How can I add an event?

Modified on Tue, 23 Dec at 10:29 AM

Adding an Event

To add events, you must have Administrator or Media Secretary admin rights.

Navigate to Admin > Events.

You will see two options for creating an event:

Add Event
Add Event from Template

Where possible, we recommend using Add Event from Template, as this provides guided setup and saves time.

Please click here for further instructions on using templates.

Add Event (From Scratch)

If your event does not fit any of the available event templates, you can create it from scratch by selecting Add Event. You will be able to configure the following fields:

Name	The name of your event. Keep this concise, as it will appear on tickets. Any additional information should be added in the description field.
Type	Select the most appropriate event type. If none apply, choose Other, or email us and we can add a new event type for you. Events categorised as School Disco, Film Night, or Magic Show are treated as child-only events. For these, we automatically add product questions to collect: Contact details different from the purchaser Allergy or medical information for attendees
Description	A description of your event, visible to customers.
Organisers	You can assign up to 8 organisers to an event. These users will be able to: Edit event details, products, tickets, product questions, and tasks View all booking information for the event
Order Confirmation Email Text	Custom text that will appear in the order confirmation email. This is a good place to thank customers or provide additional event information.
BCC Order Confirmation	Choose whether order confirmation emails should be BCC’d to event organisers.
BCC Volunteer Confirmation	Choose whether volunteer confirmation emails should be BCC’d to event organisers.
Start Date & Time	The start date and time of your event. Both fields are required. Dates must be entered in dd/mm/yyyy format.
End Date & Time	The end date and time of your event (optional). Dates must be in dd/mm/yyyy format. The PTA Events platform does not handle multi-day events particularly well. For events that repeat over multiple days (e.g. 15:20–16:00 over three consecutive days), we recommend creating the first event and then using the Copy function from the Manage Event menu to create subsequent dates.
Sale Start Date	The date and time when all products for this event go on sale. If your event has products, this should always be set. Individual products can override this with their own sale dates if required.
Sale End Date	The date and time when all products for this event stop selling. As with the sale start date, individual products can override this if needed. Dates must be entered in dd/mm/yyyy format.
Purge Data Date	Under GDPR, personal data should only be kept for as long as it is necessary. Event-related data typically does not need to be retained long after the event has finished. Here, you can specify a date when booking information and answers to product questions will be automatically deleted from our database. If no date is set, data will be purged 90 days after the event end date by default.
Fee Type	Fee Type (Stripe Fees) PTA Events uses Stripe to process payments. Stripe charges: 1.5% + 20p per transaction (business rate) 1.2% + 20p per transaction (charity rate) You can choose how this fee is handled: Voluntary – customers can opt in to pay the fee at checkout Compulsory – customers must pay the fee (EU rules apply; see below) No Fee – you absorb the cost by adjusting product prices Important: This setting cannot be changed once the event has recorded sales.
Platform Fee Type	PTA Events charges a standard platform fee depending on your plan. Click here for further details. You can choose whether this fee is: Voluntary Compulsory Included in your product pricing PSD2 Note Under the Payment Services Directive 2018 (PSD2), card payment fees cannot be charged unless the fee applies to all payment methods (including cash and cheques). A compulsory fee is still allowed if credit/debit card is the only payment method. See the linked article for more details.
Only Show Event Between Sales Dates	Select this if you want the event to be visible only between the sale start and end dates.
Hide Tasks	Hide all tasks associated with this event from: The event details page The volunteers page The volunteer section of My Account Remember to uncheck this option when you are ready for volunteers to sign up.
Hide Sold Out Products	Choose whether sold-out products should be hidden to reduce clutter.
Ask for volunteers?	If selected, customers will be prompted during checkout to volunteer for tasks related to this event. If no tasks exist, checkout will proceed as normal.
Location	The event location shown on tickets (e.g. School Hall, School Field, or a full address).
Postcode	Used to display a Google Maps location on the event page.
Event Capacity	Set a total capacity for the event if required. You must also specify which products count towards this limit by selecting Include in event capacity on each relevant product. For example: Include ticket types Exclude vouchers or add-ons (e.g. BBQ vouchers) Leave this field empty if no overall event capacity is required. If you are only selling one product, we recommend using product stock levels instead of event capacity.
Hide Event Capacity	Prevents capacity figures from appearing on the event page, while still enforcing limits behind the scenes.
Image Type	Controls how the event image fits within the event panel on the event detail page.
Event Image	Recommended image size is 600 × 275 pixels (larger images are accepted). Maximum file size is 150 KB, or you can select an image from your existing image library.