# In-Person Event Guide At PayBee we want to ensure you have the best support possible from beginning to end. Our In Person Event guides you through the three main stages of your event journey as well as covers Event Day Support provided by PayBee. {% hint style="info" %} If you have any questions at any time you are encouraged to reach out to us via the chat button on the right hand corner of your screen or by emailing us to {% endhint %} ## **Setting Up Your Event and Campaigns**
Create a Ticketing CampaignCreate your different ticket types and or sponsorship levels in a ticket campaign, create any promo codes you want to share, and spread the word.ticketing.jpg
Create Your EventStart creating an in-person event to include all your settings, send out invitations and ultimately run your event. Connect the ticket campaign to the event.event.jpeg
Create Campaigns Needed

Campaigns are the backbone of the event. There would be one campaign for each component of your event. For example:

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## Preparing For Your Event
Manage Your Guest List

Once you have started selling your tickets, create any promo codes you want to share, start keeping track of how many tickets you have sold and how many guests have been added compared to the tickets. You can also assist ticketholders in adding their guests or add any tickets sold outside of PayBee.


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Send Event RemindersFrom PayBee, you can send Event Reminders to all ticket holders and guests, and Add Guest Reminders to ticket holders to encourage them to add all their guests to their ticket before the event.

We recommend sending out event ticket reminders, as your guests will appreciate the handy, fully customizable email that can include any information you add, as well as the ability for them to save their credit card ahead of the event.		Event Reminder Emails.jpg
Create and Assign Tables

If you are assigning tables on PayBee: Add all your tables and the number of seats that are available in each to PayBee and then from Manage> Tickets and Guests you can assign guests to tables.


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Choose, Assign and Print Your PaddlesFor events with a Live Auction or Fund A Need, PayBee generates paddle numbers that may be assigned to guests. These paddles include a paddle number, a unique QR code ( that facilitates self-check out or volunteer-assisted checkout), the guest's name and table number (if you have assigned seating). Paddles, tables cards and other event day material must be printed before your eventdonate.jpg
Print Silent Auction Bid Sheets and Set Up Auction Reminder Emails

If you are hosting a silent auction as part of your in-person event, you can print bid sheets directly from PayBee by navigating to Manage > Auctions.


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Choose and Set up Event Monitors

At PayBee, we have event monitors and auction monitors that can be displayed for all the attendees at your event. You can see more about these here.


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Confirm and Review Event and Campaign Set UpAs you approach your event, it is essential to review your event and campaign settings to ensure everything is set as needed.

As well as make sure you have set up all the reminders needed.

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Train Volunteers for Event Day Tasks

On the day of your event, your volunteers will use the PayBee app on their own mobile device and handle guest check-in and check-out. The PayBee team will train them on a live video call. If your volunteers have any questions before or after the call, they can review these videos and instructions. We also have this handy in-person event cheat sheet. We recommend sharing the cheat sheet and our how-to videos with your volunteers or printing this out and having it available for your volunteers to review before your event starts.


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## Post Event
Editing Carts

To Add Items to the Cart using a guest’s paddle number, please go to the Attendees Tab in your In-Person Event Report. You can also add items to a guest’s cart using their name from the All Pending Report


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Editing Donors

To edit a guest's name and or email if they have paid, please see the All Donations Report.

If they have not yet paid please click on See Cart next to their from the All Pending Report and click on Move Cart and their correct name and or email.


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Checking Out Guests

If a guest has paid using a check after the event, you can mark them as paid and send them a receipt from PayBee by clicking on See Cart next to their cart from the In Person Event Report or from the All Pending Report.


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Sending Pending Pledge Reminders

To only send pending pledge reminders to those who attended your event you can send Pending Pledge Reminders from the In Person Event Report. To send them to everyone including silent auction winners who didn’t attend the event, send out pending pledge reminders from the All Pending Report.


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Resending a ReceiptTo resend a receipt please click the ... next to their transaction from the All Donations Report and click on Resend ReceiptMulti Item Receipt.png
ReportsPayBee offers a variety of reports; you can see more about these here.Event Report.jpg
## Event Day Support By event day, you are going to be a pro at handling it all, but we're there in case you need us. #### PayBee Remote Support You will have a dedicated rep on-call during your event. You will be connected to them via email 1 day before your event. On your event day you will be able to reach them via text or phone call. #### **PayBee On-Site Expert** Some organizations prefer to have a PayBee Expert on-site during the event to supervise your team of volunteers and help them with the technology as needed. The cost to have an expert is $899 + any travel, meal, and hotel expenses as needed. If you are interested in having us attend your event, please let us know ASAP so we can reserve an expert for you. Email us at