Frequently Asked Questions
We're so glad to be working with you! If this is your first time using our ticketing platform, there might be some parts about our service that you would like clarification on. We've compiled a series of FAQs and our answers for you to quickly find out the information you might need.
We recommend having a look through this page to see if your question is here, but if not, then contact us and we'll endeavour to answer it. Either click the "Get In Touch" button below to send an email, or give us a call on 01738 477 743.
Our small and friendly team work Mon-Fri from Perth Theatre and will help you as soon as we can.
Price variants are the different ticket prices for your event. Typically, when we set-up an event, we will create a General Admission price band which covers the type of ticket on sale. Within this price band, we then add ticket variants (such as Adult, Student, Child) etc. It is up to you which variants you wish to add to your event.
We recommend you think about your target audience and what kind of concessions they would expect (if appropriate) and if you can afford to apply concessions on your largest demographic. When you choose your price variant, please let us know exactly who is legible for this option and whether we need to add this to our ticketing page. Are your child tickets for under 18s, under 16s, or under 12s? This information is key to us but also helps you receive precise data reporting.
Usually, we add a disabled price variant. This is typically important for your data collection and reporting, but it also represents an opportunity to offer a complimentary carer/companion ticket for those who require assistance. You might choose to keep a disabled ticket at the full adult price as a way of recuperating costs on the complimentary ticket. Or you may wish to keep a small concession price on the disabled ticket but still offer a complimentary carer/companion. You may also need to consider differentiating between a disabled adult and disabled child ticket if this is relevant to your audience. If your venue has limited capacity, please think about space for wheelchair users and if this will require additional ticketing. Please note, these offers are not mandatory, and you decide how we set these variants to suit your event.
This is entirely up to you and will depend on your organisation’s needs, the kind of event you’re hosting, and the market at large. You need to consider how much money you need to make for this event to be financially viable. It is also worthwhile considering how your target market might feel about the price point and if it is fair.
Something worth considering is the costs on tickets that we charge you for selling. For each paid ticket, we need to charge .30p as a handling fee to cover our provider costs. We also add a booking fee to the sale of each individual ticket for the customer. Our standard rate is 10% of the total ticket value, and the profit made from this is shared 50/50 between us and you.
You may also wish to consider the other costs incurred through our service and whether this needs to be recuperated from your overall ticket profits (if the booking fees do not cover this). Please note that our prices are not inclusive of VAT or credit card charges, so this needs to be calculated in your budgeting.
We have a full suite of reports that we can set up for you and your events. Our most common reports that we send out alongside each event is a sales report and an off-sale customer list.
The sales report can be sent out hourly, daily, weekly, and monthly, depending on your needs and expectations of the event. This report can be sent as either a .pdf or .csv file. Most of our sales reports show: Event Name, Performance Start Date, Performance Start Time, Price Variant Name, Sold Tickets, Comp Tickets. The sold and comp tickets are listed as amount booked. We always include Comp Tickets as this captures data of any ticket type that goes through at £0.00 (such as complimentary carer/companion tickets).
The off-sale customer list is a report sent out when the event goes off-sale. We will schedule the report to a time best chosen by you for your staff to receive it. The report is a simple list of customer names and what day/time they are booked in for. This is a handy report to help you know who should be attending the event, and as a back-up for any customers that have forgotten or cannot access their tickets.
We have a wide range of filters that can be added to reports to give you additional details that might be useful for your data collection. Alongside these reports, we can set-up bespoke reports suited to your needs. We are happy to hop on a phone call and discuss with you what sort of information you would like to capture, and how we can best get that to you.
We are aware that our partners might have multiple offices/colleagues working on events. As such, we may have multiple email addresses in which we are contacting with you and will require confirmation on which email addresses will receive which reports.
If you are our point of contact, we will work on the presumption that you will be needing to receive the sales report directly to your email. If you need this report to go to someone else, please let us know in the event set up form. Reports can be sent to multiple email addresses.
It is worth noting that the off-sale customer list might need to be sent to the person leading the event, so they have quick and easy access to it, especially if the event is out of usual office hours. We can also set the time of when this report will be sent out, we would recommend giving yourself enough time to receive the report, print it or save it digitally, and prepare for your visitors’ attendance.
Yes. We have an easy way for you to access our system to scan purchased tickets for your event. All you need is a smart phone or tablet with a camera and a good connection to the internet.
Please let us know if you are wishing to scan tickets. We will then set you up with a login and password and a link to the web page for scanning.
When you follow the link, you will be directed to a webpage asking for your login details. Please be aware that both the login name and password are case-sensitive. The website will need to access your camera functionalities, so make sure that is activated. You will then be presented with the view from your camera and are ready to scan the QR codes on visitors’ tickets.
It is a simple point and capture system, where you direct the camera at the QR code, and it automatically takes you to a screen saying “Success - Ticket Redeemed”. The screen should turn a green colour to highlight that it is a valid ticket. Invalid or already scanned tickets will take you to an orange screen with a warning label. If customers are using e-tickets on their phone, they may need to turn up the brightness of their screen for your device to pick-up the QR code. Once you have scanned the ticket, you simply need to press the turquoise bar at the bottom of the page that says, “Scan Next Ticket”. This will redirect you to your camera. Then you can repeat this for all additional tickets.
Following your event, we can send a report of redeemed tickets so you can capture the information of how many people attended your event. Let us know if you would like us to set this up for you.
When you partner with Perthshire Box Office, your event will be listed on our website, will have at least one dedicated social media post across our Instagram and Facebook channels, and be listed in an email campaign to our >3000 subscribers. We also offer a number of paid marketing services, including poster distribution, dedicated email campaigns and paid social media advertising, please get in touch with us if you would like to discuss these additional services.
We recommend you experiment how different marketing strategies work for you and your team. Images are a strong way of creating emotion and excitement for an event. They are also eye-catching which helps to make you stand out in a sea of noise. There are some great online tools to help you create the perfect image for your event. Canva is a website that has a (limited) free service that could help you. It is easy to use and makes designing quick and simple. Please send us images in the formats listed here.
We encourage all of our partners to use Facebook events to promote their events. When you do this, you should add Perthshire Box Office and Perth City and Towns as co-hosts on your event. This will then pull your event and all its information through to the Perth City and Towns event stream.
Perthshire Box Office also work with Data Thistle, a listings technology business that provides the UK's largest and best set of live event data. If you list an event with PBO, your event information will automatically be distributed on various different platforms - destination marketing orgnaisations, media companies, hotels and transport companies such as Scotrail.