You may wish to sell another product alongside your event tickets on Bookwhen. For instance, fitness instructors sell glow sticks for dance themed classes, or activities instructors offer t-shirts as mementos of the day. Whatever your event, there is usually an 'extra' you can offer to complement it.

Bookwhen is primarily event organising software, rather than an e-commerce platform. Even so, it is possible to provide add-ons as long as your tickets are set up correctly.

How to sell 'extras'

To sell extras through Bookwhen  all you have to do is make sure that every ticket you sell is linked to an attendance, even if it includes an add-on product.

For instance, if you are selling 1 add-on (let's say a T-shirt), it would be prudent to offer the following tickets:

  1. Standard entry ticket = £5
  2. Standard entry ticket + T-Shirt =£15

Each option offers 1 attendance to your bookers and each ticket indicates 1 attendee to the system.

If you have multiple types of tickets then you may need to ensure that you offer an 'extra' option for each ticket. For instance, if you have a 'Beginner' ticket (£4) alongside your Standard ticket: 

  1. Standard entry ticket = £5
  2. Beginner entry ticket = £4
  3. Standard entry ticket + T-Shirt = £15
  4. Beginner entry ticket + T-Shirt = £14

Along the same lines, if you wanted to sell multiple extras e.g. T-Shirts (£10) and hats (£3) you would need to cover every possible combination for your bookers, so your ticket options would be -

  1. Standard entry ticket = £5
  2. Standard entry ticket + T-Shirt = £15
  3. Standard entry ticket + hat = £8
  4. Standard entry ticket + T-Shirt + Hat = £23

Considering attendees and attendances when selling tickets

This section explains you cannot simply add an additional ticket to your entry if you want to sell a supplementary item (which will not occupy an attendee space on your event).

As mentioned above, Bookwhen is designed primarily to sell tickets for events and because of this every ticket that you offer is associated with at least one attendee (there can be more than one attendee per ticket with Group tickets).

For example, if were to set up 2 tickets for your event:

  1. Standard entry ticket = £5
  2. T-shirts = £10

A booker could purchase both in one transaction, expecting to attend the event and receive a T-Shirt when they arrive. However, as far as Bookwhen is concerned, each of the above tickets brings 1 attendee to your event.

With the system expecting 2 attendees you could encounter the following problems:

  • Your event becomes fully booked because your 'maximum event size' has been reached even though the actual attendees that will come along is lower than your limit. So, 5 people purchasing a Standard ticket + T-shirt = 10 attendees on the system, even though only 5 people will walk through the door. 
  • Any Attendee booking form fields that you have set up will be asked multiple times of single attendees. For example, if you have set up an 'Attendee name' field, anyone buying a Standard ticket + T-Shirt will be asked for their name for each ticket.

This article is part of an ongoing series aiming to empower you to get the most out of your Bookwhen subscription. Do you offer 'Extras' tickets to your bookers? How have you found the system described above? We love hearing from our customers so get in touch and let us know!

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