In-Person Event Guide

Create a Ticketing Campaign

Create your different ticket types and or sponsorship levels in a ticket campaign, create any promo codes you want to share, and spread the word.

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.

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

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.

Send Event Reminders

From 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.

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.

Choose, Assign and Print Your Paddles

For 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 event

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.

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.

Confirm and Review Event and Campaign Set Up

As 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.

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.

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.

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.

Reports

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