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Event Setup – one event, multiple age groups

Posted: October 16, 2020 at 7:35 am


JCHCoop

October 16, 2020 at 7:35 am

Hi! I started this question on email but I’ll bring it over here so the support team can add their thoughts.

Initial Question:
We essentially have one event which is separated by age groups. So, as I started the setup under Events, I chose the date and when I went to the Limit box, that’s when my question came up. Will I need to setup different events according to age group? If that’s the case, families with multiple children in different age groups will need to sign up separately for each of their children? If there is another way for that to be processed, let me know. Otherwise, I’m wondering if there is some type of questionnaire/survey that users can take to let them know which classes to register their children for? Or something that would help a new person who doesn’t know the age groups know where to place their kids.

Initial Response:
Hi Jen,
You can reach our support team through your account on EventEspresso.com:
https://eventespresso.com/topic-form/
This is the sales channel. We’ll share some feedback on your question here to help you move forward with your events.
I understand that you have a question about setting up an event.
Are there different sub-events based on a child’s age?
For instance, does a child that is 7 attend a different event than one that is say 5 years old?
If so, take a look at this tutorial: https://www.youtube.com/embed/nP0w5ObQhmY?rel=0&VQ=HD720&modestbranding=1&showinfo=0

My FollowUp:
There aren’t really different sub-events by my own understanding of the term. Maybe if I describe the organization of the ages, that will help clarify the question.

We meet every Friday morning for 10 weeks. Families don’t pick different classes each semester like you would find in a traditional school setting. We do Music, Art and Phy Ed every semester, every year. So families signup for co-op rather than individual classes.

Age groups: Nursery, ages 0-2; Discoverers, ages 3-4; Trailblazers, ages 5-6; Adventurers, ages 7-8; Navigators, ages 9-11; Pioneers, ages 12+

The students stay with their age group and go through the three classes each Friday morning together. While Adventurers are in Phy Ed, Pioneers are in Music, for instance. So, in answer to the example above regarding the 5 and 7 year olds, yes and no. They both go to co-op but they aren’t in the same class together.


Tony

  • Support Staff

October 19, 2020 at 3:58 am

Hi there,

I’m not sure if I’m misunderstanding the question here but could you not just multiple ticket types within a single event?

You mentioned that setting up limits is what caused you to question your setup, but in what way?

Say you do this in a single event, what ticket options are you looking to offer across the age ranges?

From the above it sounds like you could just use your ages groups as ticket types, so the user opens up you event and see a ticket selector showing:

Nursery, ages 0-2
Discoverers, ages 3-4
Trailblazers, ages 5-6
Adventurers, ages 7-8
Navigators, ages 9-11
Pioneers, ages 12+

The user then selects the qty(s) of each ticket they need and registers.

Each individual ticket type can have a limit set on it for that specific type and then the DateTime the tickets are attached to can have a limit set for the ‘overall’ limit, sales from all of the ticket types count towards that limit.

The part that sound like it may need separate events is:

We do Music, Art and Phy Ed every semester, every year. So families signup for co-op rather than individual classes.

If you are wanting to separate out those classes they would need to be in separate events, you could actually use multiple datetimes within a single event still but if using the above set up you would need that group of ticket tpes for each class, meaning you’ll need 18 ticket types to chose from:

Music – Nusery, ages 0-2
Art – Nusery, ages 0-2
Phy Ed – Nusery, ages 0-2,
Music – Discoverers, ages 3-4
Art – Discoverers, ages 3-4
Phy Ed – Discoverers, ages 3-4

And so on, but that might start getting confusing for parents.

Do you have an example of what you are looking to achieve at all? If I can take a look at something similar to what you want to do I can advise how/if you can do it within EE.


JCHCoop

October 19, 2020 at 2:28 pm

Thanks for your help Tony! I think your first suggestion sounds like it might work. We don’t really need to separate out the music, phy ed, art classes, just by age. Could you tell me where to find the ticket types?


Tony

  • Support Staff

October 19, 2020 at 3:11 pm

By ‘ticket types’ I just mean each individual ticket within your event.

So something like this:

https://monosnap.com/file/Ug9n5cK2aGv0hZ1ktonK25uWnyRDRT


JCHCoop

October 19, 2020 at 3:35 pm

Ah! Perfect! That’s exactly what I ended up putting in! But, up above the Available Tickets section, I also have 12 different items set up, one for each of our 10 regular session weeks and two for the finale weekend. Have I done too much? My main worry is that I’ll end up allowing more students to signup than we have capacity for. So in your example, I have a 25 entered in the Qty field for each ticket type. But there are also Limit numbers for the Datetime items. Does that open up too many spots?

THanks again!


Tony

  • Support Staff

October 19, 2020 at 3:45 pm

Tickets grant access to datetimes so the ‘Datetime’ limit is the ‘main’ limit. If you have 4 ticket types with a qty of 25 each, all assigned to the same datetime which has a limit of 25, then you can sell a total of 25 tickets from those 4 ticket types combined.

So first, does register onto the event grant access to ALL datetimes in the event?

Or do you need separate registrations for each date?


JCHCoop

October 19, 2020 at 6:10 pm

Yes, registration to the event grants access to all datetimes in the event. 🙂

Our venue has space for 150 students total, 25 in each age group which would be 150 for each datetime. Should each datetime have a Limit of 150 and should each Available Ticket have a Qty of 25?


Tony

  • Support Staff

October 20, 2020 at 4:26 am

Yes, that sounds correct.

The DateTime limit is the overall limit, your tickets can have lower limits within that, so 150 for the DateTimes then 25 for each ticket type. The sold values on tickets will apply to each DateTime it is assigned to.

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