How to create an event?

Once you log in to your Rubric account, head to the Events page and click on the Create New Event button on the top right of your screen to get started with the event creation process. 

Step 1: Add your event details

• Event Name: Give your event a title
  Tips: If you have multiple events with the same name, we recommend adding the date of the event to the title

• Event Date & Time: Add your event’s date and start time. 

• Event Banner: Add an event banner to personalise your event and highlight the most important information about your event. The event banner must be a PNG, JPEG, or GIF file type and we recommend having a width of 930px.
  Tips: Clubs and societies usually add their event name, event organiser name, and event date to the event banner.

• Event Address: Click the toggle if your event is online or add the address of your event venue if your event is in-person.

• Event Description: Give some information about your event (i.e. is there a theme? who is invited? is there a dress code?). Keep it short and sweet!

• Facebook URL: If you created a Facebook event, drop the link here.
  This field is optional

• Refund Policy: You can add a refund policy specific to your event.
  There are a few options to choose from:

  • On a case-by-case basis

  • Up to 1 day before the event starts

  • Up to 7 days before the event starts

  • Up to 30 days before the event starts

  • No refunds

Step 2: Set up your tickets

General ticket settings

This section is generic to your whole event. If you’d like to modify the details of a specific ticket type, head to the category below.

• When do you want to start selling: Set a start date for your general ticket sales

• When do you want to stop selling: Set an end date for your general ticket sales

• Total number of tickets for event: Set a limit to your event if it has a maximum capacity
  This field is optional

• Maximum tickets per order: Set a limit of tickets each attendee can purchase in one transaction/order. Capping orders prevent scalping! By default, this number is set to 10.

• Ticket fees: Rubric is free to use for free events. We charge a small booking fee for paid events. You can decide whether to:

  • Pass the ticket fees onto the buyers

  • Absorb the ticket fees 

• Does your event have tables or groups: The grouping functionality can help you organise your event and divide your attendees into groups. As an example, if you organise a ball, you can set up tables and your attendees will be prompted to choose their seats when purchasing their tickets.
  To get started, set up the following:

  • Type of group: Choose if you’d like to group your attendees by tables, teams, buses, or cabins depending on the type of event you’re setting up.

  • Number of groups: Choose how many groups you’d like to divide your attendees into. As an example, if you’ll have 10 tables at your venue, set this field to 10.

  • Number of tickets per group: Choose how many attendees can join each group. As an example, if each table has 8 seats, set this field to 8.
    
    

Create tickets

Click on Add Ticket to get started with the creation of tickets! You can create as many ticket types as you want.

• Ticket name: Give your ticket a name! The most popular ticket types on Rubric are:

  • Member and non-member tickets

  • Multiple releases tickets (i.e.: Early Bird/ First Release, Second Release, etc.)

  • General admission

You can also mix & match and create early bird member-only tickets for example!

• Available ticket quantity: Set a cap for the number of available tickets of this type.
  This field is optional

• Ticket price: Set a price for your ticket. If your ticket is free, set it to 0.  The price of your ticket including booking fees (for paid events) will appear on the right. 

• Allow only club members to buy this ticket: Tick this box if you have a membership list on Rubric and would like to restrict your ticket type to your members. Make sure that your members have valid phone numbers or email addresses for this to work. You can restrict your ticket type to one or more membership types.

  If you don’t have members on Rubric, head here to see how you can set this up!
  Tips: It’s a good idea to set this up if you’d like to give a discount to your members! You can also organise members-only events this way. 

• Allow custom start/stop time for this ticket type: Set a start/stop date and time for your ticket type’s sales. This is usually useful if you organise multiple releases (i.e. early bird, second release, etc.).
  This field is optional

Advanced ticket settings

• Set a password to purchase this: Tick this box if you’d like your ticket type to be protected by a code/password. Your attendees will be prompted to enter the password in order to purchase this ticket type.

• Enforce minimum order quantity for this ticket type: Tick this box if you’d like to offer ticket packages with a minimum number of tickets to be sold in the same order.
  Tips: Most clubs set this up when they offer ticket bundles or packages. For example, buy 4 tickets get 1 free, or buy 2 tickets for the price of 1. Follow the steps below to set this up.

Special ticket type: GROUP DISCOUNT TICKET

What is a Group Discount Ticket? 

Group Discount Ticket offers a certain discount to buyers when they buy at least a number of tickets, e.g: buy at least 3 tickets and get 10% off 

How to set it up?

To set up discount for group tickets, you need to create a separate ticket type for group tickets

• Click “Add Ticket”

• Set “Ticket name” as Group ticket 

• Set “Available ticket quantity” 

• Set “Ticket Price”
  Enter the discounted ticket price for each ticket.
  For example: 
  A general ticket price: $5
  If you offer 10% off for an order of at least 3 tickets, the discounted ticket price will be: $4.5 (= 5*90%) 

• In Advanced Ticket Settings, turn on the toggle for “Enforce minimum order quantity for this ticket type” and enter the minimum number of tickets that the buyers need to buy to get the discount.
  With the example above, enter 3 for the minimum ticket order

• Click “Save”

Optional steps

You can still enable other ticket settings with Group Discount Ticket type such as: Membership-only, Password-protected ticket, Custom start and stop sale time, Add extra questions for buyers. 

• Collect extra information from buyers: Attendees are prompted to add their full names and phone numbers on each ticket they purchase. If you’d like to collect any additional information, tick the options in this section or add additional questions! You can add as many additional questions as you want and choose if the questions as optional or mandatory.

Step 3: Summary

Review your event details and publish it or save it as a draft!

What happens once I publish an event?

After clicking Publish, your event will be published and you can start promoting it!  Your event will appear on the Rubric App under the Events section with all the other live events on campus. You can also share the link or QR code to start selling tickets.

You can always come back later to edit your event after publishing it - most settings can be edited once your event is published.