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Extra event registration costs

For each event, you can charge extra for optional benefits or activities. For example, you could offer preferred seating or discounted concert tickets. The charges for these options would be in addition to the registration fee.

You can also add extra charges that are calculated using a value entered by the registrant. For example, you could add an option to purchase a specific of items, or charge a variable event surcharge based on organization size or income.

To provide optional extras at a separate cost for an event, you add custom event fields to the event registration form. Event fields are combined with common fields from your contact database to form the event record and populate the registration form.

There are two types of extra cost fields: static fields which provide options that registrants simply choose, and calculated extra charge fields which display an input field whose value is used to calculate the actual charge.

Adding static extra cost fields

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Static fields provide options that a registrant can choose or choose from, such as preferred seating or meal choice.

To add static extra cost fields to the registration form for an event, follow these steps:

  1. Hover over the Events menu and select the Event list option.
  2. Within the events list, click the event.
  3. Click the Registration form link.
  4. Click the Edit button towards the top of the screen.
  5. Click the Add new field button.
  6. Under Type, choose one of the following types for the new field.

    Type

    Description

    Multiple choice with extra cost

    A set of checkboxes, each with an associated cost. Choose this type if you want to allow the registrant to make multiple selections.

    Radio buttons with extra cost

    A set of mutually exclusive choices, arranged like buttons on a car radio, each with an associated cost. Choose this type if you want to allow the registrant to make a single choice from multiple options.

  7. In the Field label box, enter a name for the field. The name will appear as the label for the field on the event registration form.
  8. Under Items, choose the options to be displayed for this field on the event registration form, and specify the costs of each. Click Add new item to add items to the list. Click the minus sign beside an existing option to change or remove it. If you want an option to appear already selected on the form – to be checked by default – click the checkbox beside the item. 

  9. Enter Field instructions explaining how to use this field. For information on controlling the appearance of field instructions, see Adding field instructions.
  10. Click Save to save your changes.

Adding calculated extra cost fields

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You can add calculated extra cost fields that calculate an extra charge using a value entered by the registrant. For example, you could add an option to purchase a specific of items, or charge a variable event surcharge based on organization size or income.

To add calculated extra cost fields to the registration form for an event, follow these steps:

  1. Hover over the Events menu and select the Event list option.
  2. Within the events list, click the event.
  3. Click the Registration form link.
  4. Click the Edit button towards the top of the screen.
  5. Click the Add new field button.
  6. Under Type, choose Extra charge calculation .

  7. In the Field label box, enter a name for the field. The name will appear as the label for the field on the event registration form.
  8. Under  Multiplier , choose whether to specify a unit cost or a percentage to be applied to the entered value. To do so, click the dropdown that initially displays the currency you chose in your  online payment settings , and choose the currency if you want to specify a unit cost, or  percent  if you want to apply a percentage to the entered value.

  9. If you choose the currency, so you can specify a unit cost, you can also specify the minimum and maximum number of items you visitor can order.



    If you are applying a percentage, you can specify a minimum and a maximum resulting value.



    Values entered by the applicant or registrant that result in charge below the minimum or above the maximum will be automatically adjusted to fit within the limits.
  10. Enter Field instructions explaining how to use this field. For information on controlling the appearance of field instructions, see Adding field instructions.
  11. Click Save to save your changes.

Generating a registration fields report

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After you have begun receiving registrations for your event, you can generate a report summarizing the choices made by event registrants. To generate the report, follow these steps:

  1. Hover over the Events menu and select the Event list option.
  2. Click the event within the events list.
  3. Within the event details, click the Registration fields report button. 

  4. Select the registration fields to be reported on, and indicate whether to include pending registrations and show attendees details. 

  5. Click Generate.

If you didn't choose to show attendee details, a simple count will be displayed:

If you chose to show attendee details, the report will display the name, email, and registration status for the registrants for each choice.

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Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7