Hybrid Event Checklist
Pre Event
1. Manage Your Guest List
Once you have started selling your tickets, you want to start creating any promo codes you want to share, keeping track of how many tickets you have sold and how many guests have been added compared to the tickets. From PayBee you can send Add Guest Reminders to ticket holders as well as email them and send them their Captain’s View. You can do all of this from Manage> Tickets and Guests.
For Virtual Attendees If you are inviting guests to join using the RSVP link, to keep track of those who have RSVPd please see your Virtual Event Report and the Attendees Tab.
If you are selling tickets for the virtual event, Navigate to Manage > Tickets and Guests and select the virtual event ticketing campaign from the pulldown at the top left. You will be able to see how many virtual event tickets have been sold as well as create promo codes only for the virtual event tickets.
2. Linking Tickets to Corresponding Event
To be able to assign paddles and tables to guests, make sure to link your ticketing campaign to your In-Person Event. Navigate to Manage > Tickets and Guests and select the ticketing campaign from the pulldown at the top left. Click the Connect to Event button. There will be a warning that the action is not reversible. Please read it and click Connect if correct.
To connect your virtual event tickets: Navigate to Manage > Tickets and Guests and select the ticketing campaign from the pulldown at the top left. Click the Connect to Event button. There will be a warning that the action is not reversible. Please read it and click Connect if you are ready.
If your guests are already buying tickets and you're not using PayBee, you can import your guest list. If you have also sold virtual event tickets you can import this list directly from the Virtual Event Report.
3. Add and Assign Tables
If you are assigning tables on PayBee: Add all your paddles 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.
4. Assign Paddles
PayBee generates paddles for all your guests with their information on it. This includes their name and table number (if you are assigning tables). You can download the PDF and print it on regular paper or card stock. Blank paddles can also be generated so you can assign them to the guests at check-in.
Go to Manage > Events > ... > In-Person Event Reports > Paddles
Assign paddles to all attendees.
5. Review All Your Campaigns
Make sure all of the campaigns you need for the event day are ready to go.
For a Fund a Need, make sure all of the levels are added to the campaign.
For a Silent Auction, make sure all items have been added to PayBee and the minimum bid, bid increments, as well as the start date and time, and end date and time are correct if you have turned on Automatic Start and Stop.
For a Live Auction, make sure all items have been added to PayBee and the minimum bid and bid increments are correct.
For a Raffle, make sure all the options to buy raffle tickets are correct.
6. Print Silent Auction Bid Sheets
If you are hosting a silent auction as part of your hybrid event, you can print Bid Sheets directly from PayBee from Manage> Auctions.
If you are having a Hybrid silent auction we recommend printing out only the Bid Sheets with the QR codes.
7. Assemble Your Team
For a hybrid event these are the roles that need to be assigned:
PayBee Back End
Clerk
Chat
Video Producer
For more information about these roles please visit our Roles Page.
8. Send Reminder Emails
To send out reminders to guests please go to Manage> Tickets and Guests and select the purple Send Ticket & Reminder to all. A box will appear for you to add an optional message at the bottom of the reminder email. This is where you can add information such as weather conditions or traffic delays, and parking instructions on the day off.
Before sending reminders make sure to Edit all ticket campaigns:
Make sure Ticketing Settings -> "Send Tickets" is switched on.
Go to the Event Settings and check the event's date/time and duration. This information will be included in the email if set. Please feel free to leave it empty if you don't want it in the emails.
Go to the Event Venue and check the name and address of the event venue. If present, the emails to the guests will include this. Please feel free to leave it empty if you don't want it in the emails.
To send out reminder emails for Virtual Guests, From the Virtual Event Report in the Attendees Tab please select Send Join Reminder button.
9. Train Volunteers
For more information about using the PayBee app on the day of your event and to see how you can add and remove volunteers please see these two pages: Adding and Removing Volunteers and Volunteer How-Tos. We also have this handy hybrid 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.
10. Review Virtual Event Settings
Make sure that the embed link for your Virtual Event has been added under Live Stream Information.
If you are using Youtube make sure that you have the correct settings turned on to reduce the lag.
If you want to have the goal thermometer turned on, make sure we have the correct goal listed.
If you want the goal thermometer to start at a certain amount, if you've already raised some funds from sponsorships, ticket sales, merchandise sales, etc. add them into one of your own carts from the Virtual Event Report. The event thermometer will reflect the amount. Remember to delete these after the event, so your numbers are accurate.
Make sure that you have added all your Lobby Slides.
11. Prepare and Have a Rehearsal
To have an effective rehearsal with your producer, auctioneer, clerk, and PayBee rep and ultimately have a great event please make sure to do the following:
Create two run of shows - one for your in-person and one for your virtual event and go through the entire show.
Set up test campaigns so you can have a near-live rehearsal.
Be prepared with the production setup.
Go through your entire event and have the clerk add bids during the live auction, fund a need, and last hero component of your event.
12. Delete All Test Campaigns and Test Events
Once you have finished rehearsing make sure to delete anything pending from your Test Event’s Virtual Event Report and In Person Event Report and deactivate your campaigns afterward.
Post Event
1. Editing Carts
To Add Items to 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 the All Pending Report
2. Checking Out Guests
If a guest has paid using a check after the event you can send them a receipt from PayBee by clicking on See Cart next to their cart from the In Person Event Report or checking them out from the All Pending Report.
3. 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.
4. Reports
For more information about what is currently pending and what each guest donated please see the In Person Event Report.
For more information about all the items that are pending please see the All Pending Report.
For more information about all the donations that are complete please see your All Donations Report.
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