Events and Ticketing

Last updated: August 19, 2026

Chapter 10: Event Management & Ticketing

In Memberworks, Events are defined as time-bound experiences that take place at a specific physical or virtual location. While they share some underlying logic with the Programs module, Events are specialized for short-term or one-off engagements that utilize a ticket-based model rather than long-term roster management. This article details the lifecycle of an event, from creation and tax-compliant ticketing to mobile check-ins.

1. Defining an "Event"

An event is a distinct operational unit designed for activities such as galas, workshops, community meetings, or tournaments.

  • Operational Context: If an activity requires a participant to purchase a ticket (or register for a free one) for a specific date, it is managed as an Event.

  • Location Anchors: Every event must be tied to a parent location (Branch or Site) and can be mapped down to a specific Venue to manage space availability.

2. The Event Creation Wizard

The creation process follows a guided workflow similar to programs but optimized for ticketing.

  • Basic Info: Staff define the date, start/end times, and location.

  • Access Restrictions: You can make an event "Available to Members Only". The system allows for granular control, restricting access to specific Membership Types or Subtypes (e.g., only "Adult" members can register for a specific evening gala).

  • Registration Rules: Like programs, events support minimum/maximum age requirements and total capacity limits.

3. Ticketing & Tax Compliance

One of the core functional differences in this module is the ability to manage multiple ticket tiers for a single event.

  • Multiple Ticket Options: Staff can add various ticket types (e.g., "Early Bird," "VIP," or "General Admission") within the same event.

  • Fair Market Value (FMV): For fundraising events like galas, the system includes a field for Fair Market Value. This is used to distinguish the actual value of the event (e.g., the cost of the dinner) from the donation portion of the ticket price, ensuring accurate tax documentation for the attendee.

4. Attendance & Mobile Scanning

Participation in events is tracked through a scanning-first model designed for rapid entry.

  • QR & Barcode Scanning: Upon registration, participants receive a QR code (visible in their member profile).

  • Mobile App Integration: Staff can use the Memberworks Mobile App as a point-of-service scanner. By scanning the participant's code, the system automatically verifies their ticket and updates their status to "Checked In" in real-time.

  • Manual Headcount: For large-scale events where individual tracking isn't required, staff can simply enter a Manual Headcount to log total facility usage.

5. Daily Operational Management

Once an event is live, staff have specialized tools to handle logistical changes:

  • Mass Messaging: Admins can send Email or SMS notifications directly to the list of ticket holders for a specific event to communicate schedule changes or reminders.

  • Manual Roster Additions: Staff with appropriate permissions can manually add participants to an event from the backend if a member is unable to use the online portal.

  • Reporting: Event-specific exports, such as the Event Participant Report, provide a chronological history of registrations and attendance, which is useful for post-event auditing.