I have put on well over 100 events in my life that required youth to turn in registration forms and often payments. I know what you go through each time; setting up deadlines and not following them, keeping track of everything in a spreadsheet or Word document, and last but not least, trying to keep good records of who turned in what and how many spots are open.
I am putting together this post, because I have found a solution that I believe to be the best available for the price that you pay. Eventbrite is a free online program that anyone can and only charges when someone registers online for an event that requires a payment.
This post is a review of Eventbrite, a great Online Event Registration web site that I found and highly recommend for any person looking for an online event registration solution, especially in youth ministry. I have evaluated several of the newest and most popular programs out there and asked many questions to those who would not give me a trial version or sample use of their product. Aside from hiring your own web developer to set up the registration process for you on your own web site, this is the solution I recommend the most. The payment system is secure and flawless and very user friendly for both you and the person registering for the event. I have messed with a lot of WordPress plugin’s and other simple fixes and nothing even comes close to this.
10 Reasons Eventbrite is the best online event solution for youth ministry.
#1 – It’s Free
If you have an event that does not cost anything or just want to use Eventbrite without benefit of accepting online registrations, it is 100% free. The only time is costs you anything is if you allow online registrations and someone registers online for an event that is not free.
#2 – No More Inputting Data
The BEST thing about online registrations is that the person registering for the event puts in all of their information for you. When they register on Eventbrite, you never have to enter their information.
#3 – One Location, Two Types of Registration
Many online event registration programs will charge you for adding registrants on your own. Eventbrite does not. Simply enter in the information of youth that register my mail or by turning an application in to you and it keeps it right along with those that registered online.
#4 – Reports
I could write a whole post on the reports that Eventbrite offers. With a click of a couple spots on the site you can put together a report that includes any data you want from your attendees. You can export in to an Excel file, .CSV, or even just a text file.
They also include several pre-built reports to print off a ‘day-of’ check-in list and name badges. If you have experience with mail merge, the possibilities are endless with the system.
#5 – Web Site Integration
If you have a youth group web site, Eventbrite offers simple code for you event to allow registrations straight from your site. It looks professional and is extremely easy to use.
#6 – They Process Payments
There are typically two fees for any online solution, unless you have one built for your site. There is a fee for the person doing the work for you and a credit card processing fee. Most systems use PayPal. For accounting purposes, I strongly discourage PayPal if at all possible.
The benefit I speak of is that Eventbrite will process Payments rather than PayPal if you would like them to. They simply collect all of the money from the online registrations and send you a check minus the fees a week after the event is over. It is so slick and I will never go back to PayPal again.
#7 – Social Networking
They are doing alright with their ability to promote and network through social networking. They are definitely growing each time I use them in this area. You can easily share the event through Facebook, Twitter, and many other social networks that your youth may use.
#8 – Email Templates and Reminders
You can schedule email reminders or promo emails for just about anything. Set-up everything the same day you set-up the event and never worry about whether or not the kids will be reminded what to bring or where to meet.
#9 – Copy Events
This is probably one the sweetest parts of using Eventbrite. You can spend a good deal of time setting up your events, the email that are sent out, the fancy artwork, and all of the parental consent information. When a new event comes up, you can simply copy everything from one event to another and change the information that needs to change. Things start being more automated and you have much more time for the important parts of your ministry.
#10 – Coupon/Discount Codes
I love setting early bird deadlines on registrations or having a couple of days where the registrations are cheaper than others. You can set up discount codes that are only good for a certain amount of time. Get those Text Blasts going and start promoting your events!
There are TONS more benefits that you can check out by going through their site, but I just wanted to get you started. If you have any questions or thoughts about this system, please discuss them in the comments section of this post. I have used Eventbrite for almost a dozen events now and have had zero complaints from the registrants and from my own experience.
Check them out at www.eventbrite.com.
Enjoy!
