard it to the University's Eventbrite account.  Consult your event team colleagues before you do this and when the process is complete so they have the necessary details.

Before submitting a request to access University Events in Eventbrite, it is your responsibility to ensure that you are authorised to publish events through Eventbrite on behalf of your Institute, College, School or Support Group. There may already be an established governance and events team for your area. Please check first. Refer to our "Eventbrite User Lookup Directory" to see other event organisers in your area:

View the User Directory

Personal (non-ed.ac.uk) email accounts are not allowed to be onboarded to the University of Edinburgh Events account in Eventbrite.

If you are eligible, you can request access to join the University partner account in Eventbrite and a user profile will be created for you. You will be invited to join by email.

Important: When you receive your email invite, ensure you read our 'Steps to Join the University Eventbrite Account', linked below:

Get Access to the University Eventbrite Account 

Steps to Join the University Eventbrite Account 

You'll already be familiar with the functions and features in the University of Edinburgh Events account - these have not changed. However, because event organisers and teams across campus all share access to the same partner account, we must manage access to some 'Account level' features. The following list outlines some of the differences to using your own local Eventbrite account:  

Use your University email address 

Individual event organisers can use their own work sign-in email address (your.uun@ed.ac.uk) to onboard to the University of Edinburgh Events account in Eventbrite. If you onboard with a shared email address, make sure that only your events team has access to it. It is your (and your team's) responsibility to manage use and access, especially if staff leave the organisation. How do you prevent this person from accessing the account given that the login and password has been shared with them already? Regularly re-set the password. This is all that's needed to ensure that only authorised staff have access.  

Organiser Profile Page 

This helps the organiser list their events. If the event(s) are made public then these will be discoverable in the Eventbrite public space.  Prospective attendees can follow or engage with you via email or social media.

Internally, this is combined with a corresponding role which helps keep your event listings separate from other organisers using the account. This helps the flow of communications about your specific events.

Events Collection Page 

Each Organiser/Team can create their own, or use the generic ones in The University of Edinburgh Events organiser. Compared with the organiser profile page, this allows for a more niche curation of events based on theme. It also allows more flexibility of design and presentation.

Unfortunately, Eventbrite doesn't have any migration tools. However, you can inform your followers of the change via your existing Eventbrite account, as well as through other prospective follower outlets.

If you have an existing Eventbrite account, create an Event in it which serves as a post to advertise your new Event Organiser page or Event Collection. Put your details in the following pages:

• 'Organiser Bio'
• 'Description for event'

Try including a link to your new organiser page or event collection.

If you have any websites or social media, you could put further signposting here to inform prospective followers of your new account.

To learn how to effectively organise and promote recurring events or events which span across multiple dates, please see Eventbrite's guidance through the link below:

How to set up multiple dates or recurring events 

This setting is currently switched off. When this setting is 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). 

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.  

By default, everyone's view on event listings in the University 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 other option in Eventbrite is to limit the view to specific events and the ones we create ourselves individually. 

Consequence: Event Organisers cannot collaborate (or apply resilience) to administer events across their school or planning unit unless they are 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 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 member with access to the shared email account should set up new events via this account, rather than their own individual account.

Users may not have access to create or update collections. This has been raised as a 'bug' to Eventbrite developers. In the meantime, use the workaround provided below:

Request new/update Collection