This article covers:
Selecting your tickets
The first step in booking your tickets is to select your tickets from the schedule.
Navigate to the booking page using the link provided by the event organiser and select the event you wish to book from the schedule:
You may need to adjust the date filter at the top of the section if the event you wish to attend is in the future:
Select your ticket(s) by choosing Select and using the + and - symbols to add more or fewer tickets:
Adding additional tickets
If you'd like to book additional tickets for different events, please repeat the process by locating them on the schedule and adding them to your basket.
Managing your basket
To open your basket to review your selections:
Select View selections under the ticket listings to open your basket:
Or Select the trolley 🛒 icon at the top of the screen:
Return to the schedule
To navigate back to the schedule to add more tickets, select Select more at the bottom of the basket:
Removing a ticket
To remove any unwanted tickets, select the grey cross (x) button next to each one:
Adding discount code
If you have a discount code, you can enter it in Enter discount code box, then select Apply:
Completing a booking
When you are ready to complete the booking:
Select the Book now button within the booking:
Bookwhen (the booking software) requires one 'booker' email address per booking. This email address is used for your booking confirmation and event reminder emails:
💡 Bookwhen will not contact you for anything that isn't directly related to the event you have booked.
Next, you will be asked to complete any booking fields relevant to your booking and required by your event organiser.
This may include attendee information such as Attendee email, Attendee names, consent fields, etc.
Once completed, select Continue:
Amending attendee information
You can change the pre-populated Attendee email section. To do this:
Select the Change attendee button in the Attendee details section:
Adding additional attendee information
To add another attendee:
Select Add another attendee at the bottom of the 1st Attendee box:
Payment
If your event has a cost, you may have three options to choose from:
Online payment
Stripe
If your event organiser is using Stripe as their online payment provider, you will have the option to Pay by card, where you can enter your card details:
PayPal
If your event organiser uses PayPal as its online payment provider, you will be prompted to sign into your PayPal account or checkout as a guest:
Apple/Google Pay
You may also have the option to checkout using Apple Pay or Google Pay. If so, select one and follow the concurrent steps.
💡 You can save your details in a Wallet or Browser.
Offline payment
Before completing the booking, you must select the Agree offline payment terms tickbox to acknowledge that you agree to pay later.
Once agreed, select Complete booking to complete the booking:
💡 Please note: This option is only available if your event organiser has enabled an offline payment option.
Creating a password
After you have completed the booking, you can select the Set a password hyperlink to create an account and save time the next time you book.
Booking on a mobile device
Booking on your mobile phone is the same process as booking on your desktop, with the layout scaled to fit your screen.
Double-bookings
Double bookings are checked against the attendee email. This means lead bookers can make multiple purchases as long as each attendee's email is different. If the same attendee email is used for more than one booking, the system will flag it as a double booking, assuming the same person is attending twice.
For example, you can add the same email under Booking details for multiple bookings of the same date/time/event:
To change the attendee email details, select Change attendee on the right-hand side:
💡 Important Information
Bookwhen will never ask for an account name, sector, or timezone to complete a booking. If prompted for these details, you may have navigated to the Bookwhen software page for event organisers. To continue with your booking, return to the correct booking link.
Event organisers manage all payments and refunds. Bookwhen provides the software to host events, but payments are processed through the organiser’s personal or business account. As a result, the Bookwhen team cannot access or manage these payments. If you have any questions about your booking, please contact the event organiser directly.
💬 Any questions? Please reach out to your Event Organiser directly.