Prices can be applied to an event using a price descriptor or a basic price against a bookable item.  Setting up a price descriptor will allow for more flexibility if you need to increase cost based on date of registration (example: early bird or late registration rates). This article will cover the following:

Enable pricing

Finance pages will only be available in "Paid" events. If you do not see the "Finance" page under "Setup", make your event "paid" by following the steps below:

  1. Go to Setup > Event > Properties
  2. In the 'Options' section, select "Paid"
  3. Click "Save"
  4. The "Finance" pages are now available under the "Setup" menu option

Types of prices

Price descriptors can be used to add prices to your event, sessions, additional items, or cancellation prices. Price descriptors are best used when you want to add different rates based on dates, or specify a unique "invoice line item description".

When adding a price, you will be asked what the price applies to. Choose from the items below:

  • Entire Event = price is automatically applied to each registration. If 'day selection' is used, this price gets applied when all days are selected. Only one "entire event" price can exist per event.
  • Day Package = price is applied based on the specific day package chosen. Event managers can configure prices for specific day combinations, or by number of days chosen.¬†
  • General Price = price that can be linked to a bookable item, session, award category, or table booking. The price is created first, then linked to an item.
  • Total Cancellations = cancellation fee that applies when the entire registration is cancelled.

Note: In addition to choose what the price applies to, you will also specify who the price applies to; attendees or guests. For more information about configuring guests, read our article "What are guests in Eventsforce?"

Adding a price descriptor

When ready to add a new price to your event, you can take the following steps:

  1. Go to Setup > Finance > Prices
  2. Click "Add"
  3. Enter a name to identify your price in "Price Descriptor Name:"
  4. Select an option in the list for "Who it applies to:"
  5. Select an option in the list for "What it applies to:"
  6. Enter the price in "Add New Price:" and select the start date of the price in "Date from"
  7. Enter a "Line item description" (this will be displayed on the basket page)
  8. Click "Save"

Note: If no "Line item description" is specified, the basket page and invoice will use the 'Question Text' of the database question the price is linked to.

Deleting a price which has not been used

Prices in your event may change for many reasons. Common changes includes adjustments to the base price or changes in price deadlines (early bird, late rate, etc).

Price points cannot be edited, but can be deleted until they have been used. Once a price has been used (attendee registers with that price), the price cannot be deleted.

Event managers should be wary of changing event prices when the event is live and has completed registrations, as changes will have an impact on existing registrations.

  1. Go to Setup > Finance > Prices
  2. Click to "Edit" the price
  3. Find the specific price point and click "Delete"
  4. Create a new price point with the proper date and rate
  5. Click "Save"

Editing a price that has been used

The process below explains how you can add a new rate to start the date after the current rate which cannot be deleted.

Example: Your early bird price is set up for $500 starting on September 1, 2018. On September 3rd, you determine the early bird price should be $550. You can have the correct rate of $550 start on September 2. Any registrations completed on September 1 must be updated manually.

  1. Go to Setup > Finance > Prices
  2. Click to "Edit" the price
  3. Create a new price with your updated rate
  4. For start date, use the day immediately after your incorrect rate's start date (reference example above)
  5. Click "Save"

Once the above changes have been made. Attendees will receive the correct price based on their registration date.

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