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How to Sell Tickets
Our Ticketed events facilities allow charities to handle and/or sell tickets to events, to send tickets to buyers and to get lists of people who have signed up to the event. Examples of events include tickets to a dinner/dance, tickets to an auction, tickets to a cinema or theatre performance or presentation and tickets to a meeting.

At every point of sale, the buyer can pay by cheque, bank payment, standing order or credit card and is given the option to donate an additional voluntary amount to the charity if they wish to do so. Gift Aid is handled where appropriate, including providing the buyer and charity with all documentation required by the Inland Revenue.


What you get
Charities can set up details of any number of events they may be running and, for each event, there the types of tickets available to buy is entirely flexible. There is no constraints on the type of ticket , the numbers of different ticket types or the prices charged. Charities can also request an optional donation amount for each ticket, in addition to the ticket price.

People can buy tickets online, download their tickets. Where the charity includes details of the event such as address, time and directions, these are printed on the tickets.

Each ticket is allocated a unique random ID for reference to prevent fraudulent copying of tickets.

The charity can download at any time a list of people who have bought tickets, which lists the unique ID and any amounts that have not been paid for. This forms a useful "guest" list for charities to tick off guests as they arrive.

The Pure Charity system is designed as a simple system and is not intended as a fully configured ticket system. Some of its limitations are set out below.


How to set up an event

1. Go to Charities Home -> Fund-raising -> New Fund-Raiser.

First you set up the activity. Then, once the activity is set up, you set up for the activity its ticket(s) and their price(s).

2. To set up the activity:
Enter details of the Fund-raiser (eg. "Annual Ball", "The ABC Charity Film Première" or "Members Meeting on 25th March"). A couple of pointers are set out below.
2.1 Under "Type" select "Ticketed Event"

2.2 If desired, enter the location (including directions if appropriate) and the dates/times of the event. Where you do so, the details will be printed on the tickets.

2.3 Select whether you want members of the general public to see this activity. If the event is not open to the general public, you may prefer to set it as "Invisible". If the activity is not visible to the general public, you will need to send a link to the people who you do want to visit.

2.4 The default bank details are those of the charity. If you want the funds paid into a different bank account, change the details as appropriate.

2.5 You can upload an image. This will be displayed to buyers besides the tickets that are available for them to buy. The easiest way to enter an image is to find the image you want to display on the internet, right click the image and view it. The address bar at the top should then include the full URL of the image, which you can copy and paste into the entry page.

2.6 Click the "Post Details" button when are ready.

2.7 Once the event itself has been set up, you need to add an entry for each ticket. Entries allow you to upload individual images to help sell the item for sale, and details or what is included in the price. See 3 below for instructions.

2.8 Tickets are available to the buyer to download immediately after completion of the purchase. Details of how to download the tickets are emailed to buyers, and they can login at any time and print out a copy.

If included when the event it set up, the ticket includes the dates, times, locations and directions to the event.


3. To set up details of the tickets:
3.1 Click the "Add Item" link.

Notes:
a) If it is not on the page you are at, you can find it at:
Charities Home -> Fund-raising -> Fund-raisers -> Select the event -> Add Item

b) If you do not see the option "Add Item", it is because the event is not designated as a ticketed event. If appropriate, update the type of event, and follow the instructions above.

3.2 Enter the ticket's details. A couple of pointers are set out below:
3.2.1 Price : The price is the sales price of the ticket. No gift aid is available on any part of the ticket price paid for. If you want to suggest an optional donation in addition to the ticket price, the "Price" is the lowest amount you would accept to sell the item if no optional donation were paid.

3.2.2 Suggested Donation : You can suggest an amount you would like the buyer to donate to the charity over and above the sales price. You do not need to suggest any amount. If you do, the amount you are suggesting is the amount per item. If you do suggest a donation, it is presented to the buyer once the buyer as chosen how much to buy. The suggestion donation is entirely optional. The buyer can change the donation, either up or down and can even remove it altogether. Providing you are willing to sell the item even to buyers donate nothing, then the full amount of donation actually paid qualifies in full for gift aid.

3.2.3 Market Value : If you want buyers to see an estimate of the market value of what they are buying, you can enter it here. You do not need to enter anything if it will not help you to raise more funds.

3.2.4 When you are ready, click the "Post Details" button.

Repeat this process for every item you want to sell within this activity.


Gift Aid
Gift Aid may arise on additional donations made at the time of sale. Where this is the case, the Pure Charity system accounts for the Gift Aid, subject to the point in the following paragraph.

Gift Aid can be claimed only where payment is made. Where payments are made directly to the charity, details of the payment need to be entered to the Pure Charity system if the Pure Charity Gift Aid report is used as the basis for a Gift Aid claim. Payments can be entered through the section: Members Home -> My Income -> Enter Receipts


Limitations and Conditions
This is designed as a quick a easy facility for charities who run occasional fund-raising events or meetings. It is not designed as a fully fledged ticketing system. In particular:

It does not have a facility to keep track of limited numbers of tickets available. So the system does not automatically disable sales when you have reached capacity. At any stage, charities can manually stop sales of tickets, however.

The system does not cater for VAT. For charities that are VAT registered, they must issue a formal VAT invoice outside the Pure Charity system in respect of each item sold.

The system allows payment for goods or services by cheque, bank transfer and standing order. It also accepts credit cards but with a fundamental condition. Where buyers/donors are not happy with their credit card payment, they have a legal right to repayment. Where payment has been passed through to the charity and the buyer/donor subsequently claims a refund, the charity must repay to Pure Charity the full amount of the donation, gross of any charges. This condition applies irrespective of the merits of the claim. In the event the charity believes the buyer/donor should not be entitled to a refund, the charity must deal directly with the buyer/donor and the funds are repayable to Pure Charity even if the buyer/donor relents.

Pure Charity, PO Box 2382, Slough PDO, SL1 8WD  |  Tel : 01628 660665  |  EMail : info@purecharity.org.uk