> For the complete documentation index, see [llms.txt](https://docs.paybee.io/home/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.paybee.io/home/events/in-person-events/in-person-event-management.md). # In-Person Event Management The following information is available on this page: * [In-Person Event Report](#in-person-event-report) * [Overview](#at-a-glance) * [Settings](#settings) * [Paddles](#paddles) * [Tables](#tables) * [Attendees](#attendees) * [Invitations](#invitations) * [Reminders](#reminders) * [Sponsors](#sponsors) * [Event Page](#event-page) ## In-Person Event Report Navigate to **Manage > Events** and click on your event to open your In Person Event Report If you click the button with the ... next to your event you will have the option to Send Invitations, Deactivate, Upgrade to Hybrid or Copy the Event.
If you click the Links button next to your event you will find your Event Page link and can open it in a new tab, copy the link to your clipboard, share it on a post on X or Facebook and download the QR code for in your preferred size. ## Overview In the **Overview** tab of your In Person Event Report you will find a **Summary** of when your event starts, how much money was raised, and the number of campaigns associate with the event as well as a quick live updated total of donations in pledges, pending and processed. Also, see the breakdown of donations across your event. During your event, for a quick view of what is pending click on the total pending and you can choose to view the Open Carts by Attendee or By Table. **Linked campaigns** appear in event reports and to volunteers. You can edit which campaigns appear by clicking the Edit button. By default, all active campaigns (including future campaigns) are linked.\ Use the dropdown below to select specific campaigns instead. Selected campaigns remain linked after deactivation. You can also find the link to your **Event Landing Page** and a shortcut of where you can customize it. For more information about an Event Landing Page [please click here.](/home/events/creating-an-event-landing-page.md) ## Settings In the **Settings** tab of your In Person Event Report you will find important settings for your event. For more information about these settings [please click here.](/home/events/in-person-events/in-person-event-settings.md) ## Paddles In the **Paddles** tab of your In Person Event Report you will find all of the bidder paddles, name and table cards that you can generate and print directly from PayBee. You will also find the button to Assign Paddles to all registered guests and can then choose to assign them by Default order which is the order that they appear on the guest list, First Name, Last Name or by Table Number if tables are being assigned for this event. For more information about paddle and table assignments [please click here.](/home/events/paddles-and-table-assignments.md) ## Tables The table list provides a traditional view of your event's tables and their associated information while the table layout gives you a visual way to manage event seating while also providing an at-a-glance view of guest check-ins, donations, auction activity, Fund a Need participation, and other fundraising activity by table. Together, the table list and visual layout give you flexibility in how you manage your event: * Use the **layout** to visually manage seating and quickly identify table status. * Use the **table details** to manage guests and table configuration. * Use **Fundraising mode** to monitor fundraising performance and pending activity. * Use the **table list** to review tables and their information in a traditional list format. ### Table Layout Previously, you could create tables and configure details such as the table name, category, number of seats, and individual seating assignments. With the new Table Layout, you can now visualize all tables, manage guest assignments, and quickly review seating and fundraising activity from the same experience. ### Accessing the Table Layout You can access the Table Layout from either of the following locations: * **Manage > Tickets & Guests > Select a ticket campaign > Tables** * **Manage > Events > Select an event > Tables** The Tables page includes both the **table layout** and the existing **table list**, giving you multiple ways to manage and review your event tables. ### Table Layout Modes The table layout includes two modes: * **Seating** — View and manage guest seating, table capacity, assignments, and check-ins. * **Fundraising** — View fundraising activity and performance by table. You can switch between these modes depending on whether you are managing seating or monitoring fundraising activity. ### Seating Mode **Seating mode** provides a visual overview of table assignments and check-ins. #### Table Assignment Overview At the top of the layout, you can see how many tables are: * **Fully Assigned** — All available seats have been assigned. * **Partially Assigned** — At least one guest is assigned, but seats remain available. * **Empty** — No guests have been assigned. You can also use these statuses as filters to quickly focus on fully assigned, partially assigned, or empty tables. You can also see the number of **checked-in guests at each table** directly within the layout. #### View Table Details When you select a table, a details panel opens on the left side of the screen with information specific to that table. The panel includes the following tabs: **Table** The **Table** tab provides an overview of the selected table, including: * Table number * Number of assigned guests * Number of available/empty seats * Donors who have completed transactions * Guests with pending carts * Campaigns that guests at the table have contributed to This allows you to quickly understand both the seating status and activity associated with the table. **Guests** The **Guests** tab displays the guests assigned to the selected table, including: * Guest name * Email address * Paddle number If the table has available seats, you can **add additional guests** directly from this tab. You can also move **all guests from one table to another table** when the destination table has enough available seats. **Settings** The **Settings** tab allows you to update the table configuration, including: * Table name * Table category * Number of seats You can update these settings without leaving the table layout. ### Fundraising Mode **Fundraising mode** provides a visual overview of fundraising activity by table. This makes it easier to identify which tables are generating the most activity and where transactions may still be pending. For each table, you can view: * **Total Raised** * **Total Donated** * **Total Pending** * **Pending Carts** * **Number of Donors** This information helps you monitor completed and pending fundraising activity across the event. #### Fundraising Filters You can continue to filter tables based on their seating status: * Fully assigned * Partially assigned * Empty In addition, Fundraising mode provides campaign-based filters. You can filter tables based on campaigns in which guests have participated, including: * **Pending transactions** * **Completed transactions** This makes it easy to identify tables with activity associated with specific fundraising campaigns. #### View Fundraising Details When you select a table, the table details panel opens on the left side of the screen. Here, you can review the fundraising and guest information associated with that table. The table-level view helps you understand activity at a glance and drill into the guests and transactions contributing to that table's fundraising totals. ## Attendees From the **Attendees** tab, you can see the total number of attendees, the number of how many were checked in, download receipts, the total number of attendees with a pending cart, the ability to send immediate pending pledge reminders, add pledges, or bulk check out guests who have a saved card on file. You can also add additional columns of information to the Guest List by clicking on Edit Columns or click the All Attendees button to filter to only see certain information. You can also view and search all of your guests' names, email, paddle numbers, table numbers, the name of their table captain and access their carts. You are also able to see how much is pending for each guest, the amount the guest has donated, if they have been checked in, undo a check in, a link to their cart, as well as see if they have a card save or send them their unique Save Card link. From this report, you can make edits and send out pending pledge reminders.
## Invitations From the **Invitations** tab of your In Person Event Report you can choose if you are sending them an invitation to the Event Page and see how many invitation were sent, opened, how many are pending a response, and how many invitations bounced. You can also send them a reminder of the invitation, export out the invitation list, or Invite Manually or in a Bulk format when you click the purple invite button. ## Reminders From the **Reminders** tab of your In Person Event Report you can send immediately or schedule reminder messages to be sent to all attendees across all ticketing campaigns connected to the event. The reminders that you have to choose from are: * **Event Reminder** - Event reminders are sent to all guests via email and by text message when this setting is turned on. You can choose to send our default email which include guests' ticket QR code and event details or create your own custom email by clicking on Select Email Template or on Manage Templates and then clicking Create New Template. * **Add Guest Reminder** - Add guest(s) reminders are sent to all ticket holders with incomplete guest information via email and text message when this setting is turned on to remind them to add themselves or their remaining guest(s) depending on the amount of tickets they have left to fill. * **Pending Cart Reminder** - A Pending cart reminder reminds all attendees with pending carts to check out of what is remaining on their cart via email and by text message when this setting is turned on. You can choose to add additional language to this email if you would like to let them know who to contact if they want to pay through an offline method. * **Save Cart Reminder** - A Save Cart reminder is sent to all guests who haven't saved their cards on file from all ticket campaigns connected to the event. * **Event Page Invite Reminder** - Schedule event page invite reminders to all guests via email and text message. The reminders remind them to open and view the event page to register and find more information about the event. You are welcome to schedule emails based on our suggestions for sending event reminder, add guest and pending cart reminders based on your event. ## Sponsors In the **Sponsors** tab of your In Person Event Report you will find the ability to add sponsors to your event page. For more information about adding sponsors please [click here](/home/resources/general-campaign-settings/campaign-and-event-sponsors.md#add-sponsors-to-events). ## Event Page In the **Event Page** tab, you can edit the event page for your event. For more information about an Event Landing Page [please click here.](/home/events/creating-an-event-landing-page.md)