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Events Help

Help Articles for the BAFTA Events Management System

Comprehensive Guide to the Ticket System

This guide provides detailed instructions on booking, managing, and distributing event tickets, with a focus on accessibility considerations. It covers automated ticket distribution, managing ticket types, handling bulk ticket sales, administrative workflows, and how to request accessibility accommodations during the booking process. Whether you are an event attendee or an admin, this guide will help you navigate the ticketing process efficiently.

1. Booking and Receiving Tickets

1.1 How to Book Tickets

  1. Selecting Your Event:
    • Visit the event booking page and select your desired event.
    • Choose the date and time if applicable.
    • The system now features a streamlined date and time selection using browser-native inputs for quicker navigation.
  2. Adding Tickets to Your Basket:
    • The basket count now reflects the total number of tickets rather than bookings.
    • The label “Items” has been replaced with “Tickets” for clarity.
  3. Completing Your Booking:
    • Proceed to checkout and provide necessary attendee details.
    • If required, submit accessibility requests as part of the booking process.
    • Once confirmed, a confirmation email will be sent to you.

2. Managing Ticket Types

2.1 Understanding Ticket Types

Admins can create custom Ticket Types to accommodate different audience categories. Ticket Types can include:

  • Standard
  • VIP
  • Premium
  • Public Concessions
  • Industry

Admins can also apply:

  • Ticket quotas to manage audience composition.
  • Discounts linked to specific Ticket Types.

A minimum of one Ticket Type must be created for an event to allow bookings.

2.2 Creating and Editing Ticket Types

Adding a New Ticket Type

  1. Log in to the Admin Portal.
  2. Navigate to Admin > Ticket Types.
  3. Select the correct Branch from the filter at the top.
  4. Click Add and fill in:
    • Internal Name (visible only to Admins).
    • Public Name (visible to users).
    • Description (explanation of the Ticket Type).
  5. Click Save & Close.

Editing or Deleting a Ticket Type

  1. Go to Admin > Ticket Types.
  2. Select Edit from the Actions menu to modify the Ticket Type.
  3. Click Delete if the Ticket Type is no longer needed.
    • Type “I AM SURE” to confirm deletion.

3. Automated Ticket Distribution

To improve efficiency, ticket distribution is now fully automated. Ticket links are emailed directly to guests and/or the lead booker. Emails include:

  • Personalised instructions
  • Guest guidelines
  • Security information
  • Contact details

Key Features of the Automated System:

✅ No need for manual mail merges.

✅ Guests receive real-time ticket notifications.

✅ Personalised emails provide clear instructions.

Mass Ticket Distribution

  1. Log in to the Admin Portal.
  2. Navigate to Event Management > Ticket Distribution.
  3. Select the relevant event.
  4. Click Distribute Tickets and confirm by typing “I AM SURE”.
  5. The system will:
    • Send a separate email to each attendee.
    • Provide a distribution report with success/failure details.

Individual Ticket Distribution

  1. Log in to the Admin Portal.
  2. Select an event and go to Bookings.
  3. Find the attendee’s booking and open their Booking Details.
  4. Click Send Ticket (only available if the ticket is paid and complete).
  5. Confirm the process and the system will send the email.

Verifying Ticket Distribution

  • Navigate to Ticket Distribution Status.
  • Status indicators:
    • Sent – Successfully delivered.
    • Pending – Queued for delivery.
    • Failed – Not delivered (e.g., incorrect email).
  • If a ticket email fails:
    • Click Resend.
    • Verify and update the email if necessary.

Resending Ticket Notifications

  1. Go to Notifications > Resend Ticket Notification.
  2. Select the attendees who need a reminder.
  3. Click Send Reminder.

4. Selling Multiple Tickets as Part of a Package

4.1 Understanding Ticket Packages

Ticket Packages allow admins to sell multiple tickets together, such as a table of 10 for an Awards Ceremony. Packages include:

  • Single Ticket Type (all tickets in a package must be of the same type).
  • Fixed Pricing (the full package price is displayed, not individual tickets).
  • Non-Split Cancellation (if cancelled, all tickets in the package are voided).

4.2 Creating a Ticket Package

  1. Log in to the Admin Portal.
  2. Navigate to Admin > Ticket Types.
  3. Click Add and enter:
    • Internal & Public Name
    • Description
    • Set “Ticket Package” to Yes.
  4. Select the Ticket Type for the package.
  5. Specify the number of tickets per package.
  6. Click Save.

4.3 Using Ticket Packages in Events

  • On the Event Settings page, assign Ticket Packages in the Ticket Rules table.
  • The booking limit applies to packages, not individual tickets.
    • E.g., setting 10 packages of 10 tickets allows 100 attendees.
  • The invoice will list only the package name, not the number of tickets.

5. Admin Workflows & Event Setup Improvements

5.1 Enhancements for Admins

  • Approval dates are now visible in the Admin Booking Table for tracking.
  • Separate deadlines for ticket cancellations and data submission improve flexibility.
  • Manual override for ticket templates allows better allocation control.

5.2 Invoice & Basket Improvements

  • The “Company” column has been added to invoices.
  • Basket display updates improve clarity:
    • Basket count now reflects total tickets, not bookings.
    • Labels have been updated for clearer communication.

6. Accessibility Considerations

6.1 Requesting Accessibility Accommodations

Our booking system allows attendees to specify their accessibility requirements during the booking process, ensuring an inclusive experience for all.

Default Accessibility Options:

  • Any other adjustments – allows attendees to provide specific information related to their circumstances.
  • BSL Interpretation
  • Captions
  • Quiet Space
  • Stair-free Access
  • Wheelchair Accessible

How to Enable Accessibility Functionality (For Admins):

  1. Log into the Admin Interface.
  2. Navigate to System > Branches.
  3. Click Edit for the relevant Branch.
  4. Set Collect Accessibility Data at Point of Booking to Yes.
  5. Click Save.

Admin Notification Feature:

When an attendee submits an accessibility request:

  • Admins receive an automatic email notification detailing the request.
  • The system prompts Admin