--- title: Add an Event slug: add-an-event description: Learn how to easily add an event to your admin panel with this comprehensive document. From entering event details to specifying event times, it covers everything you need to know. Discover various user options and terms related to events, including venue docTags: createdAt: 2023-06-05T15:17:39.000Z --- Adding an event can be as simple or advanced as you need it to be. We have groups who set up and start selling tickets within a few minutes, while others get more advanced, adding multiple tiers of seating, discount codes, and more. ## See it done: ::embed[]{url="https://vimeo.com/889690878"} Below are the initial steps to setting up your event — Before going live, there may be additional features you'll want to enable, which are linked below in the following steps. ## Steps to add an event :::::WorkflowBlock :::WorkflowBlockItem In your admin panel, go to the **Events** tab and click the **Add Event** button. ::: ::::WorkflowBlockItem Enter the details of your event, including event name, venue info, seating type, retrieval options, and more. This can all be edited later [Edit an Event](docId\:LlXJRbQBUlfcIg9iDREr4) Once you are done adding the details, click **Continue.** :::hint{type="info"} Not sure what the different options/terms mean? Scroll down in this help article for a detailed explanation of each. ::: :::: :::WorkflowBlockItem Next, you'll be asked to enter the ticket prices for your event. Click the **+ Ticket Price** button to add prices to your event. Learn more: [Ticket Prices](docId\:IPuylLBMaMGwt1G7tIjvS) This can be as simple as having a $20 Adult ticket and $10 Student, or getting advanced with tiered seating ([Set up Tiered or Premium Reserved Seating](docId:8ipa8on8qesM1PctrrkMk)), early bird pricing ([Set up Early Bird Pricing](docId:-j30Fy0rbw7IczXQaMwNA)), and more. When done adding in your prices, click the **Finish** button to go to the next step *or* return to your **Events **tab. ::: :::WorkflowBlockItem Lastly, you'll want to click the **+ Add Event Times** button next to your event to add the dates/times of your event. ![](https://api.archbee.com/api/optimize/hZcZIA5As4EsukOh0OMVE/n-N_qoqugI7ROWoPY_I2u_screen-shot-2023-06-05-at-113707-am.png) ::: :::WorkflowBlockItem When you are ready to go live with your event, hover over the **Red** off button and turn the event to **On**. Alternatively, you can set Triggers to turn your event's public sales on/off automatically: [Set Triggers on an Event](docId\:lzx4oSj5cg62ilrL7GYHg) ::Image[]{src="https://api.archbee.com/api/optimize/hZcZIA5As4EsukOh0OMVE/7lJuhi3FMoRqkXvfWuR2G_screen-shot-2023-06-05-at-113950-am.png" size="68" width="956" height="312" position="flex-start" darkWidth="956" darkHeight="312" showCaption="false"} ::: ::::: ## User Options & Terms A list of the different user-facing options for events is explained in detail: **Event Name** This is the public name of the event and what will appear on ticketing pages, tickets themselves, on Google, etc. **Venue Name** The name of the venue will appear on tickets and on the “Get Directions” tab on an event listing on the patron side. **Venue Address** The address of the venue will appear on tickets and on the “Get Directions” tab via a map. **Cover Graphic** A 600x250 pixel graphic that can be attached to an event. Appears on the event listing and also on Apple Wallet tickets. [Upload Cover Graphic to Event](docId\:ROX5JXYxWqjs3P_qyGNtn) **Seating Type** - ***Reserved***: Utilizes a seating chart created under More -> Seating Charts. If a new account is without a seating chart, an event can be added without attaching a seating chart. Patrons choose their exact seat(s) on the seating chart. - ***General Admission***: Enter the total number of tickets that can be sold, and patrons select from a dropdown of how many of each ticket type they’d like. Patrons receive tickets that say “G.A.” on them without assigned seats. - ***Hybrid***: Mixed reserved seating and general admission at the same event. Utilizes a seating chart with a selection of seats available for assigned seating and also allows for an allotted specific number of general admission tickets to be sold. **Seat Buffering** This is used for social distancing seating, setting the total bubble size around each group of patrons. **Retrieval** There are three ways patrons can retrieve their tickets upon purchase. All options can be turned on/off by the organization: - Print — can print the tickets at home on any normal 8.5 x 11 sheet of paper - Digital — receive tickets via email, SMS, or Apple Wallet - Will Call — mark for Will Call, meaning they pick up their tickets at the Will Call window before the event - An admin can choose any of these options when selling tickets via the admin panel, regardless of whether it's on or off. **Ludus Protect** Similar to ticket insurance, refund protection allows you to give patrons the option to pay an additional fee. Then, if they cannot attend your event for a covered reason, they can receive a refund without your organization losing any proceeds. *Suggested Article*: [Ludus Protect](docId\:CS01_Y-u3bVohozpMmo-t) The following options are located under **Additional Options**. **Waitlist** A waitlist allows the creation of a list of patrons who want to purchase tickets when the event is sold out. *Suggested Article *[Waitlist](https://support.ludus.com/waitlist) **Form** If an account has custom Forms created, they can attach those Forms to their events. This requires patrons to fill out the forms when they purchase tickets to that event. Forms can also be attached to individual ticket prices and Add-Ons. **Patron Purchase Limit** Limit how many tickets a patron can purchase for the overall event or per event time. **View Only ** When View Only is enabled, the event will appear online, but patrons will not be able to purchase tickets online. View Only can be turned off manually or by setting an “Event” Trigger. The event must be turned on for View Only events to appear online. This option only appears once the event is saved and event times are created. **Coming Soon** If Coming Soon is enabled, once an event is switched to “On,” it will be listed publicly but as “Coming Soon,” so patrons cannot purchase tickets until Coming Soon is turned off. Coming Soon mode can be turned off manually or by setting an “Event” Trigger. The event must be turned on for Coming Soon events to appear online. **Payment Method **(only appears if your account is using Checks as the payout method)**** Payment Method allows you to designate who the check for this particular event should be made out to. (Good for renters, or if funds should go to a different club/activity within your school) Suggested Article: [Set Alternative Check Methods](https://support.ludus.com/set-alternative-check-methods-per-eventdonationetc) **Fees** Option to either pass fees on or absorb them. This is done on a per-event basis. The default setting is to pass the fees on to the patron. **Exempt Order Custom Fees** Used to exempt Order-level Custom fees for the event. You can still attach single ticket custom fees. **Event Categories** Place your events into Categories for public and Admin filtering. ie, Season Show, or Comedy **Internal Notes** Internal facing notes visible only to your team. Found next to each event on your Events screen. **Ludus Protect** Let your patrons add Ludus Protect at checkout for peace of mind. Ludus will handle qualified refund requests and they'll get up to $1,000 back — and you keep 100% of your ticket revenue.