As an alternative to Certain, 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 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 paid and free events. For those departments who currently use Certain, you have the option to switch from Certain to Eventbrite. For student organizations, please visit the Stanford Student Affairs Eventbrite page for more information.
Eventbrite services are based around a series of self-explanatory 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. Some of the features include:
- Customize features of the event webpage
- Stanford-negotiated discounted pricing structure
- Sell tickets or registrations
- Public or private group by invitation
- General admission or reserved seating
- Promote the event; integrate with social media
- Allow attendees to easily communicate directly with the event manager
- Robust mobile app for attendees and organizers
- Absorb the fees or pass them on to customers
- Scalable from small to large campus activities
- Real-time monitoring and analytics to manage an activity or event
To learn more about the capabilities of Eventbrite, visit the Eventbrite website.
There is no cost for using Eventbrite for free events with no financial transactions. For paid events, departments must go through MS to take advantage of the negotiated pricing.
|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|
Event Account Set Up
To use Eventbrite for paid events, departments must complete both the Merchant Account Application and Eventbrite Application forms, then submit a support request to create a new account. Allow up to two business weeks for MS to review the request and create the merchant and Eventbrite accounts. Please note:
- All event personnel with access to payment card information must complete annual PCI awareness training. Submit a support request for training enrollment.
- If the department already has an Eventbrite account for free events, contact MS or the account reconfiguration to take advantage of the negotiated pricing and use the required Authorize.net payment gateway.
- Once the merchant and Eventbrite accounts are ready, follow the integration instructions to connect the event with the Authorize.net gateway account.
- All accounting reports and reconciling of the event must be reviewed monthly.
Taking At-the-Door Payments
- Electronically: Departments shall require customers to purchase event tickets through the customers’ personal devices. Department staff should not enter card information through the Administration Registration function of Eventbrite using the university-owned device (e.g., computer, tablet or smartphone).
- On-site or face-to-face transactions: Departments can borrow loaner terminals from MS. Please complete the loaner terminal application form and submit a support request. Upon receiving an application, MS will reserve the terminal(s) subject to availability and coordinate the delivery schedule with the department.
- Checks and cash: Please refer to the Cash Handling Policy for guidance.
- Person-to-person payment methods, such as PayPal or Venmo: These are not permitted to be used for ticket sales.
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.
Revenue and Fees Posting and Reconciliation
Unlike Certain, 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 that the revenue and fees posted to their account matches what is recorded in Eventbrite. Notify us if there are any discrepancies.
The following is an overview of the revenue and fee posting process along with a list of reports that you can run for reconciliation:
Step 1: Pay for Event Registration
- Registrant can pay via credit or debit card
- Event owners may issue refunds in Eventbrite
Step 2: Deposit Revenue and Fees
- Event revenue and card processing fees are automatically deposited to the Eventbrite merchant account’s PTA
- Event revenue and refunds are posted daily.
- AMEX fees are posted daily.
- Visa/MasterCard/Discover fees have a one-month lag.
Step 3: Run Reports and Post Fee Journal
- MS runs Merchant Account Bank Reports from Wells Fargo Clientline/Business Track
- MS posts PCI fee journal in Oracle for the journal month
Step 4: Review Reports and Validate Deposited Amounts
- Event owners review Eventbrite sales reports and compare with Oracle and bank reports to validate the deposited amounts. The following items can cause unreconciled items:
- Refunds over 120 days, which are processed through the Expense Requests System (ERS)
- Chargeback disputes not adjusted in Eventbrite
For Eventbrite training information and product support, here are resources to help departments get started with event setup using the Eventbrite platform:
- Library of how-to & best practice videos on the Eventbrite YouTube channel
- Weekly virtual classroom sessions and webinars through Eventbrite Academy
- Help Center articles
- Expert support team 24x7 via live chat by visiting the Contact Us page while logged in to your Eventbrite account → Select “Organizing an Event” → Select the appropriate topic(s) → Select “I still need help