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You can sell extra items alongside your tickets, such as merchandise, souvenirs, or event-specific products. While Bookwhen doesn’t have a dedicated shop feature, you can set up tickets to include these add-ons.
This article explains how to offer and manage extra products for your events.
How to sell 'extras'
To sell extras, each ticket must be linked to one attendance, even when including an add-on product.
For example, if you're offering an add-on, you could create two ticket options:
Standard Entry – £10
Standard Entry + T-Shirt – £15
To ensure extras are correctly tied to bookings and attendance records remain accurate, each ticket must represent a single attendee.
If you offer multiple ticket types, you’ll need to create an extra option for each one.
For example:
Standard Entry – £10
Beginner Entry – £8
Standard Entry + T-Shirt – £15
Beginner Entry + T-Shirt – £13
If you offer multiple extras, such as T-shirts (£5) and gardening gloves (£6), you’ll need to create ticket options that cover every possible combination:
Standard Entry – £10
Standard Entry + T-Shirt – £15
Standard Entry + Gardening Gloves – £16
Standard Entry + T-Shirt + Gardening Gloves – £21
This setup ensures each extra is linked to a ticket and allows the system to track attendees accurately.
Considering attendees and attendance when selling tickets
Bookwhen is designed primarily for selling tickets to events, meaning every ticket is linked to at least one attendee. This includes Group tickets, where multiple attendees can be assigned per ticket.
If you set up separate tickets for extras, such as:
Standard Entry – £10
T-shirt – £5
A customer could purchase both in one transaction, expecting to attend the event and receive a T-shirt. However, Bookwhen would count this as two attendees instead of one, which can lead to issues.
Potential Problems
Your event may be marked as fully booked sooner than expected because the system counts all tickets towards the event capacity, even non-attendance-based ones like T-shirts.
Attendee booking form fields, such as Attendee name, will be repeated for each ticket purchased, causing confusion.
To avoid this, it's best to bundle extras into tickets that always include an event entry, ensuring accurate attendance tracking.
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