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Where am I? Home / Operations / Eventree step-by-step guides

Eventree step-by-step guides

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 vehicle passes

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

Back to the Operations

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Giein' it laldy up front 🙌 You know when music Giein' it laldy up front 🙌  You know when music just takes you places? We're getting ready to do it all again this summer. There's one cracker of a lineup on its way to you soon 👀  Book tickets to Kelburn Garden Party 2023 on @skiddleuk  #KelburnParties #KelburnGardenParty #KelburnCastle #Festival #MusicFestival #FestivalVibes #FestivalSeason #FestivalLife #Music #IGMusic #LetTheMusicPlay #WeMakeEvents #scottishfestival
Serious vinyl business 👀 We wound things right Serious vinyl business 👀  We wound things right down at The Landing on the Sunday last year, with a deep dubby set from @mightyoaksoundsystem.  Nothing but knee-twisting riddims and soul-shuddering bass to carry you through the afternoon - what else could you need?  Give us a signal if you caught this session 🔥  Book tickets to Kelburn Garden Party 2023 on @skiddleuk  #KelburnParties #KelburnGardenParty #KelburnCastle #Festival #MusicFestival #FestivalVibes #FestivalSeason #FestivalLife #Music #IGMusic #LetTheMusicPlay #WeMakeEvents #ScottishFestival
The view yesterday from Kelburn to Arran across th The view yesterday from Kelburn to Arran across the Firth of Clyde - a familiar view for  our regular campers, although without the snow perhaps! 😍
"We make jokes about the chat we have behind the d "We make jokes about the chat we have behind the decks. I remember going with my laptop and rubbing breast milk off my keyboard. Yummy. Rock n’ roll."  Next Kelburn Mixtape just landed 🛸  This time, @shebangraveunit (of Old School Acid House Rave fame up The Beech Plateau) bring us a mix packed with old school techno vibes, acid squelchers and dirty vocal ✌️  We caught up with them about early raving in Pure, Andrew Weatherall, and balancing motherhood with DJing in our latest Q&A too.  Check out the mix and Q&A on our website (link in bio)  #KelburnParties #KelburnGardenParty #KelburnCastle #Festival #MusicFestival #FestivalVibes #FestivalSeason #FestivalLife #Music #IGMusic #LetTheMusicPlay #WeMakeEvents #ScottishFestival
Greetings from a frosty Kelburn today! Hope you ar Greetings from a frosty Kelburn today! Hope you are well staying warm out there. Don't forget that with each passing day, summer is on her way 🌱☀️ ❤
🚨 TICKET WARNING 🚨 We're delighted to say th 🚨 TICKET WARNING 🚨 We're delighted to say that spaces at The Kelburn Garden Party 2023 are selling at a record rate, and we're heading to yet another sell-out 😁 Massive love to all ticket-buyers! We now have less than half of all Tier 3 tickets left, so if you want to save £15 or so on the next tier, we advise yo to book soon. The line-up is expected to drop early next month. Hint: MUCH EXCITEMENT! ❤
Kelburn poet laureate @ionaleepoetry and long time Kelburn poet laureate @ionaleepoetry and long time legend @lunch_ehfm graced our Saloon Bar last summer with their enchanting Wax Lyrical performance - a glorious fusion of poetry and music.  More art to feed the soul is coming your way this year at Kelburn Garden Party 2023.  Book tickets on @skiddleuk  #KelburnParties #KelburnGardenParty #KelburnCastle #Festival #MusicFestival #FestivalVibes #FestivalSeason #FestivalLife #Music #IGMusic #LetTheMusicPlay #WeMakeEvents #ScottishFestival
What will you find on the road less travelled? 👀  Let your feet (and your ears) lead the way, and you might just stumble on our Monument Stage – a haven of music and poetry tucked away in the Neverending Glen.  We're back for a weekend of musical discovery this July. Book your ticket to Kelburn Garden Party 2023 on @skiddleuk  #KelburnParties #KelburnGardenParty #KelburnCastle #Festival #MusicFestival #FestivalVibes #FestivalSeason #FestivalLife #Music #IGMusic #LetTheMusicPlay #WeMakeEvents #ScottishFestival
Serene musical moments with @flewthearrow on The S Serene musical moments with @flewthearrow on The Smuggler's Stage 💚  Have we all recovered from Hogmanay yet? Feeling ready to seize 2023 and kick last year to the curb?  Maybe this will help - we're less than seven months away from Kelburn Garden Party 2023. The countdown is truly in motion 🥳  Book tickets on @skiddleuk  #KelburnParties #KelburnGardenParty #KelburnCastle #Festival #MusicFestival #FestivalVibes #FestivalSeason #FestivalLife #Music #IGMusic #LetTheMusicPlay #WeMakeEvents #ScottishFestival
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Stage Focus #2: The Landing. Old school Kelburn-ites may recall the very first festival in 2008 that largely took place on the old tennis court under the gaze of the castle, with @si_bonobo headlining. After that it took us a few years to return to this spot, with a UFO in 2015 - when The Landing... landed! In 2018 we decided to go large in this amazing space, and upped the scale to create a proper and fitting home for electronic music at Kelburn, with @mrgoldie closing the first night of the new stage and kicking off a new era. Since then we've seen some great performances from a varied range of top artists, including @leftfieldmusic @acid_arab @chaosinthecbd_ @ltj_bukem @maxcoopermax and of course @optimoespacio's triumphant closing set on the Sunday this year. More ground-breaking, bass-shaking artists to come in 2023! 💥 ... See MoreSee Less

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Kelburn Garden Party

3 months ago

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Kelburn Garden Party

3 months ago

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We had a wild time catching Scottish folk duo Mad Ferret in the Smuggler's Tent this year. You've never seen mandolin plucking so fast 💥Grab yourself a ticket to our next music extravaganza at Kelburn Garden Party 2023 (Official) on Skiddle 👉 skiddle.com/festivals/kelburn-garden-party ... See MoreSee Less

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Kelburn Garden Party

3 months ago

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When nature and art collide, that's when the real magic happens ✨The Neverending Glen is an immersive creative experience for all. If you've not visited our stunning festival before, what are you waiting for?Book tickets to Kelburn Garden Party 2023 on Skiddle 👉 skiddle.com/festivals/kelburn-garden-party ... See MoreSee Less

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