Virtual Event Guide
PayBee is designed to fit into your virtual gala needs. This document lays out all the possibilities. Pick and choose the components that are right for you.
Setting Up Your Event and Campaigns
1. Create a Virtual Event
Start creating a virtual event to include all your settings, send out invitations and ultimately run your event.
2. Create Tickets
You can do one of the following:
Send out invitations and get RSVP responses.
Share the join link, so your guests can join quickly. Best to use this on the day of the event.
If you want to have paid tickets, create a ticket campaign and create any needed promo codes. Then link it to the virtual event.
3. Create campaigns to be used in the virtual event
Campaigns are the backbone of the event. There would be one campaign for each component of your event. For example:
Share the silent auction with your donors so they bid, get outbid, and when you close your silent auction, they will get notified if they have won.
If you close the silent auction during your virtual event from the Run Screen, then the winnings will go into the donors' carts for easy checkout.
Pre and Post Event
1. Confirm and Review Setup
As you get closer to your event, it is crucial that you review the Virtual Event Checklist for pre-event and post-event tasks for a successful event.
2. Rehearsal
Planning ahead will help you run effective rehearsals with your producer, auctioneer, clerk, and PayBee rep and ultimately have a great event. To do this:
Create your run of shows - one for your in-person (if needed) and one for your virtual audience
Set up test campaigns so you can have a near-live rehearsal
Be prepared with the production setup
Get your auctioneer and clerk working together to capture bids.
3. Event Recording
If you're hoping to send your donor list a recap of your virtual event, here's how you can record your PayBee Virtual Gala!
Here are some programs we recommend to record:
QuickTime (For Mac Users)
Chrome extension called Screen Recorder
Be sure to download these programs ahead of time and test using them during your rehearsal as well! This way you'll know exactly what to expect the day of the event.
PayBee team can record your event for a small fee. Reach out to us at contact@paybee.io if you would like us to record for you.
4. We've got your back
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 will have a dedicated rep on-call during your event. You will be connected to them via email 1 day before your event. You can send them an email as well as reach them via text or phone.
Last updated