Operating Passport Programs (Event Organizers Recommended)

If you are an event organizer for a CellarPass-powered passport program, we recommend you read this article.

Okay, so you've decided to produce a passport program, congrats! This sounds like a large and complicated event, but thanks to the developers at CellarPass, we provide technology that solves many of the issues that arise from running one.

EVENT ORGANIZER BENEFITS

When you elect to pass on all fees onto the Ticketbuyer, using CellarPass costs you NOTHING. Yep, zero, nada, nothing- only your time. You'll get access to the only ticketing platform backed by superior customer service that provides you the tools you need to manage a successful passport program.

- Web-based, enterprise-level ticketing and guest management
- Access to seasoned travel and industry representatives

- Web-based and native app (tablet & smartphone) to check-in Guests

- Check-in tools to prevent repeat visitation (if that's a limit to your program)

- Automated Event Reminders

- Offer multiple Will Call Locations versus multiple check-in locations

- Automated post-attendance Event reviews invitations

PARTICIPATING BUSINESS BENEFITS

- Free, Ticketing-only Account

- Instant access to consumer data upon check-in

- Featured participating business on Event page

- Design and manage Check-in Offers

- Export attendee data (requires check-in)

CONSUMER BENEFITS

- View participating businesses

- View check-in history

- View participating business Check-in Offers

GETTING ORGANIZED

1. Create a business participation agreement and have each participating business sign it to ensure that they are going to honor the benefits of the passport to each passport holder.
2. Next, we recommend creating an Excel spreadsheet of all your participating members for easy viewing. Have a couple of columns that track their status of participation and proper contact info.
   
   

BUILDING YOUR PASSPORT EVENT

1. Log into your CellarPass account
   1. If you don't have one, you'll need to sign-up for a Ticketing-only account by going here. Be sure to select the "DMO" Destination Marketing Organization as the business type.
2. Once you are logged in, select Ticketing from the left-hand menu.
3. Then select Events.
4. Next, click Create New Event.
5. Being creating your Event just like any other Ticketed Event, completing all the tabs.
6. On the Event Details tab, from the Event Category dropdown (left one), select "Passport Program".
7. Save your Event. Doing so will enable features that are only available to Passport Events.You'll also notice that once you are in "private" mode, there's no "Publish" button, only "Save". Just be sure to undo this setting, click "Save", then "Publish" when you are ready to go "Live".
   1. Under Marketing and Discounts, you'll find a section called Participating Locations. This will be an area where you will select all of your participating businesses that have a CellarPass account. Simply start typing their business name, If there's a match, click the business name to map it to your Event. 
   2. If any of your businesses don't have an account, they too can sign-up by going here. Once they are done, be sure that they notify you so you can add them.
   3. Under Event Details is where you'll select your Check-in Venues, but we'll cover that later.
8. Review your Email Receipt template associated with the Event, making sure the copy is correct and the email addresses that should be alerted when sales are processed is good.
9. Create the different Ticket Levels, offering Will Call, Self Print or both.
   1. If you are using multiple Will Call locations, be sure to set those up properly by following the instructions.
10. Review your Event several times, in different browsers and on different operating systems and mobile/tablet devices to make sure your content looks right. It's just about time to shine!
11. Lastly, you'll want to uncheck the box for "Mark as Private" we did early. Then click "Save", then click "Publish".
12. Your Event is now live and public- congrats!

SETTING UP CHECK-IN VENUES / LOCATIONS
Shortly after launching the sales of your Event, you are not done just yet as you'll want to setup how attendees will be checked-in and where. You'll want to complete the next steps, several week before your Event takes place as you'll want to make sure your participating businesses are ready to go.

1. Since you'll want to encourage each of your participating businesses to check passport holders in, they'll need to each be setup as Check-in Venues. Note: Participating Businesses doesn't automatically enable them as Check-in Venues. You'll need to setup each one as a Location.
2. Log into the CellarPass backoffice.
3. Select "Settings" from the left-hand menu.
4. Then select "Manage Locations".
5. In the top right, select "Add Location".
6. Enter all the required information. The Geo coordinates will auto-populate once you have saved it.
7. Repeat these steps for all your Check-in Venues.
8. Next, you'll want to "map" these Locations as Check-in Venues which can be done when editing the Event, in the first tab.
9. Click the "Select Check-In Venues" link. Doing so will expose a field where you can type in the names of your Locations and match them up. Continue to do so, mapping all of your Locations.
   
   

ADDING MORE PARTICIPATING BUSINESSES

If at any time you have other participating businesses sign-up for your passport program, there are 4 steps that must be completed for each.

1. Have them claim their Tix-Only CellarPass business account, if they don't have one already.
2. Have them complete their business listing and profile.
3. Once they have done this, you can then map them under Participating Business within the Event. Be sure to save the Event.
4. To enable them as a Check-in Venue, see the instructions just above this section. Be sure to save the Event.

PROMOTING YOUR PASSPORT

The CellarPass website will immediately begin marketing your Passport event as soon as you make it public, so be sure to make it "public" when ready. Our marketing automation will also pick your Event up and start marketing it through our newsletters and social media.

Yes, there are other options to market your Event for a fee. If you would like to discuss these options, give us a call at [phone].

CUSTOMER SERVICE & SUPPORT
We're dedicated to providing you and your participating businesses technical support to ensure that they have a positive experience. If there's anything else we can do to help your Passport Event be a success, please let us know. We recommend that you send this [[link]] to all your participating businesses to ensure they get the most out of their participation.

REPORTING & EXPORTS

Please see this Knowledgebase article which covers the available reports to your as an Event Organizer and what is available to Participating Businesses.