To pay online by credit or debit card, attendees visit the registration website for your event.

An organiser will have included the URL for the registration website for their event, either via their email marketing invitations, or by promoting the URL via their corporate sites, offline marketing or social networking sites.

Once on the registration website the attendees simply fill in the ticket details and click on the Register button. They then follow the credit card payment process wizard through to the ‘Finish’.

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Yes attendees can pay offline by means of cheque, cash or Electronic Fund Transfer.

An organiser can set up the option to pay offline in the ‘create an event’ wizard, under ‘Enter Attendee Payment Options’. You can choose to check the box for attendees to pay by cheque or by Electronic Bank Transfer.

The option for the attendee to pay offline will then be included as a tick box during the registration/payment process.

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If attendees are paying offline they enter the booking a ticket/registration system and proceed to enter their contact details.

On the Booking Summary Page attendees are asked if they are paying offline before they get to the online credit card transaction screen. If they click offline they are able to skip the transaction stage and proceed to ‘Finish’.

The attendee then receives an invoice via email for the booking.

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Organisers are able to view everyone who has confirmed to attend their event in the Attendee Report, The Summary Additional Attendee Information Report and the Master Organiser Report. The Attendee Report, The Summary Additional Attendee Information Report and the Master Organiser Report can be found in the Event Control Area for each event under ‘Reports’.

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Organisers are able to view who has paid in the ‘Master Organiser Report’ under the ‘Payment Method Name’ heading. The ‘Master Organiser Report’ can be found in the Event Control Area for each event under ‘Reports’.

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Organisers are able to view who has paid offline in the ‘Master Organiser Report’ under the ‘Payment Method Name’ heading. The information will also appear in the ‘Outstanding Fees Report’.

The ‘Master Organiser Report’ and the ‘Outstanding Fees Report’ can be found in the Event Control Area for each event under ‘Reports’.

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In the Event Control Area for each event under the Bookings tab, and in reports such as the ‘Attendee Report’ and the ‘Master Organiser Report’ - there is a column called ‘Status’. This gives the organiser the status of each payment.

The status will either be;

	Paid
	Pending
	Cancelled
	Free
	Total discount

Each phrase relates to where an attendee is in the online payment process system or at what point they have reached in the offline payment process. The table below confirms what each status phrase means in relation to an attendee’s payment and what confirmation they will have received.

Booking Status Definitions

Payment Type	Payment Status	Description		Email received by main contact	Email received by other attendees
Credit Card	Paid	..	The attendee has selected the Online option when making a booking and their credit card details have been processed successfully.	Payment Confirmation email	Booking Confirmation email
Credit Card	Total Discount	..	The attendee has used a 100% discount promotion code when booking their ticket.	Booking Invoice email	Booking Confirmation email
Credit Card	Pending	Scenario 1	The attendee enters their booking details and goes as far as the Payment Details screen i.e. they have clicked the 'Proceed to Payment' button. If the attendee closes the browser at this point the booking will remain in the system with a status of pending.	None	None
Credit Card	Pending	Scenario 2	The attendee has tried to make a booking but their credit card has been rejected. The attendee then closes the browser instead of clicking the Abandon button on the screen. If the attendee had clicked Abandon instead of closing the browser the payment would have been removed from the system and would no longer show on the Bookings tab.	None	None
Credit Card	Cancelled	Scenario 1	The event organiser has changed the status of an online pending payment to Cancelled.	None	None
Credit Card	Cancelled	Scenario 2	The event organiser has changed the status of an online paid payment to Refunded.	None	None
Credit Card	Cancelled	Scenario 3	The event organiser has changed the status of an online total discount payment to Refunded or Cancelled.	None	None
Credit Card	Free	..	The event organiser has changed the status of an online total discount payment to Free.	None	None
Offline	Pending	Scenario 1	The attendee has made a booking with the Offline option.	Booking Invoice email	Booking Confirmation email
Offline	Pending	Scenario 2	The attendee has chosen to Defer a credit card booking. In this case the attendee has tried to make a credit card booking but the card was rejected. Note that an attendee is only given 3 attempts to enter their credit card details. If their card is rejected the attendee is given the option to chose to Defer the payment which if selected changes the payment type to Cheque and changes the status to Pending. The Defer option is only available for events that have been set up with an Offline payment option.	Booking Invoice email	Booking Confirmation email
Offline	Paid	..	The event organiser has changed the status of an offline pending payment to Paid.	Payment Confirmation Email	None
Offline	Cancelled	Scenario 1	The event organiser has changed the status of an offline paid payment to Refunded.	None	None
Offline	Cancelled	Scenario 2	The event organiser has changed the status of an offline pending payment to Cancelled.	None	None

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Yes they can.
For an attendee to ensure that the invoice is redirected to the Finance department to be paid, they should take the following actions when they are entering details in the registration/booking process;

	Fill in the details of who the invoice needs to be sent to in ‘Booking Contact Details’
	In the Forename text box enter the name ‘Finance’
	In the Surname text box enter the name ‘Department’
	Add the email address and phone number of the finance contact that the attendee wishes the invoice to be sent to

The attendee adds their own details on the second page of the booking process – ‘Attendee Details’.

The Finance department then receives the invoice via an email and the attendee receives the booking details, also via an email confirmation.

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Yes for group bookings you can collect information on all of the attendees. You can set this up in the ‘create an event’ wizard in the ‘Enter attendee registration details’ step. On this page you can choose to;

	Make it mandatory that the main booking contact enters all the details for all the attendees
	Or to allow the main contact to just fill in their own details without adding the details of all the other attendees. They can return to the registration website later to add or edit attendee details

When the attendee visits your registration website and enters the registration/booking process the system will automatically ask them to follow the instructions that you have chosen for the event. Depending on what option you have chosen in the’ create an event’ wizard the attendee will be asked to either,

	Enter details for all the attendees and will not be able to finish the process unless they do so
	Enter the details for the main contact only and proceed to ‘Finish’

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Attendees receive potentially two email confirmations;

1.	Every attendee will receive a Registration Confirmation which summarises the details of the event
2.	Attendees who have paid offline or online will receive a Confirmation of Payment email which will confirm their payment methods and details

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Yes an organiser can top and tail the invoice information that is sent out to the person who completes the booking registration process. The organiser can do this in the My Dashboard area of the system under the ‘My Invoices’ tab.

There are two editable sections for you to add your own content – the introduction and the end of the invoice. The system automatically inserts the booking information between the introduction and the end of the invoice. You are unable to change or edit this information.

Once you have created your new invoice template you can automatically assign it to a specific event that you have created. You can create different customised invoices for different events.

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The organiser does not receive email confirmation when an attendee confirms their attendance to the event.

The organiser will be able to view in real time just who is booking on to their event via the reporting area of the Event Control Area for each event. The ‘Master Organiser Report’ will contain detailed information of what is happening as it happens. The ‘Event Snapshot Report’ will give a more general overview of accumulative totals.

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If an attendee wants to cancel after having made a booking then the attendee should contact the event organiser.

The event organiser has the option of adding the Terms & Conditions for their event to their registration website. If that is the case then the organiser’s Terms & Conditions should explain their cancellation policy for the event.

If the organiser hasn’t added the Terms and Conditions to the registration website then the attendee can contact the organiser directly. The attendee can do this via the ‘Contact Host’ box on the registration website.

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Yes an organiser can manage their attendee bookings in the Event Control Area under the ‘Bookings’ tab. Under ‘Actions/manage’, an organiser can change the payment status from pending to paid, refunded or cancelled.

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Yes they can, but only if the organiser has set up the registration system to allow them to do so. An organiser sets this up in the ‘create an event’ wizard in the ‘Enter attendee registration details’ step and can choose to either:

	Make it mandatory that the main booking contact enters all the details for all the attendees
	Or to allow the main contact to just fill in their own details without adding the details of all the other attendees. They can return to the registration website later to add or edit attendee details

If it is the latter the attendees can return to the registration site later to add or edit attendee details.

To re-enter the system to add or edit attendee details, the attendee goes to the event registration website and enters their booking reference number into the ‘Attendee Login’ box provided. The attendee is then taken to the ‘Booking Summary’ page where they are asked to enter their email address for security and verification purposes. Once validated the attendee can edit attendee details and information.

The attendee receives their reference booking number via the booking confirmation email.

If an attendee has lost their booking reference number then the organiser will be able to resend it to them. The organiser can find the attendee’s booking reference number in the ‘Master Organiser’ report in the Event Control Area for the event, under ‘Reports’.

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The idea behind promoting and marketing your event via EventElephant is that you send out email marketing with a URL link, that sends potential attendees back to the registration website that you have built, using the EventElephant wizard.
Note: You have to give invitees the URL link in the email for them to be able to visit your registration website.

You can also embed or put your URL link into copy or content on your corporate website.

You can of course also use other types of marketing if you wish such as leaflets, flyers, adverts or letters.

You can also embed or use your event link via your social networking communities. Send the link in emails to friends or colleagues via networks such as Facebook, Twitter or LinkedIn. The URL link will still return them to your event registration site no matter what email system you use.

You can also embed your links into your corporate or personal blogs.

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After completing the booking an attendee receives an email confirmation almost immediately. The email confirms all the details of the event that they are attending and of the booking that they have just made.

This email confirmation is the attendee’s eTicket – they should bring in along to the event.

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The organiser can view reports on attendees in the Event Control Area of each event. The reports can be viewed both within the ‘Reports’ section and the ‘Bookings’ Tab.

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Yes, all the attendee data can be automatically exported to Excel and into PDF documents. Located at the very top of each report is a drop down box for you to choose in what format to export data in, and a clickable ‘export’ button for you to start the process.

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Yes you can.
You can send out reminders and Thank You emails automatically to all registered attendees. You can do this in the Event Control Area for each event under the ‘Automated Email’ tab.

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Attendee refunds are managed by the event organiser. The event organiser will refund the attendee by Electric Funds Transfer or by cheque.

The attendee can contact the event organiser by replying to the confirmation email or by clicking on the link on the ‘Contact the Host’ box on the registration website.

The organiser will be able to change the payment status of the attendee to ‘Refund’ in the Event Control Area for the event under ‘Bookings /Action’.

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If an attendee hasn’t received an email confirmation of their booking, they shouldn’t panic. It may be because of something simple such as their browser timing out. Please contact EventElephant to find out what the problem was and what the solution is.

Contact EventElephant either by email at;
Finance information finance@eventelephant.com

Customer service and support support@eventelephant.com

Or by phone;
Call 0044 (0)208 334 8068 and ask for Sarah or David in our London office
Or
Call 00353 (0)76 615 3182 and ask for Anna in our Dublin office

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An attendee can contact the organiser in two ways;

Via the ‘Contact the Host’ box that can be found on the registration page of the registration website.

Or by replying to the email confirmation that the organiser sent to the attendee confirming their booking.

If you are still not successful then please contact EventElephant.

Contact EventElephant either by email at;
Finance information finance@eventelephant.com

Customer service and support support@eventelephant.com

Or by phone;
Call 0044 (0)208 334 8068 and ask for Sarah or David in our London office
Or
Call 00353 (0)76 615 3182 and ask for Anna in our Dublin office

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EventElephant has a legal obligation to protect the rights of attendees who pay to attend events using the EventElephant system.

Should an organiser cancel an event then EventElephant has to ensure that the attendees can be refunded the fees that they have paid. To ensure that this happens EventElephant doesn’t pay organisers the fees collected from attendees until 2 to 5 days after the event.

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