Eventbrite

We aim to share on social media about 2 weeks out from the event (though obviously that might be less if we don't get the info soon enough, and we are happy to share it earlier if you want). The Communications Team is designed to help come up with fun ways to share or engage folks. This is a team effort.

After each event, we have some stock language that will be sent out in a follow-up email to attendees thanking them, the venue, and any speakers for their support. We've found that encouraging attendees to email your Agora address to help out, along with providing details on how to join DEF, dramatically improves the overall engagement and value of events. The HTML for that follow-up email is found here.

When creating new Agora accounts on Eventbrite, there are a few things to be sure of, most of which are tied to permissions and access.

To create a new Agora account, sign-in to Eventbrite using the master administrative log-in and then go to "Account Settings" in the top-right menu. On the next page, select "Organizer" from the left-hand menu (a toggle switch) and then "Multi-User Access" from the menu that pops out from beneath it.

NOTE: Agoras should NOT create their own accounts before being invited to an administrative access account. If that happens, the account will have to be deleted, because Eventbrite will not let admins be added using an email that already exists. You will get an error at the top after submitting that says "(agora)@def.org is already registered with Eventbrite. Please use a different email address." if this is the case, which means they will not be able to access Eventbrite. Double-check that the Agora is on the list under

To continue creating a new account, click the "Add Email Address" orange button and then input the new email for the Agora.

On the "Grant This User Access To" section, choose "Selected Events" (instead of all events) and then click "Deselect All Events". Agoras should have access to the "TEMPLATE" event and all of their events (or other logical events to which they might need to share access, e.g. a DEFx, etc.). For new Agoras, you will only need to add the "TEMPLATE", but if re-creating something for an existing Agora, you can just search the Agora city name on the page (Ctrl+F) and then it should highlight the word so you know (without scrolling through them all) which boxes to click, at least in most browsers. See Fig. 1 for an example of what this looks like.

For "Actions This User Can Perform", you can keep all actions selected except for "View and manage payouts" (payouts only go to DEF, as a non-profit, otherwise we may end up with audit issues) and "Access and edit Organizer Profile" (which is the master account with financial information and should not be edited). Those should be the only two that aren't checked. See Fig. 2 for an example of what that looks like.

Lastly, for "This User Should Receive A Copy Of", choose the "Selected Emails Only" toggle button and then check the boxes next to "Contact the Organizer" and "Refund requests" so that the Agora can be notified of and process responses for either of those options without someone from the LT having to get involved (keeping things as flat as possible and removing the middle man). See Fig. 3 for an example of what this looks like.

Sending emails to attendees in Eventbrite is pretty simple. There is a default template that you can use with all the event details (and you can change the style or content if you want).

Once you know how you want that email to look, you can send to attendees from past events you've held, use an uploaded list, or pull from a stored list. Sending out an email invitation helps people see your event amidst the social media noise.

You can also use Eventbrite's tools to give discounts for speakers or certain attendees.

Say you're hosting an event and you want to charge attendees $10 to cover the cost of food or drinks, but you think the speakers you've invited should be able to imbibe on the house.

This is how you make that happen. Although the Marketing or Community Team volunteers creating your event should do this already, it's good to know how it works.

Lastly, if you're planning an event where you want to have hidden tickets, say free tickets for volunteers, or maybe a lower-priced ticket for sponsors, you can use hidden tickets with access codes.

These function similarly to discount codes, but instead of removing a percentage off a ticket cost, actually give access to tickets not otherwise visible.

Again, you shouldn't have to do this much on your own, but knowing about it may prove useful.