Tickets and Badges

The settings in this section apply to all the events in your organisation. Tickets are for attendees and are a way of ensuring that only those that turn up to the event are registered and accepted.  Badges apply to attendees and volunteers and can be worn during the event to help with identification. 

Send attendee tickets with application acceptance emails

If this checkbox is ticked, when an attendee receives an acceptance email confirming their place at the event, the tickets will be attached in a PDF document. This will allow the attendee to print their tickets at home.  The tickets will also be visible in the 'My Events' section.

If this checkbox is not ticked, then only the administrator will be able to access the tickets for the attendee for the event. 

Badge printing format

This related to both the attendees and volunteers badges.  

Each individual badge will be printed as credit card size. To help save paper, you can choose to bulk print badges by printing more than one on a page.  The maximum number of badges that will fit on an A4 page is 10. 

The badges can be printed single sided or double sided.  When printed double sided, the same information will appear on both sides of the badge.  A good way of distinguishing between attendees and volunteers is to print the badges on different coloured paper. 

Print Group allocation as full size watermark

This setting applies to the attendees. 

A watermark is a pale background image that goes behind the text of the badge. A watermark does not have to be printed on the badge; select ‘no group type’.

Some organisations might find it helpful to quickly identify the age group an attendee is in. If ‘Age Groups’ is selected, the watermark of the attendee age group will be printed under the event title, on the badge. 

If further group types have been set up, these can be selected to be printed as the watermark instead. The option will appear in the drop-down list. 

Group badges and tickets by a Group Type

This setting relates to how the badges for the attendees and volunteers, and the tickets for the attendees, are organised when printed. If ‘No group type’ is selected, the badges and tickets are displayed in alphabetical order by surname.

If ‘Age Groups’ is selected, the badges will be organised alphabetically by surname within the age groups.  For example, all the 4 year olds will be together sorted alphabetically, and then the 5 year olds etc. 

If further group types have been set up, the badges and tickets can be sorted by these as well. The option will appear in the drop-down list. 

Print letters on attendee badges

This setting applies to all attendees at all events. Single letters can be set to be shown on badges to help identify certain attendees quickly. A maximum of 3 letters can be printed on each badge. 

Some examples are:

• If an attendee has a relative on site, you could print ‘R’ on their badge so that if they are unwell the medical team knows to look at the event for the relative, rather than phoning home.

• If an attendee has a food allergy, you could print ‘A’ on their badge, so at a quick glance you can identify if they need extra precaution taken around food. 

• If an attendee is only completing morning sessions, you could print ‘M’ on their badge, so you know to get them ready to go home at lunchtime. 

However, care needs to be taken around the letters chosen, in order to not make attendees stand out or appear different. For an attendee with a medical or additional need, the letters ‘M’ or ‘A’ might be obvious to choose. However, attendees may compare badges and work out some of the code letters and may be upset that they have been labelled as different.  The letters should only be used where necessary and where quick and easy identification of the attendee is imperative.  

When setting up these letters, the options to choose from are limited. Custom questions will always be shown as an option. To add these letters, select a field in the ‘When’ box.  This will then generate a ‘Condition’ box.  It may be a simple ‘is checked’ or ‘isn’t checked’ depending on the question on the application form. The value is what criteria needs to be met to print the letter on the badge.  See the examples below for common choices. 

If an attendee has a medical need, display the letter ‘T’ on their badge.

If an attendee has a relative onsite at the event, display the letter ‘R’ on their badge. 

If an attendee has medication at the event with them, display the letter ‘M’ on their badge.

Print letters on volunteer badges 

This is the same setting as above, but applies to volunteers. Please read the above section on how to set it up.

Volunteers may compare badges and work out some of the code letters and may be upset that they have been labelled as different.  The letters should only be used where necessary and where quick and easy identification of the volunteer is imperative.  All volunteers should be treated equally, no matter their differences.