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Setting up group rates and early bird rates
Setting up group rates and early bird rates

Learn how to set up group rates and early bird rates using tickets.

Ben Dharmanandan avatar
Written by Ben Dharmanandan
Updated over a week ago

Event managers can incentivize attendees to purchase tickets by offering group rates if multiple tickets are purchased at once or early bird rates. These discounted rate options can be accomplished within tickets rather than discount codes.

For more information about creating and using discount codes, please read our article “Creating and using discount codes”.

This article will cover the following:

Early bird, late registration rates

One of the most common requests is offering an early bird rate to incentivize registration. We can accomplish this in Eventsforce using different person tickets.

Event managers should create a person ticket as follows:

  • Name: “Member (Early bird)”

    • Note: the ticket name becomes “locked” once a booking is started

  • Limit availability period: Enter early bird dates (for example, January 12 - March 28)

  • Price: Enter total early bird price (including tax)

Event managers can duplicate the ticket for as many price points as needed. Edit the duplicate tickets, update the name to “Member (Onsite)”, change the availability period and enter the increased rate per ticket.

While three tickets exist, attendees will only be shown the appropriate ticket based on the registration date.

Note: If the event uses multiple attendee categories, the same configuration should be done for each category with various price points.

Group rates

When event managers allow multiple attendees in a group, discounted group rates can be offered to incentivize registering with others. Within Eventsforce, group rates can be configured in two ways:

  1. Setting up a person ticket and enforcing a “minimum” number of tickets per registration

  2. Using ticket packages

When the event only uses one category, or if the group doesn’t require items, method #1 is often the more straightforward configuration.

When the group contains tickets across different categories or includes items, using method #2 for ticket packages can be more efficient.

Method #1: Using a person ticket with a minimum

In an event using one category, or if group rates only apply to groups within the same category, event managers can add a person ticket called “Member (group rate)” and then select the option to “Limit number of tickets per registration”. If the group rate applies when three people are in the group, enter “3” as the “Minimum”. Enter the final price per ticket (including tax) in the ‘Finance’ area.

Event managers should use a separate ticket for each different price point. For example, if two different group rates are used (3+ group = $50 per ticket; 10+ group = $40 per ticket), create one ticket for “Group of 3+” with a $50 price per ticket and min/max of 3/9, then a second ticket for “Group of 10+” with a $40 price per ticket and minimum of “10”.

Restricting a minimum and maximum per ticket ensures the booker gets the best rate:

Method #2: Using ticket packages

When an event manager wants to offer a group rate on a combination of tickets and items from different categories, ticket packages can be used.

This can be particularly useful for selling exhibitor-style ticket packages, which may include a pre-defined number of person tickets and items at a package price.

Event managers can create ticket packages for common combinations, such as 1 ‘Member’ ticket, 2 ‘Non-member’ tickets, and 3 ‘Gala dinner’ tickets, all for a set package price. Bookers can then add tickets or items at the single ticket price.

For a more detailed view of creating ticket packages, see the “Creating ticket packages” section of our “Creating tickets, subtickets, and packages” article.

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