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RSVP Creation

I. Introduction

  • Setting up an RSVP gives you the ability to have fans sign-up to attend an event and then generate a list of those fans for the venue or promoter. 
  • The benefits also include RSVPers being asked to opt-in to the email list of the partner and data being gathered about the RSVPers. 
  • The option to include special offers with the RSVP is a big incentive for your fans. 
  • You can create a “Guestlist” by capping the RSVP at a certain number of slots. Once those slots are filled, the Guestlist will automatically close. 
For a longer explanation of RSVPs, check out this article.

II. ​​Creating an RSVP

This section runs through all the various fields available when setting up the RSVP. To make it easier to follow, the different fields available are highlighted. 

Step 1: Once you have created an event in Admin, click the “Set up RSVP” option in the sidebar of the event page.
Step 2: Check “Requires RSVP” to activate the RSVP when you complete filling out the modal.
Step 3: Choose from the RSVP types. The most common is simply “RSVP.”
Step 4: If the RSVP if for a respondent plus one, check “RSVP +1.”
Step 5: If you enter text in the "RSVP Email Text (old)" field, the text you enter will be appended to the default email confirmation text. 
Step 6: Select a minimum age from the dropdown if required -OR- as a check for how many users are 21+ or 18+.
Step 7: Check "Ask if minimum age?" to ask users whether they are the minimum age you input as a way of collecting data regarding your users for potential sponsors.
Step 8: Check "Force minimum age?" only if a user MUST be the minimum age to RSVP.
Step 9: Check “RSVP Opt In?” if the partner wishes to gather the RSVPer emails. Include the description of the opt-in in the text field below.
Ex. "Yes, I'd like to receive updates from The Greatest Venue!"
Step 10: Check “RSVP Use Passcode” if you wish to set up a passcode for the RSVP. Enter the passcode in the field below.
Step 11: Check “RSVP Zip/Birth/Affil.?” if your metro or the partner wishes to request any of this info from the RSVPers when they choose to RSVP.
Step 12: Enter in “Custom Field” any additional info that your metro of the partner would like to request from the RSVPers.
Step 13: “RSVP Confirm. Email” is default checked to send RSVPers a confirmation email. You can choose to uncheck it if you think the confirmation is unnecessary.
Step 14: To customize either the confirmation email subject line or body text, entering anything into these fields will replace the default text entirely.
Step 15: Enter any additional offer that is part of the RSVP in the “Special Offer” field. This text will appear below the RSVP button.
Ex. "RSVP for FREE entry!" -OR- "RSVP and receive a free digital download by the artist!"
Step 16: Designate the number of slots available in the “RSVP Slots” field if the partner has given a cap on the number of RSVPs to make a Guestlist. When the slots have been filled, the RSVP will automatically close.
Step 17: Enter the “RSVP Closed Message” that will appear below the action button once the RSVP has closed.
Step 18:* Enter the emails of the partners to whom the RSVP list should be sent in the “RSVP List Sent To” field. (Your GM will also automatically receive the email list.)
Step 19: In the “RSVP Send List Hours Before” field, enter the number of hours before the event that the partner would like to be emailed the list. This will also designate the time the RSVP closes.
Ex. If the event is at 10pm and the partner would like the list at 7pm, then you would enter “3.”
Note: Our database currently exists in CST - so you will have to adjust hours based on your time-zone. See below for further instructions (III).

*Alternative to Steps 18-19: You can choose to manually collect RSVP data as outlined below (IV) and communicate with the partner directly. This allows for a conversation to flow about customizing the partnership instead of it being wholly automated.

Step 20: Click “Update” and then check the event on your site to confirm the RSVP is running as you wish.

III. Adjusting Time RSVP List Sends by Time-zone

EST: Add 1 to the total hours before which the list should be sent.
Ex. Event time: 10pm -> Desired time for list to be sent: 7pm -> 3+1 = Input “4”

MST: Subtract 1 from the total hours before which the list should be sent.
Ex. Event time: 10pm -> Desired time for list to be sent: 7pm -> 3 - 1 = Input “2”

PST: Subtract 2 from the total hours before which the list should be sent.
Ex. Event time: 10pm -> Desired time for list to be sent: 7pm -> 3 - 2 = Input “1”

IV. Manually Collect RSVP Data

To generate a list of all RSVP respondents:
Step 1: Go to the event page in Admin.
Step 2: Click “RSVP list” in the sidebar.
Step 3: A .txt file will automatically download. You can choose to open it with Excel or another program that makes it organized to view.

To generate a list of the RSVPer emails and data gathered:
Step 1: Go to the event page in Admin.
Step 2: Click “RSVP emails” in the sidebar.
Step 3: A .txt file will automatically download. You can choose to open it with Excel or another program that makes it organized to view.
Step 4: The document will display the user email addresses, whether they chose to opt-in, and any other info requested.

V. Troubleshooting

  • Be sure to set up any RSVP event as ONLY an RSVP and not as a Giveaway at the same time. It will likely cause data to be lost. 
  • Make sure all necessary fields have been filled and that “RSVP Required?” is checked for the RSVP to run properly. ​
  • If you have trouble saving the RSVP setup, be sure your event has a category set.

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