Merchant Services (MS) has a master service agreement with Eventbrite. Eventbrite is an easy-to-use event management solution that offers a suite of services to facilitate online meeting promotion, registration, payment collection and reporting. It is a self-service tool requiring staff within your department to support the event workflow. A merchant account is required in order to collect event registration fees, and your department is responsible for the reconciliation of the collected event revenue and fees.
All Stanford faculty and staff are eligible to use Eventbrite for university-related events.
The Office of Student Engagement has an Eventbrite page which is intended to provide information for and support student organizations only.
New Eventbrite merchant account applications are no longer being accepted by Merchant Services as of Feb. 26, 2024 due to Eventbrite's change of integration method which is not acceptable by the university. Merchant departments can keep existing Eventbrite accounts, however if there are any payment integration issues, they will need to switch to other event solutions.
As an alternative, University IT (UIT) offers Cvent, an approved, third-party events management platform that provides a flexible, efficient, and modern solution for event planners on campus. With Cvent, you can host in-person, virtual, or hybrid events, provide branded event websites and registration forms, and use logic and event data to create unique experiences.
Eventbrite services are based around a series of standardized templates that allow a department to develop a customized meeting registration site. A help portal, online and offline resources and live training are all available from Eventbrite. To learn more about the capabilities of Eventbrite, visit the Eventbrite website.
For paid events, departments must go through MS to take advantage of the negotiated pricing.
| Fee Categories | ||
|---|---|---|
| Details | Timing | |
| Eventbrite Service Fee | 2 percent of paid registration/ticket value + $1.50 capped at $5.00* *can absorb or pass on to customers |
Monthly billing statement available in Eventbrite portal to be paid by department’s PCard |
| Authorize.net Gateway Fee |
|
Monthly statement available in Authorize.net portal to be paid by department’s PCard |
| Card Processing Fee | 2.5 to 3.0 percent of total event revenue | Visa/MasterCard/Discover: Monthly (one-month delay) assessed by the bank AMEX: Daily assessed by AMEX |
| Stanford Merchant Services Fee | 0.8 percent of total event revenue | Monthly iJournal to department PTA by MS |
Within Eventbrite software, you can issue a refund for a transaction settled up to 120 days from the transaction date. Refer to instructions in Refund and Cancel Individual Orders.
For a transaction settled over 120 days, you will need to refund the customer via a Stanford-issued check through the Expense Requests System (ERS). Record all refund transactions in Eventbrite for revenue reconciliation purposes.
The event revenue and card processing fees in Eventbrite will be automatically deposited to departments’ Eventbrite merchant account PTAs. Event owners are responsible for reconciling the revenue and fees posted to their account with what is recorded in Eventbrite.
