EventElephant collects delegate fees, membership fees, or attendee fees online, safely and securely! EventElephant therefore handles perhaps the most time consuming and potentially problematic part of organising an event for you ... Event Payment.

For attendees the payment system and process is robust and smooth with extreme credit card security. Fees are collected without the need for you to have a dedicated merchant account.

EventElephant pays organisers the ticket revenue – minus any EventElephant and credit card fees – four to eight working days after the event.

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There are no set-up costs and there’s no charge for opening an EventElephant account. Whether you use it to create a personal or business event, it’s totally free.

	There’s no contract to sign.
	For free-to-attend business events, there’s a small fee of £2/ €2.45/ $3.30 per attendee.
	For free-to-attend personal events, it’s totally free.

 

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For all events with an entrance fee, we charge 4.75% of the ticket price

 

The 4.75% of the ticket price is also known as the Attendee Management Fee (AMF).

Attendees are also charged a 2.5% credit card fee if they choose to pay in this way.

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Yes, there is a credit card charge to the attendee if they use this as a payment method – the credit card charge is 2.5%

The event organiser uses an EventElephant Merchant account and therefore the attendee benefits from both a competitive rate and tighter security checks.

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The organiser can choose to either add the fee on top of the ticket price or to wrap it into the ticket price. In other words the organiser has the option to pass on the EventElephant charges or take on the costs themselves. You may want to fix your ticket prices at a certain rate to maximise sales revenue, so you would therefore ask the attendee to pay the fee in addition to the ticket price.

Or, if you want to ensure that attendees pay no more than a certain ticket price then you can include the fee in the ticket price. EventElephant will then base the attendee management fee on the total ticket price.

You can choose what option to take in the ‘create an event‘ Wizard and when you do, the EventElephant system will automatically make the adjustments to the tickets prices for you.

The AMF box:

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AMF stands for the 'Attendee Management Fee'. It’s simply another phrase for the 4.75% of the ticket price that we charge for all paid-for events.

The AMF box:

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If it’s a free-to-attend business event, the organiser is charged a small fee of £2/ €2.45/ $3.30 per attendee.

If it’s a free-to-attend personal event, it’s totally free.

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It’s really easy. Attendees can pay in three ways:

	By debit card
	By credit card
	Offline, by invoice

 

We accept the following debit and credit cards:

	Visa Card
	Master Card
	PayPal
	Maestro
	Laser
	iDeal
	Amex

 

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When an attendee wants to pay by invoice the organiser is notified of the attendee details so that they can send a detailed invoice. The invoice is automatically generated and sent by the EventElephant system on behalf of the organiser.

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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’ they are asked whether or not they are paying offline before they get to the online credit card transaction screen. If they click the offline tick box they are able to skip the transaction stage and proceed to the finish. The attendee then receives an invoice via email for the booking.

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EventElephant accepts the following credit and debit cards;

	Visa Card
	Master Card
	PayPal
	Maestro
	Laser
	iDeal
	Amex

 

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EventElephant collects delegate fees, membership fees, or attendee fees online, safely and securely on behalf of the event organiser.

EventElephant does not keep or hold any credit card or debit card details of attendees at all. The payment process takes place through our secure payment gateway run by a third party called Adyen -( please see ‘Who are Adyen’?).

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If the attendee chooses to pay for their booking offline (i.e. they will pay the invoice at a later date) the event organiser has sole responsibility for the collection of the funds.

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EventElephant pays organisers the ticket revenue – minus any EventElephant and credit card fees – four to eight working days after the event.

However, under certain circumstances payments can be made before the event. If you think you’ll need to receive payments before the event, please get in touch with your Customer Service Manager, who will be very happy to help.

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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. Attendees will be wary of using an event payment system that doesn’t offer similar refund guarantees.

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EventElephant transfers the collected funds for the event(s) into the bank account that was designated by the organiser when they set up the event(s).

The ‘Enter bank details’ stage of the ‘Create an event’ wizard:

You can re-enter the system and edit your bank details at any time, or enter information for more than one bank account.

NB: you don’t need to enter your bank details until you are expecting payment from EventElephant.

The funds transferred will match exactly the figure in the ‘Master Organiser Report’, which you’ll find in the Event Control Area.

The ‘Reports’ box of the ‘Event Control Area’:

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EventElephant transfers all the payments per event that have been made by the attendee via the online credit card payment process.

The funds transferred with not include the 4.75% fee charged to attendees by EventElephant or the 2.5% standard credit card transaction fee. The funds transferred will exactly match the ‘Master Summary Report‘ that you will find in the Event Control Area for each event under ‘Reports’.

The ‘Reports’ box of the ‘Event Control Area’:

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In order for EventElephant to transfer funds collected from attendees, to the event organiser - it is necessary to hold the event organiser’s bank name, address, account number, sort code, iban and swift code on the system.

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Once entered into the EventElephant system your bank account details are kept highly secure. The details are encrypted and sit behind our secure firewall. The EventElephant Finance department does have access to these details in order to authorise and instruct Allied Irish Bank to transfer funds to the organiser.

EventElephant never release client bank account details to any third party source. Your account information is fully protected by this commitment AND by relevant EU Data Protection Laws.

EventElephant has an insurance policy to cover all client monies held in trust. This policy is with ACE European Group Ltd and protects event organisers’ funds against internal or external misappropriation of funds, subject to insurance policy terms and conditions.

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With EventElephant there is no need to input your bank account details before you set up your event or even before you start your marketing push – you can skip bank account details until much later. You don’t need to enter your bank account details until you are expecting payment from EventElephant. In other words around the time of the actual event.

You can re-enter the ‘create an event’ wizard via the Event Control Area for each event and access the bank details page in the ‘Modify your event’ section.

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All attendee funds collected on behalf of the event organiser are held in the EventElephant Client Current Account.

This is operated like a solicitor’s or auctioneer’s client account. All organiser/client funds are kept completely separate from any other EventElephant bank accounts and this will be tested annually by the company’s auditors.

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Yes you can.
You can re-enter the system and edit your bank details at any time or input information for more than one bank account.

You can do this in the Event Control Area for each event and via the ‘Modify your event’ area.

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EventElephant does NOT keep or hold any credit card or debit card details at all. The online payment process takes place through our secure payment gateway, Adyen. EventElephant has NO access to attendee bank accounts or bank account details.

Attendees paying for an event online are verified through Adyen who screen all incoming card details. The Adyen software collect the card details, (including the unique IP address of the attendee, the card number, the expiry date and the CVV number), and process the payment once the details have been verified.

All cards are automatically scrutinized against Adyen’s international ‘Credit Card Black List’ and rejected if positively matched. Weighted values have been assigned to; transaction events, customer locales and card details. These weighed values are held in Adyen’s risk assessment module, which evaluates every transaction and assigns it a potential risk value. Any risk score reaching 100 or more is automatically refused.

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Adyen are the European market leaders in secure online payment systems. They are also EventElephant’s online payment provider and as such, EventElephant does not collect or retain any credit card details on the system. Attendees paying for an event online are verified through Adyen who screen all incoming card details.

For more information on Adyen please visit www.adyen.com.

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You can find a range of reports in the Event Control Area for each event under ‘Reports’. The amount of reports and type of reports change depending on the type and nature of the event that you are running (Classic or Professional, free or paid for events).

If it is a ‘paid for‘ event there will be a full complement of reports that will: tally up your revenues for different ticket prices, give you full information on each attendee, give information on ticket expiry dates and on how many tickets are left to sell.

You are able to print out your reports. You are also able to export your reports to Excel or to PDF documents. (Please also visit Online Report FAQs).

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No, you don’t.
EventElephant attendee payment system is a fully integrated and secure system. You don’t have to leave EventElephant's system at any point to integrate with other checkout systems.

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No, you don’t.
With EventElephant the set up of the payment system is instantaneous and part of the ’create an event’ wizard. In effect EventElephant has already set up a Merchant account on your behalf.

There is no need to waste time adding merchant ids or merchant keys or to wait for 3rd party approval.

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

The organiser is able to view who is booking on to their event in the ‘Reports’ area of the Event Control Area for the event. The ‘Master Organiser Report’ contains detailed information of what is happening as it happens. The ‘Event Snapshot Report’ gives a more general overview of accumulative totals.

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Attendees receive potentially two email confirmations of payment;

1.	Every attendee receives a ‘Registration Confirmation’ by email which summarises the details of the event
2.	Attendees who pay either offline or online, receive a ‘Confirmation of Payment’ email which confirms 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 will automatically insert the booking information between the introduction and the end of the invoice. Organisers are unable to edit the booking information details.

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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If an organiser cancels an event, EventElephant (who retain funds collected for up to five days after the event has finished), simply pay these funds back IN FULL to each of the attendees.

As the event hasn’t taken place attendees are not liable for the Attendee Management Fee and therefore EventElephant will make no reductions on the funds being paid back to the attendee.

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The event organiser decides on the currency of their event and attendees pay for the event in the currency chosen by the organiser.

Organiser’s set up the currency in the ‘create an event’ wizard and can accept payment in Euro, Sterling or US Dollars. An attendee’s payment will be charged in the selected event currency at the foreign exchange rate prevailing on that date.

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EventElephant has a comprehensive internal financial controls manual in place, which is subject to annual sign off by our auditors and the company Directors. The Directors meet on a quarterly basis to discuss the company’s performance and to ensure that all internal controls and Director’s responsibilities are adhered to.

The Finance department consists of the company Chief Executive Officer (CEO), Financial Controller (FC) and Accounts Administrators. The CEO and the FC, who are both qualified accountants, are the only personnel to have access to client (event organiser) banking details, payments and transfers.

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EventElephant have an Insurance Policy against fraud. This policy is with ACE European Group Ltd and protects event organiser’s funds against internal and external fraud, subject to insurance policy Terms and Conditions. Additionally the Irish Government have guaranteed all funds on deposit in Irish Banks, to which EventElephant’s Bank, Allied Irish Bank, have signed up to.

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Quite simply, no.
What you see is what you get with EventElephant. Please see previous questions of this group for more details.

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In your event control area it is very easy to see and manage your bookings. From the bookings tab you can cancel or refund any attendee that has signed up to attend your event. If you are refunding a ticket, EventElephant will still charge the Credit Card fee for the booking as well as 2.5% of the amount refunded.

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