To create a 3rd party event, first click NEW EVENT in your dashboard.
Fill in your event's REQUIRED DETAILS.
You will be redirected to the REGISTRATION BUTTON modal.
- Set MAX REGISTRATIONS WITH THIS BUTTON to 0.
- Uncheck DISPLAY ON EVENT WEB PAGE.
- Click SAVE INFO.
Next, you should set other aspects of you event to your preferred specifications. For more information regarding this process, refer to Essential Steps for Creating an Event in ZenGRM.
Once you've set up your event to your specifications, such as Adding an Event Description and Adding a Web Page Header Image, you should enable 3rd party capabilities inside your event. To do this, navigate to SETUP.
Scroll down to the ADVANCED table, and check the box next to 3RD PARTY INVITES.
When you check this box, the window will expand with an option to ALLOW SEAT DONATION. For more information on this process, refer to Enabling Seat Donation.
If your event will be seated with tables, refer to Creating a 3rd Party Event with Assigned Seating. If your event does not have assigned tables for guests, continue following the steps below.
Once we've enabled 3rd party functionality, we need to set the capacity of our event, including the different tiers of access. For example, with my event, I have three tiers, detailed below:
- GOLD: VIP access, with an array of benefits
- SILVER: priority access, with some benefits
- BRONZE: basic access, no perks other than admittance to the event
We can establish these tiers of access by assigning them to registration buttons. Scroll up to the REQUIRED DETAILS table and click +CREATE NEW REGISTRATION BUTTON.
I'll start by creating my Gold button.
- BUTTON NAME: Assign a name to this tier of access.
- DESCRIPTION: List the perks that are unique to this tier.
- GUESTS PER REGISTRATION: Keep this at 1.
- MAX REGISTRATIONS WITH THIS BUTTON: Type 1 into the textbox.
- DISPLAY ON EVENT WEB PAGE: Uncheck this box. These buttons should not be visible.
- ACTIVATE WAITLISTING: Keep this unchecked.
- Click SAVE INFO once all of the above matches your specifications.
- Repeat the steps above for your remaining tiers of access.
Once all of your tiers of access are established with corresponding registration buttons, click SAVE.
Now that we've established the capacity and tiers of access for our event, we need to create packages that our 3rd party coordinators can manage. To do this, navigate to TICKETS.
If you want 3rd party coordinators to upload documents to their packages, click +UPLOAD BUTTON. For more information on this process, refer to Uploading Assets.
If you've completed creating your upload buttons, or don't need to do this step, click +3RD PARTY PACKAGE.
The CREATE NEW 3RD PARTY PACKAGE modal will open. Create a name for your package, then press SAVE.
You have an option to APPLY 'SPEAKER SETTINGS' TO PACKAGE. For more information regarding this feature, refer to Speaker Settings.
The package you created will now appear in a panel to the right.
You can change the name of the package at any time by editing the NAME textbox.
To activate this package, you must decide how many places total are included in the package, and within those places, which tier they are applicable for. You can do this by clicking ADD BUTTONS.
The 3RD-PARTY REGISTRATION BUTTONS window will appear.
For SELECT BUTTON, use the drop down menu to decide which tier of attendance will be included.
For QUANTITY, choose how many of those attendees are included in this package.
For TYPE, use the drop down menu to decide whether this section of the package will managed via:
For more information on this process, refer to our article Which Third Party Setup is Right for my Event?
If you choose a distributed guest list, the REGISTER PAGE INFO TEXT textbox becomes editable. We'd recommend including text that gives context and guides registrants to submit their details.
SELECT TABLE will not be applicable, unless you enable seating features. For more information on this process, refer to Creating a Third Party Event with Assigned Seating.
Once everything in this modal matches your specifications, click SAVE.
Once you've added a button, the PACKAGE GUESTS TOTAL will display how many seats are currently in the package.
For the package I'm creating, I want to have 10 bronze places, 10 silver places and 10 gold places. So I will repeat the steps listed above (from ADD BUTTONS onwards) When I do this, my PACKAGE GUESTS TOTAL increases to 30.
If you click the EDIT dropdown, you can see how many curated spots and how many distributed spots you have in this package.
If you click any of the buttons that you added in the EDIT drop down, the corresponding 3RD PARTY REGISTRATION BUTTONS window will open. You can amend the quantity of these spots available in the package or delete it entirely. Press SAVE when you've finished making your amendments.
You can add a PACKAGE DESCRIPTION in this textbox. This is where you should clarify which tiers of access are included in this package, and how they are delineated per individual spot. You can give more information about the perks included within individual tiers. However, you can also include that information in the event description or a content tab if you want to make it more immediately visible for your guests.
You can customize the COORDINATOR'S WELCOME TEXT in this textbox. This is the message that displays in the event management center for 3rd party coordinators. It provides instructions on how to add and edit their organization's guests. If you ever edit this template, and want to revert back to the original template we provide, click RESET TO DEFAULT.
Please note: The instructions contained in this template are relevant to Curated Lists only. If distributed lists are a part of your package, refer to How should I edit the Coordinator's Welcome Text for a distributed list setup?
In NUMBER AVAILABLE, type the number of this specific package you want to make available. If you'd like to enable BILL ME LATER functions for this package, click the BILL ME LATER button. For more information on this process, please refer Bill Me Later.
Next, you must set the price for your package. Type your price into the textbox, then press SET. if you'd like ZenGRM fees to be included in the sticker price for the purchaser, check the box next to INCLUDE FEES IN PRICE. To finalize your package, click SAVE.
After pressing SAVE, your package will appear here. At this point, you'll want to go ahead and create all other packages for your event. You can do this by clicking +3RD PARTY PACKAGE and repeating the steps above.
Finally, you'll need to decide how you want third party coordinators to be able to access your packages.
If you want coordinators to be able to browse a selection of packages on your event web page, and purchase whichever package makes the most sense for their organization, you will want to to make your third party packages available on the event web page.
If you want to handle payment separately, and invite coordinators to specific packages they've already paid for, you will need to invite your third party coordinators.
Thank you! If you have questions about this workflow, or any other features in ZenGRM, please contact support@zengrm.com