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This section allows you to submit an event application to add your events and tickets to the York SU website. From the Events & Trips module you will be able to submit an event application, view its progress, view sales, contact purchasers, and download sales data. Please submit your applications with plenty of notice to ensure your tickets are online when you want them to be.
How to Create a New Event Application
How to Create a New Event Application
Start by opening the Events and Trips module on your Student Dashboard and then click the New Application button
Introduction Page
On this page you will see a list of options - click the slider on all those options which apply to you. Please note that the question "Is this linked to a funding application?" is irrelevant to our processes, so you can ignore this question. You can also ignore the following questions, as you will answer them in your EMF:
Do you have an external speaker?
Will you be catering food?
Will you be fundraising at the event?
Will you be showing films?
IMPORTANT: this system is not a replacement for the Events Management Form (EMF). If you are hosting an on-campus event you must complete an EMF.
Basic Details
Here you’ll provide us with the basic information about your event. You will gave to fill out the required elements of the form (all those with marked with a *), and make sure to click the slider for the "Publish on the website?" question. Some sections here require a little more explanation:
Overall Budget: You don’t need to tell us your budget on this form. If you event does require a budget (eg. Freshers Week or a Formal), a York SU staff member will be in touch.
Venue: There are a few options here depending on your venue:
If you’re hosting your event in one of our campus venues (e.g. Courtyard, The Glasshouse), select Students’ Union and select the relevant venue.
If you are hosting your event on campus select University and provide the room code.
If you are hosting your event virtually, select Students’ Union and then Online.
Travel: This section will appear if you selected yes to ‘Are you going off campus?’. You’ll need to provide the destination and lead contacts for the event.
Do you require a float? If you need a float, you must contact the Finance Office at finance@yorksu.org to arrange this a week in advance of your event - don’t worry about telling us here.
Products
The most complicated bit - here you’ll add tickets to your event!
First, get started by clicking the "Create" button:
Provide the ticket name. Please call it something identifiable e.g. ‘[Blank] College Winter Formal Ticket’ rather than just ‘Ticket’
Provide the ticket price
Provide the date and time you’d like ticket sales to start and the date and time you’d like ticket sales to end
Provide how many of this type of ticket you have available to sell
Provide the maximum number of tickets which can be purchased per transaction
Select how you’d like tickets to be sold
Please select yes to the "Do you want to sell online?" question
Select who can purchase tickets
To sell to students select "Do you want to sell to students?"
To sell to the public select "Do you want to sell to the public?"
DO NOT SELECT "Do you want to restrict sales to members of your Group?". This makes the product exclusive to committee members with access to Member Dashboard.
Remember you can set up different products for committee members, students, and members of the public - this is useful if you want to offer exclusive ticket prices for certain groups, or different ticket offerings (eg. event entry with clubbing add-on)
IMPORTANT: If you would like your tickets to be available exclusively to members of your college please email the Community Coordinator to arrange this.
Department
Select your group account
You will have two options here: your main account, or your RAG account. If your ticket sales are exclusively for charity, select your RAG account. For everything else, select your main account.
Nominal
Select the relevant Nominal Account to ensure your money goes to the correct place. There will be a lot of options here, but please don't get overwhelmed! Most colleges have 4 relevant nominal accounts:
2250 - College Own Funds
2251 - College Freshers Account
2252 - Colleges Sports Account
2350 - Raising and Giving (RAG - only for use with your RAG account)
VAT
Select T9 Outwith (No VAT)
External Speakers, Catering, and Fundraising
As outlined above, there is no need to answer yes to these sections - if they are relevant to you, you will provide this information on your EMF.
Recurring Events
If your event is happening multiple times, you can add in all the different dates here in one go. Add in the date of each recurring event and when you would like tickets to start and stop selling, lining up with the Products you’ve set up.
Additional Information
You don’t need to fill these out. If your event is a collaboration with an external organisation, or you require any additional equipment, you will indicate this on your EMF.
Risk Assessment
Upload your completed Risk Assessment here.
Submission
Check through everything and press Finish.
Approval Process
Approval Process
Once you’ve submitted your event and all your products, you’ll need to wait for a York SU staff member to approve them. Your link staff member should check these regularly, but if it’s urgent you may wish to email them to let them know you’ve put it through. Products (tickets) also need to be approved by the Finance Office before they can go live online.
Please submit your applications with plenty of notice to ensure your tickets are online when you want them to be.
Once your event is approved it will appear on the Dashboard as an Upcoming Event.
To view who has purchased a ticket, head to Products and select All Products. You’ll see a table of the different products you have listed, as well as some information about them such as their current status. In the far-right column is a purple button with a white square and arrow inside it. Click on this button to view a table of who has purchased that particular product.
View and Contact Your Attendees
View and Contact Your Attendees
To view who has purchased a ticket to your event, head to the Products page and select All Products. You’ll see a table of the different products you have listed, as well as some information about them such as their current status. In the far-right column you’ll see two purple buttons.
The left-hand button allows you to download an Excel spreadsheet of those who have purchased your product.
The right-hand button (an arrow coming out of a box) allows you to see a list of those who have purchased your product in the Dashboard. You can send an email directly to everyone who has purchased the product if you need to provide them with more information. There is also an option to export the list from this page.
Emailing attendees directly from the dashboard
Click the ‘Contact all purchasers’ button - this will take you to the Communications tab.
Under ‘Group Type’ select ‘Product Purchasers’ - a search bar will appear which reads ‘Product Type’.
In the box search for the name of the relevant product.
Press ‘Next’ and then complete the content of your email.
PLEASE NOTE: Purchasers will be able to reply to this email, with replies being sent directly to your College's @yorksu.org email account. Email the Community Coordinator if you need access to this account.
If you have multiple products for one event and need to send them all the same message, there’s an easier way to contact all your purchasers in one go.
Head to the Events and Trips page and select the ‘Upcoming Events and Trips’ tab.
In the far-right column you’ll see a purple button which allows you to send a message to all purchasers for this event.
Non-student attendees:
If non-students have purchased a product, you will only be able to see ‘Public Sale’ rather than their details on both the Dashboard and the exported Excel spreadsheet. Please contact your link staff member for details of non-student product purchases.
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