Thanks for joining us at Kelburn and welcome to Eventree which we use for artist, crew and guest tickets. Eventree makes allocating tickets much easier but it’s not always very intuitive. So we’ve created the following notes and step-by-step guides to help get you and your group onsite.
Notes on filling in the Artist Information from
Allocating e-Tickets to your group / area
Changing the details on an e-Ticket (name, email, etc.)
Vehicle passes
Parking tickets and Live-In Vehicle plot passes for artists will be emailed to you on the Monday before the event by Eventbrite (yes, we get confused quite often). Each ticket / plot pass will be in a different email, you will need to forward it / them to appropriate driver(s).
Crew register for their ticket or plot pass online, please ask our new Crew Coordinator Frodo or your manager for details.
Notes on filling in the Artist Information form
Most of the form is very straight-forward but these questions occasionally cause a little confusion:
1. Go to the form on the Eventbrite website
You will be sent a link which takes you to our Artist Information form on the Eventree website.
2. Either login to your or sign up for an Eventree account
If you’ve used Eventree before just login. If you don’t have an account already, don’t worry. It’s free and only requires you to answer 4 questions.
3. We need contact details for 2 people
You are almost certainly the primary contact but in case there’s a problem contacting you we also need a secondary contact, ideally someone who is coming to Kelburn.
4. Details of the act
Name of the act and number of performers in it followed by a list the people in the act and what they do. One person and their role in the act on each line as shown below please.
5. Role of your guest
Due to the space restrictions at Kelburn each act only gets one Guestie. Please tell us the role of your chosen guest so we can assign the correct type of ticket.
6. Child and Youth tickets
Children of artists who are under 13 years of age get a free ticket but any child who looks like he or she might be over 10 years must show show proof of age (birth certificate, official letter, etc.) when claiming the wristband.
Youths aged 13-17 need a full ticket. You are welcome to use your guestie or buy special Youth (13-17) tickets at the discounted rate of £80 each. Tell us how many youths will be attending with your act and we’ll send you a link to buy the special discounted tickets.
7. Technical specifications
This is very important so we can be properly prepared for your performance. You can upload your tech’ spec’ or type it out or a combination of both.
8. Parking tickets and Live-In Vehicle plot passes
Please be sure to order the right number of parking tickets and Live-In Vehicle plot passes. Each vehicle carrying at least one artist is entitled to a free ticket or pass. If you want extra space for your Live-In Vehicle you must purchase extra plot passes from the tickets page of our website.
IMPORTANT: Vehicle tickets and passes are sent out separately from the event tickets on the Monday for the event. All parking passes are issued by our main ticketing company – Evenbrite. These passes will be sent to the primary contact who must forward each to the appropriate driver.
9. Submit your form and receive confirmation
Allocating e-Tickets to your group
Group Leader just means point of contact for a group which will be performing or working at Kelburn. You will be sent a Group Leader email which contains a link to allow you to login into Eventree where you will find your allocation of e-Tickets. We have not allocated or sent out any of your group’s e-Tickets, please follow these instructions:
1. Click on this link in your Group Leader login details email from Eventree
2. If you’re new to ET you’ll be offered some tips
3. Then you will land on the “Grid View” page of your group
If the screen does not look like this with a section of grids similar to Excel then select Grid View from the options on the left.
As the group organiser your details will already be filled in and highlighted in yellow but you do NOT have a ticket yet. If you will be attending you must assign yourself one from your allocation. You can see how many tickets you have remaining in the box below your name.
4. Adding people and allocating tickets
For each artist, guest or member of crew who will be attending you must enter their first name and surname, an email address for the ticket to be sent to and assign one of the tickets from your allocation using the drop down box on the right.
Tickets can be emailed to the individual, manager or tour manager – whatever is most convenient for you.
5. It doesn’t matter what order you enter the information
Feel free to start with everyone’s names and email addresses.
6. But make sure you assign tickets from your allocation
It’s really easy to miss this out but we can’t let anyone in unless you have assigned them a ticket.
7. If it looks something like this click on “Save changes”
In this example the manager (George Martin) is group leader but there isn’t a ticket for him because the Yoko Ono has insisted on taking the guestie. So next to Sir George’s name it says “None”. You can see that there are no tickets remaining by checking the box in the top left of the screen.
Please check the details. You can make changes later, add people whose details you don’t have yet, even cancel tickets and reassign them to other people, etc. but it’s easier to get it all correct in the first place.
When you click on “Save changes” you may be asked to log in.
8. Click “Yes” so that the tickets are sent out
9. The ticket email will appear on screen
Quite a lot of it looks silly because it uses placeholders {CODES_LIKE_THIS} to insert the correct name, ticket, etc. for each recipient into the message(s). Don’t worry about this, just scroll to the bottom.
10. Scroll to the bottom and click on the blue “Send” button
11. Job done. Thank you and we’ll see you at Kelburn
The page should now look like this. Each attendee has “Sent” written beside their name, email address and the ticket which they have been allocated (all of which should be grey). The ticket remaining box will tell you if you have any tickets left over.
Changing the details on an e-Tickets
Area Managers and Group Leaders control who the e-Tickets in their area / group are sent to. You can change any of the details you have previously entered into Eventree so long as that e-Ticket has not been presented at the check-in desk yet. This includes cancelling a previously sent out e-Ticket if you have a change in line-up or team member or choice of guest. If you cancel an e-Ticket an email will be sent informing the previous recipient that it has been cancelled.
1. Login into Eventree
You can either follow this link to the Eventree site or use the login link in your original Eventree login details details email which looks like this:
2. If you have more than one group, go to group that contains the ticket(s) you want to edit
3. It should look the same as when you finished allocating e-Tickets
If the screen does not look like this with a section of grids similar to Excel then select Grid View from the options on the left.
Each attendee has “Sent” written beside their name, email address and the ticket which they have been allocated (all of which should be grey). The ticket remaining box will tell you if you have any tickets left over.
4. Select the person you wish to edit
5. Click on “Unlock”
The person’s details change from grey to black and you can now edit them and / or change the ticket allocation. You can leave people in the group without a ticket.
6. Or add a new person at the bottom
If you want to keep the person you are editing and add someone new just type the new person’s details into the bottom of the grid. Don’t forget to allocate a ticket.
7. Check the details are correct and click “Save changes”
8. You will be prompted to send out emails to the new / edited people
If you have removed someone’s ticket allocation they will be sent a message telling them this.
9. Your group should now look something like this
10. Deleting people who aren’t coming (optional)
If you want to delete someone from your group check the box beside their name.
11. Click on “Delete” (optional)
A line will appear through their name and email but they have not been deleted yet,
12. Click on “Save changes”
The person is deleted when you save the change and and green confirmation message appears briefly on screen.
13. Job done. Thank you and we’ll see you at Kelburn
