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On this page
  • Pre Event
  • 1. Linking Tickets to In-Person Event
  • 2. Manage Your Guest List
  • 3. Add and Assign Tables
  • 4. Assign Paddles
  • 5. Review All Your Campaigns
  • 6. Print Silent Auction Bid Sheets
  • 7. Train Your Clerk and PayBee Back End Producer
  • 8. Send Reminder Emails
  • 9. Train Volunteers
  • 10. Delete All Test Campaigns and Test Events
  • Post Event
  • 1. Editing Carts
  • 2. Checking Out Guests
  • 3. Sending Pending Pledge Reminders
  • 4. Reports

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  1. Event Management
  2. In-Person Events

In-Person Checklist

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Last updated 1 year ago

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Pre Event

1. Linking Tickets to In-Person 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 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.

If your guests are already buying tickets and you're not using PayBee, you can i

2. Manage Your Guest List

Once you have started selling your tickets, , start 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 both of these from

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 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 > ... Choose In-Person Event Reports and then pick the Paddles tab

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

7. Train Your Clerk and PayBee Back End Producer

8. Send Reminder Emails

Before sending reminders make sure to Edit all ticket campaigns:

  1. Make sure Ticketing Settings -> "Send Electronic Tickets" is switched on.

  2. 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.

  3. 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.

9. Train Volunteers

10. Delete All Test Campaigns and Test Events

Post Event

1. Editing Carts

2. Checking Out Guests

3. Sending Pending Pledge Reminders

4. Reports

If you are hosting a silent auction as part of your in-person event and once you have reviewed your silent auction, you can directly from PayBee from .

This is optional for In-Person events. If you want to display the audience monitor for your In-Person Event your PayBee rep will have set you up as a hybrid event. Make sure the two members of your team who are fulfilling the roles of clerk and PayBee Back End Producer are trained and ready to go for event day. For more information about these .

To send out reminders to guests please go to and select the Reminder button. Choose Send Reminder. A text 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 for the day of your event.

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: and . We also have this handy . 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.

Once you have finished rehearsing make sure to delete anything pending from your Test Event’s and and deactivate your campaigns afterward.

To Add Items to Cart using a guest’s paddle number please go to the Attendees Tab in your . You can also add items to a guest’s cart using the

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 or checking them out from the .

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

For more information about what is currently pending and what each guest donated please see the .

For more information about all the items that are pending please see the .

For more information about all the donations that are complete please see your .

See also assign paddles to all attendees.
print bid sheets
Manage> Auctions
roles please visit this page
Manage> Tickets and Guests
Adding and Removing Volunteers
Volunteer How-Tos
in-person event cheat sheet
Virtual Event Report
In Person Event Report
In-Person Event Report
All Pending Report
In Person Event Report
All Pending Report
In Person Event Report
All Pending Report
In Person Event Report
All Pending Report
All Donations Report
Manage > Tickets and Guests
mport your guest list
Manage> Tickets and Guests.
Manage> Tickets and Guests
.
create any promo codes you want to share
Send Reminder sends a reminder to all ticket holders. Send Add Guest Reminder sends a reminder to ticket holders to add guests to their tickets.