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Create and manage your event - XCEED Pro

Create, publish, and sell your event on XCEED Pro in just a few steps.

Luca Papaleo avatar
Written by Luca Papaleo
Updated today

Use this feature to launch club nights, festivals, private parties, or VIP experiences, manage ticketing and guest lists, and control visibility across your sales channels.

1. CREATE YOUR EVENT

1.1 Access event creation

Log in to your XCEED Pro account and click on Create Event.

1.2 Fill in the event information

1.2.1 Event title: Choose a clear title for your event. Do not use capital letters in the title.

1.2.2 Event time: Define the event duration.

Important:
If your event runs from Friday night to Saturday night, set the start time to 23:59 on Friday.
Setting it to 00:00 would mean the event starts at the beginning of Friday, which is a common mistake.

1.3 Visuals and description

1.3.1 Image: Upload a high-quality image

  • 960 × 960 px recommended

  • 1920 × 1080 px can also be used

This image will be public on XCEED, so use a clean design with artist names and key information.

1.3.2 Event Description: Add the event description in the available languages: English, Spanish, French, Italian, Portuguese, German and Catalan. English is strongly recommended for international audiences. Use this space to explain what makes your event worth attending.

1.4 Additional event settings

Configure the rest of the event details:

  • Music genres

  • Vibe

  • Artists

  • Dress Code

  • Age

  • Opening hours

Click Continue once everything is completed.


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2. Add your sales products (offers)

You can sell your event using three types of offers:

  • Guest List

  • Tickets

  • Bottle Service

2.1 - Guest List, Tickets and Bottle Service

2.1.1 Guest List

Create a guest list that users can subscribe to. You can add a price to be paid at the door and include a description.

Guest lists can also be set as "import only" so that only your PRs can add people to the guest list. ( See more: https://support.xceed.me/en/articles/10368974-promoters-how-to-add-guests-to-a-guest-list)

2.1.2 Tickets

Set ticket prices, descriptions, availability dates, and quantity limits.

2.1.3 Bottle Service

Use this option to sell tables or bottle services. You can also attach a table map to show locations.

Tip1: You can give your offers a custom name by clicking on the pencil icon.

Tip2: Add a description to your offer with what it includes

By default, all your Offers will be made public to all customers and users, but you can refine the visibilities, just by clicking on Advanced Settings, which is at the bottom left of the Offer.
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​Tip: You can also add the description of your Offers in the different languages we have available, just as you have done in the Event Description:

2.2 Public Mode

If an offer is set to Public, it will appear online, in the event link, your website (in case you have our Widget installed) and any promoter-sales channel link.

You can also define when the sale of the Tickets / Guest Lists will start and end.

When the last tickets on sale are no longer on sale, you will receive a recap email with all the sales information.

2.3 Private Mode:

When you make a ticket or special offer private, you choose to share it only with specific people or groups.

When you click on Advanced Settings at the bottom left, you will see several visibility options appear, such as the "Sales Channels" option where you can assign a specific number of tickets/list for each sales channel or promoter.
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If you do it in Import Only mode, only the promoter will be able to see that offer and add customers when logged into XCEED Pro, but it will not be able to be purchased directly online.

If you want the tickets to be limited to certain promoters, but still be available for purchase online, you should set it to "On Sale" visibility.

2.4 Sold Out Mode

When the sales of a Ticket or Guest List reach your maximum cap or time, they will show up automatically as Sold Out. You can also set a Sold Out manually.

2.5 Hidden Mode

Put your Guest List or Ticket in Hidden if you want to hide the promotion from all channels

2.6 More Options

Clicking on Advanced Settings at the bottom left of the Tickets or Guest List window will open a drop-down menu where you can choose from other options:

  • Transferable ticket, this is the default option in XCEED.

  • Nominative tickets: Choose this if you want your tickets to be Nominative. The customer will be asked to write their full name on the check-out, and they will appear on the tickets. You can also choose to ask for more information such as Id, phone, age etc. You can also type a custom Field, see picture below.

For either you can chose what the Required Information is on each ticket is. Some options are there as they are the most used but you can create any of your own.

  1. Click on "add new"

  2. Choose if this is a numerical or text input and give it a title

  3. When choosing numerical bound your guest with a min and/or max value

2.7 Offers order

Once you have created all your orders you can decide what order you would like to have them in.

  1. Click on Edit and then offers

  2. You can click on the existing offers and move them around as shown in the video

2.8 How to create Presets

Presets are VERY useful because you can load a predefined offer that will be later on available for all your events.

To do so, navigate to the Offers page, create an offer, and save it. You can later on assign it to your team of PR or sales channel.
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For more information on how to create preset check the article How to create offer presets: Avoid creating the same offer multiple times

3. ACCESS CODE

If you want to run a promotional campaign with an Access Code, you can set it up very easily.

You should generate the Offer, put in Limited Visibility, and put in an Access Code, any, and which you are going to promote. For example:
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This code must be entered by the end customer if he/she wants to benefit from this price.

At the public event, this special offer will appear, available for purchase by the buyer.
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4. What your client receives

Once completing the payment all clients get a success page on the website where they can download a PDF with their tickets.

PDF:

They will also receive an email with the PDF of Tickets and the possibility to add the tickets to the apple or google wallet

5. DOWN PAYMENTS

Most tables and VIP areas are quite expensive, and you might prefer to get part of the payment at the reservation and the other part at the door. Here is how you can set them up

Create a down payment on XCEED Pro

  1. Create your VIP/Bottle Service offer as usually by clicking on offers -> Create admissions - > Bottle Service

  2. Set up the name, color, size, availability, description and total price of your offer and in the bottom left corner click on "accept down payments"

  3. Set the down payment value you wish to charge the client, and therefore what they will need to pay at the door. In this case the price is €100 and the down payment of €20 meaning the client will pay €80 at the door

  4. At the end, make sure you click on create

  5. Your client's tickets will be specific on the conditions. Here is an example of what a PDF would look like:

  6. At the door, you can use the app XCEED Access to scan the tickets. This will show up:

    Green means the tickets are valid, but as you can see in yellow, there are still €625 to pay.

  7. When clicking on the yellow area saying €625 you will have the option to confirm the client has paid the remaining balance:

  8. Click confirm. Now the tickets are fully paid for and check in:

Once you have finished, you can:

  • Save your event as a draft and exit

  • Publish it directly

  • Schedule for it to be published later and choose a day and time when you would like it to be published

Congratulations, your event has started!

Now it's time to set your Channels Links, check it out!
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