Events

Create an Event

  • Go to Event Espresso => Events. This page shows all events that have been created with Event Espresso.
  • Click the Add New Event button. This page allows you to create and edit events with Event Espresso.
  • Enter an event title and description.
  • Specify additional details (optional, described below) for this event.
  • Scroll to the top of the page and click Publish to publish the event.

Edit an Event

  • Go to Event Espresso => Events. This page shows all events that have been created with Event Espresso.
  • Click on the title of an event you wish to edit. This will display the event editor.
  • Edit the event details on the screen.
  • Scroll to the top of the page and click Update to publish the updated event details.

Remove an Event

  • Go to Event Espresso => Events. This page shows all events that have been created with Event Espresso.
  • Click on the title of an event you wish to remove. This will display the event editor.
  • Scroll to the top of the page and click Move to Trash to delete the event.

Event Details

Event Title

This is the name (title) of your event. HTML tags are supported here.

Event Description

The rich text editor can be used to create a description for your event. Similar to WordPress pages and posts, you can upload images and customize your text by using the options on the toolbar.

Event Tickets & Datetimes

Event Datetimes
This is the event datetimes of the event. All events require a start and an end date in order to display properly on your pages. You can also view sold tickets, quickly create a new tickets, and duplicate an event datetime. Event Datetimes can also have a title or name associated with them.

Event Datetimes Limit Field
The event datetimes limit field allows you to set a maximum number of tickets that you want to make available for an event datetime. For example, lets say that we had 70 free tickets available and 30 premium tickets available. If we set a limit of 50 using the event datetimes limit field, then the ticket sales will close once any combination of 50 tickets are sold.

Event Datetimes Sold
The quantity in the Event Datetimes "Sold" column will keep track of how many tickets have been sold that have access to this datetime. This means that the total number "Sold" for each datetime may be greater than the number of individual tickets "Sold" because each ticket may have access to multiple datetimes.

Create a New Event Datetime
You can create a new event datetime by clicking on the add datetime button. Then set a start date for your event, an end date for your event, and a event datetimes limit (optional). You can also save time by clicking on the Duplicate this item icon to create a copy of an existing datetime.

You can view and create Assigned Tickets by clicking on the Assign Ticket icon. This will open a panel that shows existing tickets that have been assigned. New tickets can also be added from this panel.

Using Datetimes Limit Field & Ticket Quantities
You can gain a finer control over ticketing for your events by using the datetimes limit field and ticket quantities together. Lets take a look at an example to understand this powerful feature.

Here is some information that we'll use for our example. Lets say that Datetime A has a limit set to 75 and Datetime B has no set limit which means unlimited. Next, our Free Ticket has a quantity set to 50 and our Premium Ticket also has a quantity set to 50. Free Ticket is linked to Datetime A. Premium Ticket is linked to Datetime A and Datetime B.

Now lets create our scenario and say that both tickets go on sale at the same time and Free Ticket sells out immediately and no Premium Tickets have been sold. This will leave a balance of 25 tickets for Datetime A because we started with a limit (maximum) of 75 tickets and then sold 50 Free Tickets. Any remaining tickets would then be spread between Datetime A (up to 25) or Datetime B (no limit).

The Event Datetimes Limit Field always takes priority over the quantity of tickets available. If you want to only use the ticket quantity then be sure to not put a limit on any datetimes.

Available Tickets
Available tickets shows all combinations of tickets that are available. Note that each ticket has a name, date that the ticket becomes available for purchase, date that ticket sales close on, price for each ticket, quantity available, number sold, and number of registrations.

HTML tags cannot be used on the ticket title (name) but they can be used in the ticket description. The quantity in the "Sold" column for Available Tickets shows how many of this type of ticket has been sold. The quantity in the "Regs" column for Available Tickets shows the amount of registrations that have occurred from these tickets.

Event Datetimes Limit Field
The event datetimes limit field allows you to set a maximum number of tickets that you want to make available for an event datetime. For example, lets say that we had 70 free tickets available and 30 premium tickets available. If we set a limit of 50 using the event datetimes limit field, then the ticket sales will close once any combination of 50 tickets are sold.

Advanced Settings
The Advanced Settings icon allows more customization to your tickets. You can add a description, set a number for datetimes, set a minimum quantity required to purchase, and set a maximum quantity. Price modifiers allow you to setup discounts or surcharges for your tickets. Additionally, you can mark a ticket as taxable by placing a checkmark in the taxable checkbox.

Datetimes
The datetimes field allows you to specify the number of datetimes that a ticket has access too. For example, an event may take place across 5 sessions but a ticket which has a datetimes limit of 3 will only allow a registrant to attend only 3 out of the 5 sessions.

You can create a new ticket by clicking on the Create Ticket button. Then you will need to set a description, complete the ticket details, and adjust the price modifiers.

Ticket Status Labels
The following statuses are available for tickets: Archived, Expired, Sold Out, Upcoming, and On Sale.

  • Archived - A status of archived occurs when the first ticket is sold. After the first ticket sale, Event Espresso archives the existing ticket to prevent changes which could affect existing registrants. A new ticket is automatically created for new registrants so that an event admin can change pricing (if needed).
  • Expired - A status of expired occurs once an event has already taken place.
  • Sold Out - A status of sold out occurs when the maximum quantity of a certain ticket is purchased. For example, if 50 Premium tickets were available and 50 Premium tickets were immediately purchased, then this ticket would have a status of sold out since no more tickets would be available for purchase.
  • Upcoming - A status of upcoming occurs when a ticket is scheduled to go on sale in the future.
  • On Sale - A status of on sale means that a ticket is currently available for purchase.

Venue Details

A venue is the place or location that is hosting your event. This setting is optional which means that you are not required to select a venue for your event.

Venues can be managed through the Venues page.

Event Registration Options

Customize the registration for your event.

Active Status
Shows the current status for an event. A status will appear as Active, Upcoming, Postponed, Inactive, Sold Out, Expired, or Cancelled.

  • Active - A status of active means that an event has started and is currently taking place.
  • Upcoming - A status of upcoming means that an event is scheduled to take place in the future.
    Postponed - A status of postponed means that an event is not currently scheduled but may be in the future.
  • Inactive - A status of inactive occurs when an event is set to draft.
  • Sold Out - A status of sold out means that tickets are no longer available for an event.
  • Expired - A status of expired means that the event has already taken place.
  • Cancelled - A status of cancelled means that the event will no longer take place.

Maximum number of tickets allowed per order for this event
Control how many tickets can be purchased in a single order.

Alternative Registration Page
Enter another registration URL (website address). This field is optional.

Event Phone Number
Enter a phone number for this event. This field is optional.

Default Registration Status
Select the default registration status for this event. The options are Approved, Not Approved, and Pending Payment.

Event Tags

You can setup tags for your event. This is optional. To add a tag, enter it into the tag field and click on the Add button.

Event Categories

You can setup event categories for your event. This is also optional. To add a event category, select one from the tabs or click on the Add New Category link and enter a name for your event category and click on the Add New Category button.

Questions for Primary Registrant

Questions groups are a pre-populated group of questions. The personal information question group is required for all events. You can request additional information from a primary registrant by placing a checkmark in the checkbox for that question group.

Questions for Additional Registrants

Remember that questions groups are a pre-populated group of questions. You can request additional information from a additional registrants by placing a checkmark in the checkbox for that question group. This process can be repeated to request multiple question groups from registrants.

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