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Tickets & Costs

Create tickets for your events and determine costs, availability and payment options

Anni avatar
Written by Anni
Updated over a week ago

Please note: Ticket costs are available on the Lite plan or above.

You can decide what types of tickets you'd like to offer per entry for your customers to purchase, such as single tickets, course tickets or group tickets.


This article covers:


To set up your tickets, select the Tickets & costs tab within your entry:

Number of attendees

The first section in the Tickets & Costs tab is the Attendees section, where you can set the Maximum event size. This is the maximum number of people who can attend the event for each date/time set in your entry:


The number you add here limits the number of tickets that can be booked (including multiple attendances on group tickets). You can leave this field blank if there is no capacity for your event.


Tickets

The second section of the Tickets & Costs tab is where you can create the tickets for your event:

Ticket name

This name appears on your public page for customers to select. It should describe the type of ticket you are offering, such as "Single Entry."


Ticket details

You can type a description of the ticket here. This can be anything relating to that particular ticket.

👉 Typing a description is recommended if you create a particular ticket type, such as a group ticket, or if you offer a bulk booking discount. E.g. "Group booking special for up to 8 people" or "Buy 5 tickets and get 20% off!"

Restrict when this ticket will be available

Tick this box if you'd like to specify when the ticket will be available for purchase and when it will close (no longer be available). You may find this setting useful if you intend to create an early bird ticket (or advance ticket).

Show ticket

You can take a ticket offline and make it unavailable for booking by unselecting the Show this ticket checkbox:

Ticket cost

Has cost

Select this option if you'd like to charge for a ticket per event date/time on the entry. The amount you set is the total cost of this particular ticket.

💡 Please note: If you are taking online payments, your chosen payment provider will take a small fee from this cost. We (Bookwhen) do not currently take transactional fees.

Free ticket

This option will label the ticket as "free" alongside a "0.00" value on your public page:

No cost

This option will show no cost at all, only the Ticket name:

Number of tickets available

The amount you set here determines the number of tickets available for this type on each event date/time in your entry.

👉 This should take into consideration the maximum event size. For example, if you set the capacity for your event to 17 people, you can only sell 3 x 5-attendee group tickets.


Course ticket

Select this option if you'd like to allow customers to purchase one ticket at a set price (to attend every date on the entry).


Group or family ticket

Select this option to create a group ticket and set a fixed cost for multiple attendees booked on the same ticket. Specify the minimum and the maximum number of attendees the ticket can cover and ensure you have priced accordingly in the Ticket cost.

Exclusive ticket

For exclusive bookings for those who are part of a customer group or specific membership.


Payment options

If you require a payment (i.e. if you have added a ticket cost), you can select how you would like to receive it from your customers in this section.

Enforce online payment

Select this option if you would like to enforce online payment. Your customers must pay for their ticket before completing their booking, and payment is taken through your chosen payment provider. 

Online/offline choice

Select this option if you'd like to give your customers a choice between paying online or by other offline means (such as cash).

Offline only

Select this option if you want to take offline payments only (cash, cheque, bank transfer, etc.). We ask your customers to acknowledge that they will pay later, and you take the payments outside Bookwhen.

💡 Please note:

  • Any entry with the “Enforce online payment” option will enforce this setting during checkout for all tickets that your customers select, even entries where the payment option is set to “Offline only”.

  • You'll need to manually record payment against the booking reference once you've received the payment.


Booking options 

You can limit the number of tickets a customer can book per event date/time in a booking by adding an amount in Maximum tickets per booking field:

For example, for 1 ticket per booking, set this field to '1'.


Displaying ticket availability

To hide how many remaining available tickets there are for each event to the public, open your public page:

Select Customise page in the top right-hand corner of your page:

Then untick the Show availability box:

💡 The availability will automatically show once the event is almost full to encourage your customers to book the last remaining tickets.


Important note: Ticket closing automation

There isn't currently a way to set a 'rule' for the system to close another ticket type (unless you're restricting by capacity).

For example, if you offer two ticket types:

  • 1 x group ticket (for a private party) and

  • Multiple single ticket options (that multiple customers can purchase).

You would need to manually monitor the entry to ensure that, say, a private party doesn't book an event which you've sold a single-ticket option for.


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺

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