TryBooking is free to use when your event is free. Patrons can hand back free tickets themselves when their plans change. Free events have all the features of TryBooking.
Having one system for all communications, for paid and free events increases the uptake and RSVP rates. Keep your administration in control of free events by allowing ticket buyers to communicate back that they have a change of plans.
This feature allows any guest who books one or more tickets for a free event, to return their tickets back into the pool if they (or their group) change their mind or cannot attend the event. This provides other people with the opportunity to claim the tickets for themselves. This is an especially useful feature when the event is reaching capacity or where you just need to keep accurate numbers on those who attend.
TryBooking definition of a free event
A free event is one that has no ticket type setup in any pricing group. If you have a zero valued ticket type or are using a promotional code or gift certificate to make the ticket complimentary on any session or section on your event, then this event is not considered to be free for the purpose of handing back free tickets.
How to setup to allow handing back free tickets.
When you create an event, you will be asked if your event is free or if it will have ticket prices. To enable the handing back of free tickets, you must select "Free Event" at ticket prices (as shown) and tick the box to "allow ticket buyers to return free tickets"
If you change your mind later on, you can turn this feature on via your event dashboard (ie click on your event from the dashboard).
This setting works for both seated and space events and on an individual event basis, as needed.
How does it now work?
If you have elected to allow for handing back free tickets, on each booking confirmation for this event, the ticket purchaser will see a "Ticket Return" towards the bottom of their ticket confirmation email.
By clicking on this link, the purchaser can nominate how many tickets of their original order they wish to hand back. To be sure, especially if tickets have been distributed to friends and family, the purchaser will be asked to confirm (via email) that they agree to hand back tickets via a confirmation email. Once the confirmation is actioned, a new ticket confirmation email will be forwarded with the remaining tickets for viewing or printing.
The event organiser reports will display handed back tickets as "refunded" on all applicable reports.
Time frame for handing back tickets
Tickets can only be handed back whilst your booking window is active. Once your event has closed from taking bookings, returning free tickets is no longer possible.
If you add in ticket prices or add in additional sections / sessions which have ticket prices associated with them, the hand back free tickets function will automatically be disabled.
When running free events, you often need to only know the person's name and email upon checkout from the Booking Details window. Learn how to turn off the requirement for collecting phone and address.
How to turn off asking for phone and / or address.
Being able to turn off the address and / or phone is an option during the event creation process, so long as you create a Free Event.
Just prior to completing your event setup, you will be able to turn off asking for this data.
Should you change your mind after creating your event, these same options can be found under your event on Data Collection.
Should you turn these on part way through, your bookings to this point will be missing this data. If you add in ticket prices to any section / sections or pricing group on that event, these options will automatically be disabled and data will once again be collected on all bookings from this point onwards.