Need to collect contact information and personal preferences for your upcoming gala? Looking for information on each person in the foursomes for your golf tournament? We have you covered!
Below, we've prepared a helpful guide on how to collect and organize this information, using the "questions" feature available within Essential Events.
Set Up Ticket Types to Represent Event Guests
When adding a new Essential Events ticket, you will see an option to collect contact information for each guest, titled "Does this ticket represent a guest?"
By selecting "Yes," you'll automatically be able to collect the name, email, and mobile phone number for each guest that selects that ticket type. The questions won't be required for your ticket purchasers to answer, but it does allow them to enter that information for their party of guests if they have that information handy.
You can then also edit the questions once your page has been published, or make them required (if you wish).
This also will automatically fill in the first guests' name and email address as the individual purchasing the ticket - but not to worry, this can also be edited once the ticket has been created.
You can also add additional questions by going to the "Tickets and Sponsorships" tab in your Essential Event or Events Lite page, and selecting "Actions" next to the ticket type, then selecting "Edit Questions."
Please be aware that any additional questions you add are ticket-specific, meaning you will need to apply them to each ticket type individually to ensure they'll show up on multiple ticket types.
By clicking "Edit Questions," you'll be taken to the "question builder", where you can add questions to your ticket - or modify existing questions to best reflect your upcoming event.
You can also make these questions required if you choose - which means the ticket purchaser cannot complete the checkout process without providing these details for each guest.
Once you've edited the questions to your satisfaction, click "Save" at the bottom of the page to publish your changes.
Add Offline Ticket Purchases
For those people that mail in their registration, or give it to you in person, you can easily record their ticket purchase along with details for each of their guests.
For those instances, select the "Guests" tab on your Essential Events page, and click "Add Ticket Purchase."
After you record the ticket purchase, you can then go back to the Guests tab, locate the ticket purchaser that you just added, and click "Edit Guest Info" to record details for each guest.
Edit guest details
It is inevitable that guest names and preferences might change, or need to be updated as your event approaches.
If you need to make changes for a guest, just go to the "Guests" tab on the event, locate the ticket purchaser, and click on the "Actions" button next to their name.
You can then click on the option "Edit Guest Info" from the dropdown menu, and make those necessary updates.
Downloading the Guest List and Adding them to Donor Management
You can also download the most recent list of guests (along with all of their information) at any time, by going to the "Guests" tab and clicking the "Export" button towards the top-right corner.
You can then select the "Add Contacts to DMS" button, under the same "Guests" tab, to automatically add your event's guests to your Donor Management platform.