Creating an Event with Third Party

To activate third party capabilities within your event, first 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 more options.

At this point 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, 100 spaces
• SILVER: priority access, with some benefits, 100 spaces
• BRONZE: basic access, no perks other than admittance to the event, 200 spaces

We can establish these tiers of access by assigning them to registration buttons. Scroll up to the REQUIRED DETAILS table and click the REGISTER button.

I'll start by creating my Gold button.

For BUTTON NAME, assign a name to this tier of access, for your internal reference.

In DESCRIPTION, list the perks that are unique to this tier.

For GUESTS PER REGISTRATION, keep this at 1.

In MAX REGISTRATIONS WITH THIS BUTTON, type in the maximum capacity for this tier.

Make sure you uncheck the box next to DISPLAY ON EVENT WEB PAGE. These buttons should not be visible. We will be making the packages visible later.

Finally, press SAVE INFO.

I can create my Silver and Bronze buttons by clicking +CREATE NEW REGISTRATION BUTTON.

Once all of your tiers of access are established with registration button, click SAVE.

Now that we've established the capacity and tiers of access for our event, we need to create packages that our third party coordinators can manage. To do this, navigate to TICKETS.

The event capacity we established with the registration buttons is displayed next to EVENT MAX. To create your first package, click +3RD PARTY PACKAGE.

The CREATE NEW 3RD PARTY PACKAGE window will appear. Create a name for your package, then press SAVE.

The package you created will now appear in a panel on the right side of the screen.

You can change the name of the package at any time by editing the text in 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 LOCATION, use the drop down menu to decide whether this section of the package will managed via:

• COORDINATOR PAGE (Curated List)
• 3RD PARTY WEB PAGE (Distributed List)

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, by selecting 3RD-PARTY WEB PAGE, the REGISTER PAGE INFO TEXT textbox will become editable. 

SELECT TABLE will not be applicable, unless you choose to do assigned seating. For more information on this process, refer to Creating a Third Party Event with Assigned Seating.

Once you've decided how many people of this tier you want to be included in this package, press 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 add those buttons. Once I've added them, I can click the EDIT drop down button to see them.

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.

You can customize the COORDINATOR'S WELCOME TEXT in this textbox. This is the message third party coordinators receive when they first login to SeatRobot. If you ever edit this template, and want to revert back to the original template we provide, click RESET TO DEFAULT.

In NUMBER AVAILABLE, type the number of this specific package you want to make available. For example, I want to create three Mockingbird Packages, so I'll type 3 into the textbox.

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 to SeatRobot Ticketing: Prevailing Fees.

Next, you must set the price for your package. Type your price into the text box, then press SET. if you'd like SeatRobot 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.

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, and purchase whichever package makes the most sense for their company / 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 process, or any other features in SeatRobot, please reach out to support.