Events Management Guide

Event Management

As an Organizer, you can create events, sell tickets, manage stalls, and track RSVPs. Here's everything you need to know.

Creating an Event

Navigate to Dashboard → Events → Create Event. You'll need to fill in:

• Venue – Select an existing venue or create a new one. The system normalizes and deduplicates venues by name + address. Start typing the address to get live Google Places suggestions - picking one fills in the address, province, and city automatically and captures the venue's exact location, which also powers the "Nearby Places to Stay" guest-house suggestions shown to ticket buyers.
• Date & Time – Set start and end datetime. The event status auto‑transitions based on these.
• Poster – Upload an image (max 1MB). It will be compressed and stored on the public disk.
• Service Flags – Enable Tickets, RSVPs, Stalls, Tournament, Booking (spot bookings), and Cooler Box orders as needed.

Note: An event must have a venue. If the venue is unowned, the organizer takes responsibility for its details.

Media Library: Dashboard → Media Library has official logos you can download and use in your own poster artwork.

Ticket Types & Pricing

You can create tickets using two modes: Type (General, VIP, VVIP, Reserved, Group) or Age Group (Adult, Child, Senior).

• Pricing Phases: Set Early Bird, Phase 1-3, or Regular pricing. Use the pricingMultiplier to scale prices automatically.
• Group Discounts: Enable group tickets with custom min/max group sizes and discount percentages.
• Availability: Set sale start/end dates and max quantities. Tickets are automatically marked as on_sale, upcoming, ended, or sold_out.

Stall Packages

Enable Stalls to offer vendor spaces. Create packages with proximity tiers (e.g., Premium, Standard), price, and included employee count. Stalls can be booked by vendors who have a verified vendor profile.

RSVPs & Guest Management

Enable RSVPs to manage guest lists. You can upload invitee emails, send invitations (via email), and track who has confirmed or cancelled. You can also add a custom menu for catered events.

Confirmed guests get a reminder email with a calendar invite automatically, about 24 hours before the event starts. You can also send one yourself at any time with Remind All on the Manage RSVPs page; a guest you reminded within that last day won't get the automatic one as well.

Every confirmed RSVP gets its own QR code, sent in the guest's confirmation email. Door staff (granted the "Scan RSVPs" team permission — separate from guest-list management) can check guests in on the mobile app's Scan RSVPs screen, same as ticket check-in — a cancelled or already-checked-in RSVP can't be scanned again.

Publication & Status Workflow

Events start as Draft. Before publishing, you must set a return_policy for tickets and a stall_return_policy for stalls if those features are enabled, and — like every other publishable listing on the platform — you need your banking account approved by a ROOT admin (Profile → Banking → Banking Details). Once published, the status updates automatically:

• Draft → Published (manually).
• Published → Active (on start_datetime).
• Active → Completed (on end_datetime).
• You can manually Postpone or Cancel an event at any time.

Direct Sales (Box Office)

Use the Direct Sales feature to sell tickets manually via the dashboard. This is ideal for tellers or in‑person events. Tickets are generated and can be sent via email or WhatsApp.

Access fee: the platform may charge a once‑off fee, per event, to unlock Direct Sales — pay it once from the Direct Sales page and it stays unlocked for that event permanently, even if the fee changes later. If the platform hasn't activated this fee, Direct Sales is free to use as before.

Scan Customer QR: instead of typing a customer's email or WhatsApp number, tap "Scan Customer QR" and scan their My QR Code (Dashboard/App → My QR Code) — if they're already a registered user, their details fill in automatically.

Transferring a Ticket

From Dashboard/App → My Tickets, a ticket that hasn't been scanned in at the door yet can be sent to another registered user at no charge — tap Transfer and scan the recipient's My QR Code. The recipient then has to accept it: it appears under Tickets sent to you on their My Tickets, where they can accept or decline. Until they accept, the ticket stays yours (you can still use it) and you can Cancel Transfer. If they don't answer within 48 hours, or before the event ends, the offer expires and the ticket stays yours. Each ticket can change hands at most 3 times, and only one transfer can be waiting at a time. A ticket already scanned in at the event can no longer be transferred, and if the event is later cancelled, it's whoever holds the ticket at that time who can request the refund — see "Event Cancellation & Refunds" below.

My QR Code: everyone has a personal QR code (Dashboard/App → My QR Code) that identifies them when scanned — it's what Direct Sales staff and ticket-transfer counterparts scan. Scanning it reveals your name and contact details, so only show it to someone you trust for that purpose; a "Regenerate QR Code" button invalidates the old one (e.g. after a screenshot leaks) and issues a new one.

Changing a Buyer's Ticket Type (Organizers)

From Dashboard → Events → your event → Insights → Ticket Orders, use Change type on an order to move some or all of its tickets to another ticket type, for example to upgrade sponsor guests from General to VIP. It's a complimentary change: the buyer isn't charged for an upgrade or refunded for a downgrade, your earnings and the platform commission don't change, and the order and invoice keep showing what was paid. The buyer, and anyone a moved ticket was transferred to, is notified.

• Available on paid online orders for in-person events, before the event starts, for tickets that haven't been scanned in.
• The target type must be active and on sale, and have tickets left. The organizer, staff with Edit Events, and ROOT can override a sold-out type; this is recorded.
• You can't move between pricing phases of the same ticket (e.g. Early Bird to Regular), and group tickets must stay within their group size.
• To let a staff member do this without giving them event-edit rights, grant them Change Ticket Type under Dashboard → Team.
• Every change is listed on the order (a "Comp-changed" badge in the Ticket Orders table) and in the event's Activity Log.

If you're the buyer: if the organizer upgrades or changes your ticket, you'll get a notification and your ticket in My Tickets shows the new type. Your original payment is unaffected.

Multi-Day & Multi-Venue Events

An event that runs over more than one day, or moves between venues, gets a schedule. Tick "This event runs over more than one day, or at more than one venue" when you create it, or open Dashboard → Events → your event → Schedule at any time. Add one entry per day or venue stop: each has its own start and end time, and uses the main venue, another registered venue, or a new venue you type in. The event's start and end are worked out from the schedule, and the public event page shows the programme day by day.

• One Day Pass tickets are valid on the one day you pick for them (for example "Saturday GA"). Multi-Day Pass tickets, and tickets with no duration set, get in every day. You must pick the day for every One Day Pass before you can publish.
• At the door, a ticket can be checked in once per day it covers. Check-in for a day opens 3 hours before that day's session starts, and a late session that runs past midnight still counts as the day it started.
• Once a One Day Pass for a day has sold, that day can't be removed from the schedule.
• A ticket that has been scanned in on any day can no longer be transferred or have its type changed.
• Refund deadlines and cancellation rules use the event's start, which is the first day on the schedule.
• There are no partial refunds for days not attended. A multi-day event can only be cancelled before its first day starts, and then the full amount paid is refunded.

After Parties

On your event's dashboard page, Add After Party creates a separate event linked to the main one. It starts prefilled with the name, event type and a start time right after the main event ends. It has its own venue, time, tickets or RSVPs, page and payouts, and the two public pages link to each other. Each event can have one after party.

• To let main-event ticket holders in as well, tick Includes the after party on those ticket types. Buyers see this on their ticket. Door staff scan the main-event ticket at the after party's door, where it can be checked in once, even if it was already used at the main event.
• Door staff need ticket-scanning access on the after party itself (Dashboard → Team), not on the main event.
• Whatever happens to the main event happens to its after party. Cancelling the main event cancels the after party (its ticket holders are notified and can request refunds), and postponing it postpones the after party. Republishing the main event republishes the after party if the after party still starts after the main event ends; otherwise move the after party's dates and republish it yourself. An after party can't be published before its main event.

Event Cancellation & Refunds

If an organizer cancels an event, everyone tied to it is notified by app and email — ticket holders, event-booking guests, stall vendors, and cooler-box buyers, plus anyone on the RSVP list (a free RSVP has nothing to refund, so that's a notice only).

Refunds are handled directly between you and the organizer, not through Informativ. From your ticket, booking, stall booking, or cooler-box order (wherever it normally appears — My Tickets, My Bookings, My Stall Bookings, or your cooler-box order confirmation page), tap Request a Refund and supply the banking details you'd like the money sent to. The organizer is notified, pays you by bank transfer, and uploads proof of payment — you're notified again to check your account and tap I Received This Refund to confirm. You can track a request's status (Awaiting Payment → Proof Uploaded → Confirmed) from Dashboard → My Refund Requests at any time, or from the order itself.

Announcements

From Dashboard → Events → your event → Announcements, post short updates for attendees — a new artist added, a schedule change, or anything else worth surfacing. Each announcement has a title, a formatted body, and an optional image, plus a Published/Draft toggle. Published announcements show up on the public event page and in the mobile app under that event's details — creating or editing one is dashboard-only.

Cooler Box Entry

Enable Cooler Box Orders on an event with no tickets to charge a bring-your-own-cooler entry fee (free entry is also an option). Attendees can pay for cooler box entry from the public event page or, now, directly in the mobile app — pick small/big cooler box quantities and pay through the same in-app checkout used for tickets.

Bundled with tickets: if cooler box entry is bought together with tickets, one of the buyer's tickets is marked "Includes N x Small/Big Cooler Box" — on the downloadable PDF, in Dashboard/App → My Tickets, and on the door-scanner's check-in screen. That's the ticket the guest hands over to redeem the cooler box at the gate.

Physical Ticket QR Codes

From Dashboard → Events → your event → Manage Tickets → QR Codes, generate a batch of downloadable QR codes for printed/physical tickets against one of your ticket types.

• Pricing: priced in tiers by how many codes you generate at once (e.g. 1‑50 tickets, 51‑100 tickets, and so on — see our Pricing page for current rates), shown before you generate. You pay for the whole batch upfront via card; the codes are only created once payment succeeds.
• Capacity: the quantity you request is reserved against that ticket type's remaining capacity, the same as an online sale.
• Download: once paid, download a printable PDF with one QR code per physical ticket.
• Check‑in: each QR code opens a check‑in page when scanned with a phone's camera. Door staff (granted the "Generate QR Codes" or "Scan Tickets" team permission) tap Confirm to mark it used — showing who checked it in and when, and blocking a second use of the same code.