Guest Ticketing

Overview

The Guest Ticketing feature of your MarchingOrder Assistant data collection website lets you issue guest tickets for your ceremony. Capacity limits can be set for your venue size, as well as a per-ticket limit that each graduate may issue for their guests. Reserved tickets may also be issued for your special guests and VIPs. With Guest Ticketing, Graduates reserve tickets, request additional tickets, and distribute them to family and friends as needed. Tickets are scanned on-site with the MarchingOrder Ticket Scan app on any Android or Apple device

To begin, login to your account at admin.marchingorder.com

Ticketing Properties

From the admin homepage, click Ceremonies and then the Ticketing button next to the appropriate ceremony name.
On the Ticketing Properties tab, you may input the Total Tickets available and the number of Tickets Reserved. (This step is not required and will not affect ticket distribution. It is offered at your convenience as a coordinating tool.)
The Event Code is used to configure the MarchingOrder Ticket Scan App. This event code is pre-populated and can be customized by the ceremony administrator, if neded.
Enter your email address in the No Tickets Available message box to be notified when all tickets have been claimed.
The Ticketing Selector Label and Ticketing Selector Label Description sections allow you to update specific language that graduates see on the registration form. These sections can edited in the Registration Form menu (Ceremonies > Website > Registration Form).

Ticket Allotment Periods

On the Ticket Allotment Periods tab, confirm that the Start and End dates, Total Allotment, and Graduate Allotment are set to your preference.
- The Start date can be set in the past to allow graduates to claim tickets when they access the registration form.
- The End date should be set after the ceremony is completed. This will allow graduates to access their tickets through the end of the ceremony and prevent many last minute ticketing questions on the day of the event.

Total Allotment is the total number of tickets you would like to make available for the event. This number does not include Reserved/VIP tickets.
Graduate Allotment is the total number of guest tickets offered per graduate.

IMPORTANT: The Ticket Allotment Period must be set to ACTIVE before graduates can access. Click the red circle with a line icon to activate the period. The icon will change to a blue checkmark.
IMPORTANT: When you clone or copy a ceremony within the admin site, only the Ticketing Properties and Layout will copy over. You must manually update the Ticket Allotment Period information for each new ceremony.

Design Your Ticket Layout

On the Ticket Layout tab you can design the format of your guest ticket. Customization options include fonts, style/size and an image editor to embed logos or other graphics. Use these tools to update your Ticket Layout with the information that will be the most useful to guests, like parking instructions, safety guidelines, entrance information, etc.
We offer Placeholders (aka Dynamic Fields) which allow you to embed ceremony or graduate-specific information from your data on a guest ticket (eg. Graduate Name, College/School, etc.).

Your Guest Ticket layout will come pre-set with some common ceremony placeholders recommended by MarchingOrder. Additional placeholders can be inserted using the dropdown menu in the ticket editor.

Click Preview to open a new tab and see how your ticket will look.
Click Save to save your changes.
IMPORTANT: Make sure to update the Automated Ceremony Email Template titled Graduate Sends Ticket to Guest in the Communication Manager before sending reserved tickets.

Using VIP/Reserved Tickets

VIP or Reserved Tickets can be used for guests of the university administration (eg. University personnel, special guests, VIPs).
The Reserved Ticket Layout tab functions exactly like the Ticket Layout
NOTE: Reserved Tickets are not connected to an individual student’s record. Only ceremony-specific placeholders should be used (eg. Ceremony Location or Day & Time)
Reserved Tickets can be sent directly to the guest via the Reserved Tickets tab.
IMPORTANT: Make sure to update the Automated Ceremony Email Template titled VIP Ticket sent in the Communication Manager before sending reserved tickets.

Assigning tickets based on a Graduate Data Field

Using Multiple Ticketing Allotments

The use of multiple ticketing allotments allows ceremony coordinators to offer different ticketing quantities to their graduates based on factors such as Degree Level, Honors Status, Awards, or Registration Date. Ticketing allotments can be configured to define what values must be present in the graduate’s data to give them access to each allotment.

Overflow and Waitlist Tickets

Some clients also use a second ticketing allotment to manage overflow seating and waitlist tickets.

The allotment title can be used as a placeholder on the ticket itself to help direct guests to the appropriate areas on the day of the event.

Care should be taken to prepare a communication plan before additional tickets are released.

Please contact your Client Success Manager to make sure your ticketing allotment settings are configured properly before opening additional ticketing allotments.