Events and Trips

Creating an Event

First, click the New Application button. You’ll see a list of options. Click the slider on all those options which apply to you.

Select "Is this a recurring event?" if your event has multiple dates, for example a regular session or a performance with multiple dates.

Don’t worry about the following:

• Do you have an external speaker?

• Will you be catering food?

• Will you be fundraising at the event?

• Will you be showing films?

• Is this linked to a funding application?

We don't use these fields, so you can answer no to them. Some of them you will need to answer on your Events Management Form instead.

Basic Details

Here you’ll provide us with the basic information about your event. Fill out the required elements of the form - all those with an asterisk (*) next to them.

• You don’t need to tell us your budget unless you want to!

• Venue: There are a few options here depending on your venue:

  • If you’re hosting your event in one of our campus venues (e.g. Courtyard, The Glasshouse), select Students’ Union and select the relevant venue (don’t forget to book the venue!)

  • If you are hosting your event on campus select University and provide the room code.

  • If you are hosting your event virtually, select Students’ Union and then Online.

• Travel: This section will appear if you selected yes to ‘Are you going off campus?’. You’ll need to provide the destination and lead contacts for the event.

• Publish on Website: Select if you want your event to be published on the website.

• Don't select the "do you require a float?" button

  • If you need a cash float for your event, please contact the Finance office separately on finance@yorksu.org at least one week before your event

Products

Here you’ll add tickets to your event.

• Click the Create button.

• Provide the ticket name

  • Please call it something identifiable e.g. ‘Poetry & Pints ticket Term 1 Week 4’ rather than just ‘Ticket’

• Provide the ticket price

• Provide the date and time you’d like ticket sales to start and end

• Provide how many of this type of ticket you have available to sell - if there's no limit, enter -1

• Provide the maximum number of tickets which can be purchased per transaction

Next, select how you'd like people to be able to buy the tickets:

• Select how you’d like tickets to be sold

  • Offline tickets can be purchased at the York SU Helpdesk

  • Online tickets can be purchased on the York SU website

  • You can select both, or only one

• Select who you’d like to be able to purchase tickets

  • If you'd like to sell to any student, select "sell to students" and "sell to associate members" - people who want to buy it will need to sign in to the York SU website with their University account

  • If you'd like to only sell to members of your group, select "sell to students" and "restrict sales to members of your group"

  • If you'd like to sell to the general public, select "sell to the public"

  • Tip: You can set up multiple ticket products with different settings - for example cheaper tickets for students or for group members

• You can also use "Options" to request extra details on the checkout page, such as sizes for merch. If an option you'd like isn't here, get in touch with your link staff member and we can add it!

• Department: Select your group account

• Nominal: Select the relevant Nominal Account for your group - this ensures the money will go to your Own Funds account:

  • Societies/Media: 2050 

  • Sports Clubs: 2150

  • Volunteering: 2400

  • Colleges: 2250

  • PTOs: 2460

• VAT: Select "T9 Outwith (No VAT)"

Create as many products as you’d like. If you've selected the "recurring event" button on the first step, don't worry about creating tickets for each date, as the system will do that automatically. When you’re done, click Next.

External Speakers, Catering, and Fundraising

There is no need to answer yes to these sections - if they are relevant to you, you will provide this information on your Events Management Form.

Recurring Events

If your event is happening multiple times, you can add in all the different dates here in one go. Add in the date of each recurring event and when you would like tickets to start and stop selling. The system will automatically create a separate ticket product for each date. If you have multiple types of tickets, all of them will be available for each date.

Don't include the date you put in the "Basic Details" page on this page, otherwise it'll appear twice!

Additional Information

You don’t need to fill these out. If your event is a collaboration with an external organisation, or you require any additional equipment, you will indicate this on your Events Management form (EMF).

Risk Assessment

Upload your completed Risk Assessment here. If you’re not sure if you need one, get in touch with your link staff member or Geoff Ward (g.ward@yorksu.org)

Submission

Please ensure that all details are correct and that you’ve included all the tickets you’d like to sell. You won’t be able to add new tickets later on. 

Check through everything and press Finish.

Once you’ve submitted your event and all your products, you’ll need to wait for a York SU staff member to approve them. Your link staff member should check these regularly, but if it’s urgent you may wish to email them to let them know you’ve put it through. Products (tickets) also need to be approved by the Finance Office before they can go live online. Please submit your applications with plenty of notice to ensure your tickets are online when you want them to be.

If something doesn’t look right to your link staff member, they may choose not to approve the event and instead send you some Feedback on it. This will appear on your Member Dashboard, and will enable you to edit the event. Usually this is because there is a ticket missing or some information doesn’t make sense. Edit the application, re-submit it, and wait for it to be approved.

Once your event is approved it will appear on the Dashboard as an Upcoming Event. To view who has purchased a ticket, head to Products and select All Products. You’ll see a table of the different products you have listed, as well as some information about them such as their current status. In the far-right column is a purple button with a white square and arrow inside it. Click on this button to view a table of who has purchased that particular product. 

View and contact your attendees

To view who has purchased a ticket to your event, head to the Products page and select All Products. You’ll see a table of the different products you have listed, as well as some information about them such as their current status. 

In the far-right column you’ll see two purple buttons. The left-hand button allows you to download an Excel spreadsheet of those who have purchased your product. The right-hand button allows you to see a list of those who have purchased your product in the Dashboard. 

Please note: If non-students have purchased a product, you will only be able to see ‘Public Sale’ rather than their details on both the Dashboard and the exported Excel spreadsheet. Please contact your link staff member for details of non-student product purchases.

You can also export the list from this page, and send an email directly to everyone who has purchased the product if you need to provide them with more information. 

1. To do this, click the ‘Contact all purchasers’ button. This will take you to the Communications tab. 

2. Under ‘Group Type’ select ‘Product Purchasers’. A search bar will appear which reads ‘Product Type’. 

3. In the box search for the name of the relevant product. 

4. Press ‘Next’ and then complete the content of your email. Purchasers will be able to reply to this email, with replies being sent directly to your group’s @yorksu.org email account.

If you have multiple products for one event and need to send them all the same message, there’s an easier way to contact all your purchasers in one go. Head to the Events and Trips page and select the ‘Upcoming Events and Trips’ tab. In the far-right column labelled Actions, you’ll see a purple button with a mailbox icon. Clicking this allows you to send a message to all purchasers for this event.