Paid events boost your public visibility and can increase community involvement. Tracking these events keeps you organized before the event and helps you improve next year’s event. 

Tracking involves several steps:

Note: This example follows the process of tracking a 2016 Gala event with paid registrations. Please customize the sample names and data for your event.

Prepare Database

Set up a few things in your Bloomerang database to track paid events:

  • Transaction custom fields: Create new custom fields for transactions. You might want fields like Guest Names, Sponsorship Type, or Table Number.
  • Interaction custom fields: Optional. Create a Text Pick One Value custom field called "Event Name." Add values for the types of events you hold, such as Gala, Picnic, or Walkathon.

    Tip: The Event Name field is helpful for new staff members. They may not be familiar with what has been tracked for events and where, but they can filter by the Event Name field.

  • Custom confirmation email: Create a transaction email with an acknowledgement purpose. Name the subject line something like "2016 Gala Registration Confirmation." Use this subject line later to help track the event.

Do not create a new appeal or custom fields for registration types or ticket quantities. You handle these when creating your event form. (Existing appeals and custom fields are OK, though.)

Create Your Event Registration Form

Create an event registration form from within Bloomerang. In Step 1, use your custom confirmation email. When creating this form, you also create a unique appeal for the event and map custom fields for storing registration types and ticket quantity.

Place Form on Website

Insert the custom event registration form into your website.

Invite Guests

Invite your guests. Create a constituent-based email or letter in Bloomerang and type “2016 Gala Invitation” in the Subject field. Link to your registration form or tell people where they can register. Filter it so it is sent to all your invitees. When you generate the email or letter, an interaction with a subject of "2016 Gala Invitation" is created for each invitee.

Track Ticket Sales

The registrations are rolling in! The Bloomerang form creates a transaction in that constituent’s account and an interaction from the registration email.

To track how many tickets have sold and who will be attending:

  1. Create a new transaction report.
  2. Set the report filters this way:
    • Include: Appeal = 2016 Gala
  3. Include these columns:
    • First Name
    • Last Name
    • Date
    • Amount
    • Ticket Quantity
    • Registration Type
  4. Save the report as "2016 Gala Ticket Sales." 
This report shows the total number of tickets sold, as well as how much money has been generated from ticket sales and additional donations. This report includes registrants who are not attending, but donated anyway.

Remind Nonresponders

Follow up on invitees who haven't responded.

  1. Create a new letter or email based on interactions. 
  2. Remove the default Exclude filter. 
  3. Set these filters:
    • Include: Subject = "2016 Gala Invitation." This includes only the people you previously invited.
    • Exclude: Appeal = "2016 Gala." (Filter path: Constituent > Has Transaction icon in reports Transactions > Transaction icon in reports Specific Transactions > Appeal.) This leaves out the people who have already registered and paid.

      Setting up the Appeal filter

      Final filters

  4. Send the letter or email.

After the Event

Congratulations, your event was a huge success! Now you need to record who attended and all the donations made at the event.

Track Attendance

To track attendance at your event:

  1. Create a new transaction report.
  2. Add these filters:
    • Include: Transaction report = "2016 Gala Ticket Sales"
    • Exclude: Registration Type = "Cannot Attend"
  3. Include these columns:
    • First Name
    • Last Name
    • Account Number
    • Primary Email Address
    • Date
  4. Click Save And, and then Export to Excel.
  5. Name the report "Event Attendance."
  6. Compare this spreadsheet with your check-in list. Remove people from the spreadsheet who didn't show up.
  7. Add people who attended but didn't register using your form. To avoid duplicates, add their email address and other contact info you collected. Also adjust your spreadsheet to include these columns and data for each attendee:
    • Date: Date of event
    • Subject: Attended 2016 Gala
    • Purpose: Special Event
    • Channel: In Person
    • Event Name (if using): Gala
  8. Save the spreadsheet as a CSV file.
  9. Import this file as an interaction. Make sure you map the Primary Email Address column! This import creates new attendance interactions for all attendees and increases their engagement score.

    Attendance import. Click for a larger image

    Attendance interaction

Record Donations

Manually add a new donation for each constituent who donated at the event, or import the donations. Set the appeal as "2016 Gala."

Report on Events

You should run at least three reports to analyze the success of your event. Run a registration list before the event and an attendance list after the event. Run a transaction report to see how much money was generated and compare this to your event costs.

Registration List

Run the 2016 Gala Ticket Sales report.

Attendance List

To see the final attendance:

  1. Create an interaction report.  
  2. Set this filter: Include: Subject = “Attended 2016 Gala.” 
  3. Save and name the report "Final Event Attendance."

Money from Event

To see how much money this event generated:

  1. Create a transaction-based report.
  2. Set this filter: Include: Appeal = "2016 Gala." This will include registration money and any donations made at the event.
  3. Save and name the report "2016 Gala Generated Revenue."