In-Person Events

At an in-person event — guests attend at a venue, your volunteers manage check-in and checkout, and PayBee handles the technology for auctions, donations, and ticketing.

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 phases of your event journey as well as covers Event Day Support provided by PayBee.

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 [e-mail]

Phase 1: Setting Up

1. Create a Ticketing Campaign

Set up your ticket types and sponsorship levels in a Ticketing campaign. Add any promo or discount codes you want to share with donors.

1. Create Your Event

Start 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.

1. Create Campaigns Needed

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

• Fund-a-Need

• Last Hero

• Auctions (live and/or silent)

• Raffle/Event Day Sales

• Fundraising Games

• Event Day Sales or Merchandise

For more information about in person event settings please click here.

Phase 2: Preparing For Your Event

1. Manage Your Guest List

As tickets are sold, track guests and help ticket holders add their guests. You can also add tickets sold outside of PayBee.

1. Send Event Reminders

Send Event Reminders to all ticket holders and Add Guest Reminders to encourage them to add their guests ahead of time. Reminders also let guests save their credit card in advance, which speeds up event-day checkout.

1. Assign Tables

If you're using assigned seating, add your tables and seat counts in PayBee, then assign guests from Manage > Tickets and Guests.

1. Assign and Print Paddles

For Live Auctions and Fund-a-Need, PayBee generates paddle numbers for guests. Each paddle includes the guest's name, table number, and a unique QR code for self-checkout or volunteer-assisted checkout. Paddles, tables cards and other event day material must be printed before your event

1. 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.

1. Set up Event Monitors

PayBee offers event monitors and auction monitors you can display on screens at your venue.

1. Review all settings

Before your event, do a final review of your event and campaign settings. Confirm all reminders are scheduled and everything looks right.

1. Train Volunteers for Event Day Tasks

Volunteers use the PayBee mobile app on their own devices to handle check-in and checkout. The PayBee team will train them on a live video call before your event. Share the volunteer how-to guide and the in-person event cheat sheet with your team ahead of time.

For more information about in person event management please click here.

Phase 3: After the Event

Edit 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

Edit Donor Info

To update a guest's name or email after they've paid, use the All Donations Report. If they haven't paid yet, find them in the All Pending Report, click See Cart, then Move Cart to the correct contact.

Checking Out Guests

If a guest has paid using a check, cash, or any other offline method 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.

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.

Resending a Receipt

To resend a receipt please click the ... next to their transaction from the All Donations Report and click on Resend Receipt

Reports

PayBee offers a variety of reports; you can see more about these here.

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'll have a dedicated PayBee rep on-call throughout your event. They'll connect with you by email the day before, and you can reach them by text or phone on event day.

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 is $899 plus travel, meal, and hotel expenses if applicable. Email [e-mail] as early as possible to reserve a spot.