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1. What is EventElephant?
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EventElephant is a self service online product that makes it easy and quick to set up and promote any type of party or get together, reunion or professional conference. You can set up both free to attend events and events that charge an attendance fee.
Your best friend
The idea behind EventElephant is to remove the cost, the frustrations and the technical hurdles usually involved with organising even the simplest reunion never mind running a large conference.
At its core EventElephant is a step by step wizard that helps you to painlessly create a mini website that contains all the details and information about your event or party.
It is the easiest, quickest and cheapest way to attract or invite guests or attendees to your events.
EventElephant is a consistent, reliable resource that you can always trust to work away in the back ground making your events a success without the stress – an event organiser’s best friend.
In addition to the wizard there are lots of clever, ’ready to use’ features that allow you to do things like:
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Import contacts
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Send out invitations using an email system
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Create lots of ticket types
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Promote and market your events
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Register attendees
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Take online payment
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View reports that tell you who is signing up to attend and what they have paid
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The technology and features available to organisers who run large multi day conferences or events are market leading and unique to EventElephant.
EventElephant has all the essential online features and tools that you will ever need to plan, organise and manage your events and attendees.
A self sufficient control centre
EventElephant is entirely online and you can manage every aspect of creating a registration website and of promoting and running your event yourself, without having to employ or use designers, web developers or agencies. With EventElephant you have your very own central dashboard and control centre from which to stay organised and in control of all aspects of your events.
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2. How does EventElephant work?
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In its simplest form EventElephant works like this;
(please look at other FAQs for more detailed explanations)
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Once you have signed up a free organiser account you are taken straight to a ‘How To’ page which orientates you around the basics of the product
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You can start to create your event straight away.
You navigate through a step by step ‘create an event’ wizard. There are different quantities of steps depending on the type of event that you choose to create – (a single page registration website or a multi page registration site, a free event or an event that has a ticket price).
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At the end of the ‘create an event’ wizard your registration web site is fully created including details like; where your event takes place, when it takes place, a summary overview of what the event is about, tickets, registration details, images, banner s and the look and feel. Your website is also be automatically indexed with search engines at this point.
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You can then promote and market your event to your guest or attendee list in an area called the Event Control Area – (you are automatically taken to this area). From the Event Control Are you can: import and set up a contacts list, create and send email invitations, access a library of live reports for your event, and create name badges.
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You can also edit, modify and change your registration website from the Event Control Area.
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When you have sent your email invitation out to your contacts guest list, then your invitees will be able to click on the URL link that is automatically inserted into your email. This will take your invitees to the registration website for the event that you are currently promoting.
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Your invitees can register for the event and if necessary pay to attend, by using the secure credit or debit card payment system. They can also choose to pay offline.
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If the event is an event with an entrance charge then EventElephant holds the funds collected and at the end of the event, automatically transfers the funds (minus the EventElephant fee and credit card charges), into the event organiser’s chosen account.
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As you create more and more events they can all be found and listed chronologically in an overview Dashboard area – your own personal event centre.
From My Dashboard you can access and manage individual events, as well as your full contacts database and the How To orientation area.
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3. How do I start using EventElephant?
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Getting started with EventElephant is easy. Just register as an event organiser by clicking the ‘sign-up’ tab at the top of the page.
You are asked to fill in standard information so that we can create an organiser account for you. This will only take a minute or so.
Once you have submitted your organiser account information you instantly receive a confirmation email to the email address provided.
Simply click on the link in the email to activate your account and you are ready to set up your first event – it’s as easy as that!
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4. What types of events can I create?
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You can create any type of event of any size with EventElephant.
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It can be a social occasion with friends or colleagues such as;
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Or your event can be a business orientated event such as;
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Parties
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Conferences
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Reunions
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Annual networking dinners
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Alumni events
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Training seminars
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Charities and fundraising events
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Team building events
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Get togethers
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Trade shows
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RSVP events
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Seminars
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Weddings
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Corporate events
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Sporting events like golf days or tours
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Awards ceremonies
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Concerts
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Online events/webinars
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Festivals
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Meetings
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School trips
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Product launches
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School specific events like plays, graduations
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Association and federation events
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Private functions
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Membership events
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Religious events
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Speaker events
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Courses
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Showcases
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Banquets
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Workshops
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Celebrity events
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5. Are there different product versions?
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Yes there are.
EventElephant has 2 product versions – Classic and Professional.
At the start of the ‘create an event’ wizard, you are given the option to choose what version is most applicable to the event that you are creating.
The Classic version is tailor made for nearly all of your parties and social events. It is also perfect for most one day events such as seminars, training days, concerts and so on. The Classic version produces a great single page registration website. All the essential event information will be on one compact page including registration and booking, images and photos, banners and colour schemes, a link to Google maps.
You can set up both free to attend and pay to attend events with the Classic version.
Classic versions are very quick to create.
The Professional version is unique to EventElephant and allows professional event organisers to create event websites that until now they would have had to outsource to web developers, event management companies or specialist agencies. This is the first time that such a costly and long process has been fully automated online.
The Professional version allows organisers to create multi page registration websites for multi day or large events such as conferences, awards ceremonies and networking dinners. As well as being able to create all the core functionality of the Classic registration website the Professional event automates lots of additional functionality such as,
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Full conference programme details
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Full session details
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Full speaker biographies and thumbnails
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Linking speakers to sessions
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Venue and accommodation details
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Document uploads
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A Sponsors area
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The ability to automatically add new navigation tabs to the site
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You can set up both free to attend and pay to attend events with the Professional version.
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7. How long does it take to set up an event?
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Setting up events using EventElephant is very easy and very quick .It takes considerably less time than traditional options.
For a Classic event you can create the event and be operational in one short session – In about 20 minutes in fact.
For a Professional event it will only take a couple of hours to finalise the set up and get operational including adding sessions and speakers etc. To set up or build the equivalent registration website and functionality without using EventElephant could take weeks not hours!
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9. What are the costs?
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For event organisers EventElephant makes huge savings on their administrative, IT, web, operational and marketing budgets.
Organiser costs:
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There are no charges or costs at all for setting up an organiser account
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Organisers don’t pay for ticket fees at all – attendees pay a fee on ticket prices – only organisers of free business events pay a small fee per attendee
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Organisers of free business events pay 2.45 per attendee,(applicable to all currencies)
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Organisers of free personal events pay nothing at all
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Organiser costs:
If your event is ‘free to attend’ and it is a corporate or business event then as an organiser you will pay 2.45 per each attendee ( the 2.45 rate applies equally to pounds sterling, Euros and dollars).
If your event is ‘free to attend’ and it is a personal event such as a party, reunion or a wedding ,then EventElephant charges organisers nothing at all.
Attendee costs:
If your event has tickets that have an entrance price attached to them, then the attendee pays a fee on that ticket price – just like Ticketmaster
The fee is 4.75% of the ticket price.
The 4.75% of the ticket price is called the Attendee Management Fee in the EventElephant system.
There is also a credit card charge to the attendee if they use this as a payment method – the credit card charge is 2.5%. This is normal practice for most credit card payments.
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10. What are the options for organising how attendees pay the fee?
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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.
You may want to keep your ticket prices fixed at a certain rate to maximise sales revenue and if so you 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.
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.
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11. What is the AMF?
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The AMF stands for the Attendee Management Fee.
It is simply another phrase for the 4.75% fee on credit card payments.
The Attendee Management Fee is how EventElephant makes its money.
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12. What if the event or party is free to attend?
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If your event is a free to attend business event, there will be a small charge of £2/ 2.45 euro/ $3.30 per delegate. For free to attend personal events, such as birthday parties, weddings etc, then you and your attendees can use the system entirely free of charge. You can set up and use the system to run as many events as you want – there will be no charge. We simply hope that word will get around via your attendees that EventElephant is a great system to use to arrange your events.
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15. How can I contact EventElephant?
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Don’t hesitate to contact EventElephant – we love getting your feedback. We are very passionate about our product and want to engage with our customers and market as much as possible – you are assured a warm welcome.
You can contact EventElephant in five ways – by email, by phone, by Call Back, by Feedback Form and by post.
Contact us via email
Our dedicated teams can be reached directly via the email options listed below. A member of the team will get back to you as soon as possible.
Contact Us via telephone
If you want instant help and that personal touch then our customer support team can be reached via telephone every week day between 8.30 am and 6.00 pm. Please use the email option or Call Back option at other times and one of the team will contact you as soon as they can.
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.
Contact us via our Feedback Form
Please click on the following link to open the Feedback Form. One of our customer support managers or the appropriate team member with respond as soon as they can.
Feedback Form
By Call Back - Get us to contact you
Please click on the following link to open the Call Back Form. One of our customer support managers or the appropriate team member with respond as soon as they can.
Call Back Form
By Post
Head office address: 56 Lansdowne Road, Dublin 4 Ireland
London office address: Parkshot House, 5 Kew Road, Richmond, Surrey, TW9 2PR
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16. What help does EventElephant offer?
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EventElephant offers you lots of help – customer support, interaction and service is very important to us.
Get Immediate Help
EventElephant has a team of very friendly Customer Service Managers and event specialists whose aim is to make your EventElephant experience as easy, quick and as enjoyable as possible.
A Customer Service Manager will be assigned to you when you sign up as an organiser and will pro-actively contact you by phone and email to talk through your experience of setting up your first event, or to offer advice or instruction.
You can contact your Customer Service Manager whenever you feel you may need them. If you have a query or a problem they will solve it for you. Your customer service contact will have direct access to our in-house team of graphic designers, web developers and marketing experts to ensure that you get first rate support.
Fast track VIP service
Creating a great event registration website using EventElephant is so quick and easy. But we understand that there are times when things are manic and you need a helping hand. That’s why we’ve got our fast track service – to give you the VIP treatment and immediately lighten the load.
One of our professional designers can build you a slick-looking site from scratch in next to no time. If you want a site that matches your corporate branding, it’s no problem at all. Or if you prefer a spectacular, stand-alone site for the ‘wow factor’, we can do that too. We’ll build your site exactly how you want it.
The fast track service is really cost effective too – it’s just £150 for a Classic site and only £300 for the Professional version. Just drop us a line at support@eventelephant.com and we’ll have that polished site built for you within two working days.
Webex
You can sign up and join a free online demonstration of the product. We use Webex technology so that you can view an event being set up, as well as hear ’live’ commentary. You can also interact and ask questions of the presenter. Just click the link and fill in the Form.
Or your Customer Service Manager can interact with you and your event online using Webex. You can visually share what you have on your PC screen with your Customer Manager and they can share their screen with you. Your Customer Manager can guide you through all areas of your account and your events, showing you ‘live’, how to edit or add items, or to demystify anything that you may want further visual explanation on.
Once you sign up as an organiser you get immediate access to a ‘How To’ page that orientates you around the system. The ‘How To’ page is updated on a very regular basis giving you ongoing insights on Managing Your Event, Marketing and Promoting your event, collecting money, as well as getting the latest news on helpful resources, product releases and enhancements, EventElephant ‘in the news’ and the latest blog.
There is always a tab on screen for the ‘How To’ page so that you can navigate back to it at any point in the system and at any time.
Tuition Video
You can access a library of tuition videos that walk you through various aspects of the product.
You can also download PDF documents that offer instruction.
Ongoing Communication
EventElephant also emails you regular updates, tips and hints.
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17. When you update your technology and add functionality will my events also have the update?
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Yes when we release new product updates and new functionality your events and your dashboards are automatically updated.
We will email you before the new releases ‘go live’ to the system, so you know what to expect and when to expect it. The ‘How To’ page also contains information on the new product releases.
All new functionality is tested thoroughly by EventElephant on a separate replica system before it is updated to the ‘live’ system that organisers use. The process will be smooth and painless.
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18. How often do you release new technical functionality?
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EventElephant releases new functionality on a monthly schedule. We have a substantial wish list of great new functionality that will be added to the product every month – keeping EventElephant at the forefront of product usability and of course giving organisers lots of new features to make running their events more effective, more fun and more impressive.
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20. What happens if an organiser cancels an event?
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Should an event be cancelled, EventElephant, (who retain funds collected for up to five days after the event has finished), simply pays the funds back to the attendees. As the event hasn’t taken place they are not liable for the Attendee Management Fee and therefore there are no EventElephant deductions.
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21. What is EventElephant’s Privacy Policy?
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The EventElephant Privacy Policy aims to assure you that in using Eventelephant, either as an event organiser, or as an event attendee, your personal data whether financial or otherwise, will never be compromised, passed to a third party, (unless expressly permitted by yourself), or used for any purposes other than that explicitly stated when collected.
To fully understand our views and practices regarding your personal data and how we will treat it, please read the full Privacy Policy here.
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The Privacy Policy will clarify our position on issues like;
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Information we may collect from you
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Where we store your personal data
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How we use your information
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Who we disclose your information to
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Internet security and collecting cookies from your PC
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Your rights
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We recommend that the Privacy Policy should be read in conjunction with our Terms & Conditions which can be read here.
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22. What are EventElephant’s current Terms & Conditions?
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EventElephant‘s Terms and Conditions set out your rights and the obligations of all users in relation to your use of the website and the product. You can read the Terms and Conditions here.
They contain our policies on issues such as;
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Access rights to the EventElephant website
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Intellectual property rights
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Reliance on information posted
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Use by minors and user identity
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Liabilities
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Misuse – viruses and hacking
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Legal obligations for use
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Indemnity
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Linking to EventElephant websites
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By registering on EventElephant you are consenting to be bound by our Terms and Conditions. We recommend that the full Terms & Conditions are read in conjunction with the Privacy Policy, which can be viewed here.
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23. Do organiser’s have to have their own Terms & Conditions?
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It is up to the organiser. If you traditionally have Terms and Conditions for your event then you have the option of adding them to your event registration website. You can do this in the ‘create an event’ wizard in the step entitled ‘Set Up Attendee Terms & Conditions’.
Simply copy and paste your existing Terms and Conditions into the text space and click save.
It is not mandatory for you to add Terms and Conditions.
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24. Cancelling your event and organising refunds
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You should first of all notify EventElephant of the event that you wish to cancel and the event ID number. Email cancellation@eventelephant.com.
Then you need to expire your event.
You can do this by going to the Event Control Area and then the Modify Event Details section. Scroll down to Edit Ticket Options and then click.
Then to the right of your ticket click ‘Edit’ and change the ‘Expiry Date’ to today’s date.
Then click Save.
When you are back at the Event Control Area go again to the Modify Event Details section. Scroll down to ‘Edit Event Details’ and then go to ‘Event End date’ and change the date to today’s date.
Then click Save.
You can refund each credit card payment in the Event Control Area under the ‘Bookings’ tab at the top.
Click on it and then per attendee go along to the right hand side under ‘Actions’ and then click on Manage.
Then go down to ‘New Payment Status’ and change the payment status to ‘refunded’ and click Save.
For cancelled/refunded online bookings, you will still be charged the credit card fees associated with the original credit card payment along with the fees associated with refunding the payment.
Then close the event by clicking ‘End of Event – Pay Me Now' in the Event Control Area.
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