The EUS provides its groups with an online payment service to facilitate ticket sales for events. The service could also be used for other purposes such as an apparel sale. The ticketing is done through Yapsody and the payment processing is done through Stripe.
- 1 Features
- 2 Using Yapsody
- 3 Fees
- 4 Overall Example
- 5 FAQ
- Online ticket sales
- Multiple ticket types per event
- Offer discounts on certain tickets
- Customize the ticket's appearance
- QR codes to scan at the event to verify tickets
Yapsody is where you'll manage the details of your event's ticket sales. To get an account, ask the Finance Director.
Creating an eventFinance Director to create an event for you. Due to a Yapsody limitation, the event has to be created for you and you will be given full permission to edit and manage the event. To find your event, click on the 'search' button on the top toolbar and type in your event's name. Then, fill in all the information for your event. You'll have to enter a 'performance' for your event in the 'performances' section. Keep in mind that Yapsody is made to sell tickets for shows and festivals. Performances are the times at which the event will take place. For most EUS event, this will simply be the time at which your event takes place.
Asking more information the the attendees
To ask event attendees more informations, such as t-shirt size or meal preference, there are a couple options. You could setup a Google Form and put the link on the registration page. While this approach is not optimal, it it the easiest and most flexible way of going about it. Another option is to create multiple ticket types to your event. For instance, MertW could have 5 types of tickets in order to ask for t-shirt sizes: 'MertW - XS', 'MertW - S', 'MertW - M', 'MertW - L', 'MertW - XL'. This approach has the advantage of ensuring that every participant chooses an option.
Finally, the third option is to use YAppSurvey. YAppSurvey is a form functionality that is integrated with Yapsody. It allows to create a form and to make attendees fill it when they buy a ticket. The only downside is that it's a bit harder to use. Ask the Finance Director if you're unsure.
Yapsody works well for apparel sales, but the day of the event on Yapsody must be set to the last day of the time during which people can place orders. This is because as soon as the event is over, Yapsody will close ticket sales for that event. Another option is to put the event as lasting multiple days. Just keep in mind that as soon as the event is over on Yapsody, ticket sales stop.
There are two kinds of fees that apply when creating online events. They are Yapsody fees and Stripe fees.
Stripe charges the following fees for the use of credit cards. These fees will be charged to your group ! Make sure to take them into account when planning your event's budget. Due to substantially higher fees, American Express cards have been disabled. In general, it it safe to assume that about 15% of people will pay with international credit cards and the rest, with canadian cards.
|Canadian issued Visa / Visa Debit / Mastercard||2.2% + $0.30/transaction|
|International issued Visa / Visa Debit / Mastercard||2.7% + $0.30/transaction|
|American Express||3.5% + $0.00/tx|
These fees are substracted from each transaction. Thus, for a canadian issued credit card, you need to multiply the ticket price by (1-0.022) and then subtract 0.30 from it to compute the amount of money you're going to get. For instance, if the ticket price is 20$, you will get 20*(1-0.022) - 0.30 = 19.26$ after Stripe fees. Thus, the following calculation will give the price to put your event at to put Stripe fees on your customer: (TICKET_PRICE + 0.30)/(1 - 0.022). This assumes that most of your participants will pay with a canadian-issued credit card, which is almost always the case.
Overall, there are three things you need to take into account when budgeting for a Yapsody event:
- Yapsody Fees
- Stripe Fees
Let's say you have all of the expenses for an event budgeted and you've figured out it will cost you $35+tax per person to host the event. You expect (conservatively) that 30 people will attend the event. This brings the total cost of the event to $1050+tax. For simplicity purposes, the only revenue you have for this event is Yapsody ticket sales and you need to figure out what the price of your ticket needs to be in order to cover the pre-tax cost of the event that your group will be charged, i.e. $1050.
First, we factor in Yapsody fees. We're going to assume that the Yapsody Fees are being charged to our group and not being passed on to the customer.
Now, we're going to factor in Stripe Fees. We're going to project for a Canadian issued credit card, which it will be about 15% of the time, but for simplicity let's assume fully Canadian.
Finally, we factor in taxes
That is going to be the net amount deposited into our internal accounts for every ticket sold. We are projecting to sell at LEAST 30 tickets, so to cover the cost of the event, the following equation should hold true:
Isolating for ticketPrice
The ticket price can now be calculated and it looks to be like ~$43.19 in order to get $1050 in revenues. Now, I would round that up to $45 to give us some contingency on our budget.
Overall, in order to throw this event that costed $35 per person, we need to charge $45 per person on Yapsody. If you want to save some calculation for covering Yapsody Fees, you can hit the checkmark to pass that charge onto customers, and then your base fee should just take into account taxes and Stripe fees.
I can't access my event, help !
When a new event is created and you are given access, you need to logout and log back in.
What is the difference between Online Ticket Store and Box Office ?
The Online Ticket Store is the page on which your participants can buy their tickets online. The Box Office is a Yapsody feature where you can tell Yapsody that someone paid cash and still use all the Yapsody features. However, we are not using the Box Office Feature as it costs money to the EUS.