To collect payments from registrants to participate in your event, you must enable your registration form to charge fees.
A registration form can have zero, one, or more fees. A fee can be free, but typically have a price set.
Once fees are added to a registration form, the registrant will be required to choose a single fee before they can continue submitting their registration.
Types of fees
There are two main fee types; Standard and Booth.
Standard Fees:
The Standard fee type is the default fee type. It's the simplest way to add a fee to your registration form and is best used when you wish to charge all registrants that pick the fee the same amount. Standard fees can have an early, regular, and late price defined.
For example, to charge attendees to register your event, you could add a fee named "All Access Pass", set the early price to $100, set the regular price to $150, and lastly set the late price to $200.
Booth Fees
The Booth fee type can be used when your event needs to sell individual numbered booths and track sales. You should only choose the Booth fee type if you will sell numbered booths.
TIP: If you need to sell booths that are NOT numbered, or plan to assign booth locations after registrants sign up, we suggest you use a Standard fee type instead of a Booth fee type.
Setting the Fee Type to Booth will cause the Booths tab to be visible. From the Booths tab you can define the inventory of unique booths that you have available to sell. Each booth you add can be individually priced and configured.
Enable a registration form to accept fees:
To enable an existing registration form to accept fees:
Open to the Event Manager App > Registration section > Forms tab > Edit a form > Fees tab.
Check the Enable Fees checkbox.
Rename the Fee Step Name:
To customize the name used to describe fees on the progress bar, you will need to:
Open to the Event Manager App > Registration section > Forms tab > Edit a form > Fees tab.
Replace the name of the Fee Step Name field with your custom name.
What can Fees be used for?
Fees can be used to collect many types of payments:
Registration Fees (e.g. "Attendee Fee", "Conference Fee", "Day Pass", etc.)
Sponsorship Package Fees (e.g. "Gold Package", "Silver Package", etc.)
Member Fees (e.g. "Member Fee", "Non-Member Fee", etc.)
Booth Fees (e.g. "Expo Booth Fee", "Festival Plot", etc.)
and more!
Add a new fee:
To add a new fee to a registration form:
Open to the Event Manager App > Registration section > Forms tab > edit any form > Fees tab.
Make sure the Enable Fees checkbox is checked.
In the Add Fees section, click the +Add button. This will open the Add registration fee window.
Next, configure the fee.
Configure a fee:
General tab:
General tab > Payment Mode
Set the Payment Mode that you would like this fee to use. To accept online payments, you must choose the Online option.
NOTE: You can only have one payment mode for each fee. However, there is no limit to how many different fees you can have on each registration form, so if you would like to provide your registrants different options they simply create a separate fee corresponding to each desired Payment Mode.
For more details on these payment modes, click on these topics:
Online (Credit card payments)
On-site (Manual payments)
Offline (Manual payment)
General tab > Fee Type
The Fee Type determines the default behavior of the fee.
Standard is the default setting value and is typically the correct setting for most situations.
Booth is the setting you should choose if you need to sell unique (numbered) booths. Please note that switching the Fee Type to Booth cannot be undone and will display an additional Booths tab that will allow you to define each unique booth you wish to offer.
Booth fee example:
General tab > Short Name
The Short Name setting defines a title, brief name, or abbreviation that will help you quickly identify this fee. This is also how this fee will be shown in your event budget. Examples of fee names might be:
Attendee
Member
Non-Member
Vendor
Gold Sponsor
Booth Fee
Competitor
Camper
VIP
Day Pass
Weekend Pass
General tab > Description
The Description setting can be used to describe the details of the registration fee that will be shown to registrants during the registration process, so be specific - what is included, any restrictions, etc. If your event is required to collect taxes, then this is where you can tell registrants what tax rules are being applied (e.g. "5% sales tax included in this price").
General tab > Early / Regular / Late Fees (Standard fee type only)
If you have enabled early or late pricing, enter the amounts you wish to collect at each pricing stage (early, regular, and late price). Be sure to include any applicable taxes in the price that you may need to collect.
If you do include tax in the price, we recommend updating the Description to make it clear what taxes have been included in the price.
When the Payment Mode is set to Online, a service charge is applicable to all prices. For more information about ClearEvent Service Charges and how they are calculated, click here.
When the Payment Mode is set to On-site or Offline, there are be NO service charges.
General tab > Payment Instructions
Details you enter in the Payment Instructions setting will be displayed on your registration form during checkout. This field gives an opportunity to provide additional payment-related instructions such as, "Your payment must be mailed to {some address} and received no later than March 31, or else your registration will be not be approved".
Advanced tab
Advanced tab > Visible
The Visible setting determines if this fee should be displayed on your registration form. Uncheck this setting to hide the fee if you do not wish for it to be visible or selected.
Advanced tab > Allow Special Access
The Allow Special Access setting enables the ability to create a fee with a special price and only show to registrants that possess a private link.
Advanced tab > Fee Group
The Fee Group setting allows you to apply a special tag to a fee that can later be used to filter which Products or Form Fields are displayed on the registration form when a specific fee has been selected by a registrant.
Sitemap tab
Sitemap tab > Upload sitemap button
Use the Upload sitemap button to easily upload a sitemap or floorplan of your event and attach it to the current fee. Sitemaps are an especially helpful tool that can be used to visually communicate booth locations to registrants.
Uploading a new sitemap will replace the old sitemap. This is useful if you wish to manually update booth availability indicators on your sitemap to match your current inventory of booths.
Note: Currently, sitemaps are only used when the Fee Type setting is set to Booth.
Booths tab
The Booths tab is only available when the Fee Type is set to Booth.
Booths tab > +Add button
Click the +Add button to add a new booth definition to the current fee. You must add and configure a unique booth for each booth you wish to sell. Booths have the following configuration options:
Booth #: A unique alphanumeric identifier (case-sensitive) to assign to this booth. Examples: 1, 2, 3, etc. or A1, A2, B1, etc.
Size: The size or dimensions of the booth. Examples: 10'x10', Small, Med, Large, etc.
Floor: The floor the booth is located on. Examples: Ground, 1, 2, etc.
Booths tab > Booth # (Selected booth)
Assign a booth number that can be used to uniquely identify the booth. Booth numbers are case-sensitive and should be unique for your event.
Booths tab > Size (Selected booth)
If your event offers booths of varying sizes, specify the size of the booth. Don't forget to include some unit of measure so it's clear what the registrant is getting.
Examples: 10' x 10', 20sq.ft., 2m x 4m, Small, Medium, or Large
Booths tab > Floor (Selected booth)
If your event spans multiple floors in your event venue, you can provide a floor number for your booth.
Examples: Ground, Lobby, 1, 2, Leven 1, etc.
Booths tab > Section (Selected booth)
If your event has defined sections or areas to help organize vendors, you can provide a section for your booth.
Examples: Vendor Area, Food Court, Fun Zone, Hall A, North Building, etc.
Booths tab > Status (Selected booth)
The following booth statuses indicate the availability of the booth:
Available: The booth is available for purchase by a registrant and can be selected by the registrant at checkout.
Reserved: The booth has been reserved by the organizer and cannot be selected by a registrant at checkout. Reserved booth details can still be viewed at checkout but it will not be possible for a registrant to purchase the booth. Pricing details are not shown at checkout for Reserved booths.
Pending: The booth has been purchased but the registrant is pending and has not yet been approved by the organizer. If the registrant is approved, the booth status will become Paid. If the registrant is declined or canceled, the booth status will return to Available and can again be purchased by another registrant. Pricing details are not shown at checkout for Pending booths.
Paid: The booth has been purchased by an approved registrant. If the registrant is later declined or canceled, the booth status will return to Available and can then be purchased by another registrant. Pricing details are not shown at checkout for Paid booths.
Booths tab > Booth Type (Selected booth)
The Booth Type field can be used to further classify the booth based on your event needs. For example, if your event may wish to offer a "Standard" booth or a "Premium" booth.
Examples: Standard, Premium, Member, Non-Member, etc.
Booths tab > Early Price (Selected booth)
This field is only visible if the fee has been configured to apply early pricing. The booth price entered here will be applied at the time of checkout if the date is on or before the date specified in the Fee's Early Pricing setting.
Booths tab > Price (Selected booth)
The regular price of the booth.
Booths tab > Late Price (Selected booth)
This field is only visible if the fee has been configured to apply late pricing. The price entered here will be applied at the time of checkout if the date is on or after the date specified in the Fee's Late Pricing setting.
Booths tab > Description (Selected booth)
You should provide a description of the booth. We recommend describing the booth and whatever additional services or options come with the booth.
Example: "A premium display booth. Includes 2 lights, power, Internet access, and roaming rights".