Hospitality Management (Host View)

In this article, you will learn how to book tickets as a host, manage the tickets assigned to you, and manage your participants.

My events and calendar 

The host's view is limited to the "My Events" and "Calendar" menu items on the left-hand navigation bar.

Under "My Events" the host can see all events in which they have acquired tickets from a contingent (from a public event) or which have been directly assigned to them by an admin, event manager, or supporter (hereafter referred to as "Event Manager"). To edit these booked or assigned tickets, the host can click on the corresponding event.

Once an event has been published, a host who has been added as a user in your Space can see it in his or her "Calendar". If the host then selects an event where they want to book tickets, they click the "Tickets" button and are taken to the "Event Info" page.

Event info

When the host selects an event either directly from the dashboard or in the "Calendar" tab, they are taken to the "Event Info" page. This page has already been defined and set up by the event manager in the evenito back office within the "Hospitality" module.

If the event manager has defined a timeframe for "Ticket Booking" in the evenito back office, the host can now, within this time, either click the "Go to Tickets" button to the right of the header or scroll directly to the "Tickets" section.

Here, the host can use the plus or minus buttons for each ticket to select how many tickets of each ticket type they want to book, or they can enter the number directly. They cannot exceed the booking limit defined by the event manager in the back office.

By clicking the "Book Tickets" button on the right side, a new window with a booking overview will open for confirmation.

By clicking the "Confirm Booking" button, the requested booking is automatically listed in the evenito back office in the "Hospitality" module, under the "Hosts" menu item. The respective booking quantities can still be manually adjusted by the event manager. You can find more information here.

Adjust booking

If a host wants to edit the number of their reserved tickets, they can click the "Modify booking" button in the "Tickets" section on the "Event Info" page. The basic prerequisite is that the booking window has not yet been closed by the event manager. The view of the different ticket types will then open again.

Booking closed

As soon as the time slot for booking tickets has closed, no more tickets can be reserved on the part of the host.

Contacts

In the next step, the host can now click on the button "Go to contacts" in the "Tickets" area or on the menu item "contacts" in the navigation.

As soon as the time slot defined by the event manager opens, in which the host can upload his contacts via the plus button using an Excel list or add them manually and then manage the contacts, the tags in the menu item "Contacts" are automatically changed from "Contact list: not available" to "Contact list: opened" and "Registration: not available" to "Registration: opened".

• In the first column, the host sees the ticket type. 
• The numbers (e.g., "Main Event": 4/20) in the 2nd column indicate how many tickets have been assigned to contacts from the host's total booked contingents.
• Column 3 (lightly hatched) shows how many tickets you (as the host) have directly assigned to participants. You can find more information in the "Assign tickets" sub-section.
• Column 4 "booked" (dark, solid) shows the number of tickets that your subhosts have booked from the total contingents you defined for each ticket, but have not yet assigned to their contacts.
• Column 5 "assigned" (dark hatched) shows how many tickets your subhosts have already distributed to their contacts. In essence, this corresponds to the number of participants who have the "registered" status in a "normal" event.
• Column 6 "available" (light, solid) shows how many tickets are still available in the contingents you defined, meaning they have not yet been booked.

Add contacts

To add contacts, the host can click the plus button and then add them either manually or via Excel import.

The fields that the host should use for their contacts are defined by the event managers in the evenito back office under "Contact Information".

Creating a contact manually

To manually add a single contact, click the plus button. An overview with the contact information fields will open. Fill out this information.

You can then choose whether to click the "Add" button or the "Add & Assign Ticket" button. With the first option, only the contact is created, but no ticket is added. With the second option, you are immediately redirected to the ticket assignment after creating the contact. See the "Assign tickets" sub-section.

Import Excel

Click the "+" symbol in the top right and select "Upload contact list". Either browse your computer for the desired list or drag and drop it into the tool.

Preparation Excel file

Assign contact information fields

After you have selected your desired Excel list, all columns/contents will be displayed in the upload window. The tool automatically maps the contact information fields, provided that the column names match exactly with the contact information fields set up in the event.

If a field was not automatically assigned, you can manually assign it by clicking in the "Assign column" field and selecting the corresponding contact field. You can only use fields that have already been defined. Creating and naming your own fields is not possible.

Start import

By clicking "Submit" the Excel file will be processed. The window shows you the status of your contact list. Once the import is complete, you can finalize it by clicking "Close." The contacts from the Excel list are now visible with the stored information under "Contacts."

Assign tickets

To assign one or more tickets from the contingent to contacts, the host hovers the mouse over the desired contact in the contact overview and clicks the "Assign tickets" button on the right side. This step can be skipped when manually creating the contact by using the "Add & Assign Ticket" button.

First, select the host from whose contingent you want to assign the tickets to the desired participant in the "Source contingency" dropdown.

In the next step, the host can now choose how many tickets they want to assign to the guest from their contingents. In this case, they can also use the plus or minus button or enter the number directly.

In addition, you can (depending on the settings your event manager has defined) set the contact as "Registered" and/or "Send confirmation" directly.

You can then apply your assigned tickets using the "Assign tickets" button.

In the last step, if this has been set up by the event manager, the host can also fill in the contact details and additional questions defined in the registration form for the participant. This information was previously defined by the event manager in the "Registration form."

In the contact overview, you will now see that the tickets have been assigned in the "Ticket types" column as well as the host in the "Contact host" column.

If a contact is unable to attend the event, the host can remove the ticket.

To do this, return to your contact overview and hover your mouse over the desired contact so you can click on the pencil symbol. The participant's contact details will now open.

In the "Registration" section on the right side, all the "Tickets" that have been assigned to the contact are listed.

To remove them, hover over the desired ticket(s) and click the trash can symbol.

Once all tickets have been removed and you click "Save & Return" a pop-up window will appear with the notification that the contact will automatically receive the status "Declined." In parallel, the un-registration confirmation will be triggered (provided it has been set up by the event manager).