What is a Package?
Packages contain everything your guest receives when they are registered for your event. Packages contain the number of seats / places / registrations you are offering each guest. For paid tickets, they also contain the price of the ticket and a description of what the buyer receives. For 3rd Party sponsors / partners, they might contain a table or a number of seats at your event, a description of all the benefits your sponsor receives and instructions for their guest coordinator.
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To enable this control and flexibility Seatrobot requires you to add a Package to all your Invites, defining what your recipients are saying ‘yes’ to receiving. The most simple example is to add the Default Invite Package to your Invites. This gives recipients the option of RSVP’ing either ‘Yes’ or ‘No’ to one seat at your event. Simple. But you can create any number of different Packages and add them to your Invites for more complex events in the same simple way.
What's the different between a Ticket Package and a 3rd Party Package?
3rd Party Packages are a subset of either Invites or Tickets. 3rd Party Packages are unique in that the initial user (either the Invite recipient or the Ticket purchaser) is not necessarily the individual attending the event. Rather, they are the coordinator of the guests who will use the seats in the 3rd Party Package. 3rd Party Packages are used for sponsors or event partners who may have multiple seats at your event and who want to manage those registrations themselves. 3rd Party Packages can be created as Invites and added to emails, or created as registration page packages and toggled on to appear for purchase on your registration page.
For complete information on using 3rd Party features, click here.
I created a new Ticket Package but it's not showing up on my event
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Register Page
Ticket Packages in your Packages section will display on your Register Page when they are ‘toggled on’.
Go to Packages and select the checkbox to the left of the Package to make it appear on your Register Page, as in the image below:
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How does Waitlisting work with Packages?
Seatrobot’s Waitlist feature is designed to help you manage an event with set maximum attendees. It kicks in by default when certain registration limits are reached. In such cases, people trying to register or accept invites to your event are given the option to be put on the Waitlist instead. They receive a special Waitlist Confirmation email and are displayed in a blue, separately sortable row in your event Guest List.
When setting up your event and creating Packages, it is useful to understand how the Waitlist limits work.
Free registrations. When you first set up your event you are asked whether you will be allowing free registrations. This includes both free registrations via your Register Page (Default Registration Package) and people you Invite (Default and all custom Invite Packages). The Maximum Free Registrations number you set at event setup acts as the default limit for Free Registrations and Invites combined. Once this limit is reached, anybody attempting to Register at your register Page, or trying to accept an email Invite, will not be able to register and will be given the option to go onto the Waitlist.
How do I control my event guest numbers?
Free registrations (default). When you first set up your event you are asked whether you will be allowing free registrations. This includes both free registrations via your Register Page (Default Registration Package) and people you Invite (Default and all custom Invite Packages). The Maximum Free Registrations number you set at event setup acts as the default limit for Free Registrations and Invites combined. Once this limit is reached, anybody attempting to Register at your register Page, or trying to accept an email Invite, will not be able to register and will be given the option to go onto the Waitlist.
Example: At event setup, I set the Maximum Free Registrations number to 100. This will create the setup below in Packages, with the total of Free Seats available at the event in the green badge:
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The Free Registration Package is toggled on to appear on my Register Page.
Now let’s say I also send an email Invite, using the Default Free Invite Package, to 200 contacts.
If 25 of those 200 individuals Accepts the invite, there will be 75 places available (100 Max Free less 25 Invite RSVP’s) for people to register at the Register Page, and the 76th person to attempt to do so will instead be offered the option of going onto the Waitlist.
If 80 people had already registered using the register Page when I sent out the email Invites, there would only be 20 registrations left and the 21st person to try to RSVP would be offered the Waitlist option instead.
Max Available (Free Registration). You can also specify a ‘Max Registrations’ number for the Free Registration Package by accessing the Package details (click on the Package name), as below:
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This will act as the limit on the number of people who can register for your event for free using your Register Page.
So, in the same example as above, if my Max Free total event limit was set to 100, but my Max Registrations on the Register Page was set to 20, the 21st person to try to register at the Register Page would instead be offered the Waitlist - even if my event did not yet have 100 ‘free’ guests. (But 80 people could still RSVP via free email Invites)
2. Tickets & 3rd Party. When you create paid Tickets or 3rd Party Packages, you specify a Max Available number for each Package, as below:
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This Max Available number is the maximum number of these Packages which can be sold. Once this number is reached, the Package will be marked ‘Sold Out’ on your register Page.
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Note: A Ticket Package can contain more than one seat to your event. For example, if you create a “2-Seat Ticket” which includes two seats, that means each individual who buys one of these gets two seats to the event. Therefore, when calculating the number of seats available, Seatrobot multiplies the Max Available number of each Package by the number of seats in that Package. |
3. Tracking all the totals. On the left hand side, Seatrobot displays in green badges the totals of all available seats in the Free Packages and the Tickets / 3rd Party Packages. These totals are all the toggled on Packages, i.e. all the seats that are checked on the left as available for people to register. Here’s an example setup:
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a. Free Packages Max is 100 (upper green badge). This is the maximum number of people who can register for this event for free, set at event setup. (Note: the free registration Package is NOT toggled on (no checkbox), so will not display on the event Register Page. Therefore for this event, free registrations would only be available to people who receive email Invites)
b. Paid / 3rd Party Max is 150 (lower green badge). This number is the sum of all the available seats in all toggled-on Paid / 3rd Party Packages. In this example, the All-Access Ticket Package is toggled on. It contains one seat per package and there are 50 Max Available - so this Package provides 50 seats in total. The Basic Ticket (Package open for editing) is toggled on also. It contains two (2) seats per package and there are 50 Max Available - so this Packages provides 100 seats in total. The total seats of the two toggled-on Packages combined is 150.