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jboulton
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January 21, 2025 at 9:52 pm
Hello,
I need advice on how to setup my event. I have a 1 Day Skills Competition taking place with 80 different Skills in 2 Categories – 40 Skills for Secondary students and 40 Skills for Post-Secondary students. Each Skills Competition has a limited number of spots. Individual students register and schools register multiple students in several Skills Competitions at the same time (make 1 payment for multiple students).
I am thinking – create 2 events: Secondary and Post-Secondary. In the Secondary event I will create 40 Event Dates and the matching 40 Tickets. I will do the same for post-secondary. I can create the capacity for each Event and set the Ticket quantity for the matching ticket (keep the same).
The reason I am thinking this is the way to go is for the schools who want to register multiple students and make 1 payment.
Next year, I can then make a copy of the event, then update the dates of the Events and Tickets.
The alternative is to create 80 different Events – with 1 Event Date and 1 Ticket. If I do it this way, I don’t think I can have a school register their students at one time to make one payment? This might be easier making 1 Event Date and 1 Ticket; however, I don’t see a way of making a clean table.
What are your thoughts? Thank you.
Jeff
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Tony
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January 22, 2025 at 2:50 am
Hi Jeff,
So, I’ll start with how I think I would set this up based on the above and that would be this set up:
I am thinking – create 2 events: Secondary and Post-Secondary. In the Secondary event I will create 40 Event Dates and the matching 40 Tickets. I will do the same for post-secondary. I can create the capacity for each Event and set the Ticket quantity for the matching ticket (keep the same).
Becuase then you have small ‘events’ to manage overall and you can direct the relevant users to the correct events. It wont work if those need to share capacities but I’m assuming they don’t.
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But let’s dig into this a little more to confirm this.
If I do it this way, I don’t think I can have a school register their students at one time to make one payment?
What makes you think that?
EE gives you the option of collect registrant information for either JUST the first ticket (meaning that all of the tickets selected in a single group registration as for that single attendee) or collecting for EACH ticket selected in a group (meaning you you provide the attendee information for each individual ticket selected).
With both of those set ups the school can select the tickets and pay in a single transaction, but option 1 means they register each individual student across whichever tickets they need and then pay… so 5 students means running through registration 5 times, each selecting the relevant skills and completing payment.
Option 2 can combine that all together, but it means that the teacher registering will need to repeat the attendee information for each student on each skill. For example, if Student 1 is registering for Skill A, B & C and Student 2 is registering for Skills A & D, the teacher inputs Student 1’s info 3 times and Student 2’s info 2 times on the registration form.
So I guess the question here is, do you need student information for each skill, and if so, do you want to force the teacher to register each student individually but only have to enter that student details once for all skills they are registering onto…
Or combine everything together but the teacher will need to input each students details multiple times?
This might be easier making 1 Event Date and 1 Ticket; however, I don’t see a way of making a clean table.
From the above, I don’t think this works wee as individual Events, its means the teach will need to visit each individual event/skill to add the ticket. In a single event they get to select all of the skills in a single step.
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jboulton
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January 22, 2025 at 5:49 am
Thank you.
Students can only register for one Skills Competition.
What do you mean by sharing capabilities?
Thank you.
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Tony
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January 22, 2025 at 7:02 am
Not capabilities, capacities.
(I don’t know if this event applies I’m just covering all bases here)
Say you have a venue with a capacity of 100 and you hosting this together if you separate the event out each event has separate capacities, so you can set a total of 100 on each, you’d need to do 50 on each and hope you get an even split, or manage the numbers yourself.
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jboulton
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January 22, 2025 at 7:08 am
Ok thanks. I don’t need to limit numbers on the venue. Each Skill Competition has a capacity – that is the only limit I need to set. On the ticket there is a number for maximum quantity. I believe that number is the maximum nuber of tickets for that specific Event which can be purchased at one time? I think this will work well for me because we are trying to limit the number of registrants per school. The Skills Competitions have a max capacity with the limit of 1 competitor per school. So that a school doesn’t fill up the competition. I realize they can come back to register again; however I have info in the details and if I can limit the numbers in the inital purchase this will help.
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Tony
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January 22, 2025 at 7:24 am
Correct, it controls how many of that specific ticket can be selected each time.
The Skills Competitions have a max capacity with the limit of 1 competitor per school.
So then when a school selects multiple skills in a single group, it should always just be for one competitor, right?
That means you don’t collect info for additional registrants, they just select the number of each ticket type (skills), go to attendee information (which will be asked just once) and then pay for all selected tickets at once.
Sounds like you have the right setup 🙂
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jboulton
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January 22, 2025 at 8:16 am
For a school – they would select multiple tickets but for multiple students. Each student is in one event, ex: Welding, Construction…etc. The school would need to fill in all the details for each student. Is some cases there would be some information that could be duplicated for each of the students – ex: Teacher Advisor info (name, email, phone). But that also may change for each student. I don’t think there is an option for a question group to populate based on the previoius ticket info? (ex; Checkbox beside the question group – fill in from previous registrant)? Thanks.
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Tony
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January 22, 2025 at 2:22 pm
The school would need to fill in all the details for each student. Is some cases there would be some information that could be duplicated for each of the students – ex: Teacher Advisor info (name, email, phone). But that also may change for each student.
You would be best setting up a quick mock-up event of this with, say, 5 Datetime/Tickets so you can see how this reacts.
Select 3 tickets and see how the registration form reacts.
You know that if someone selects all 5 tickets, 3 for 1 student and 2 for another they would need to input Student 1’s details 3 times and Student 2’s twice, right?
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