Eventbrite access and processes are managed by Drake's Office of Conference & Event Services.
1. Fees
- All colleges/departments will pay the same pre-negotiated non-profit fees for events with a charge.
- The Eventbrite fee is 2.0% of ticket price + $0.99 per transaction.
- There is an addition 3% credit card processing fee if credit cards are used.
Note: The maximum Eventbrite fee is $7.95 per ticket plus an additional 3% credit card processing fee when credit cards are used.
2. Pass On or Absorb Fees
The Event Organizer makes the decision to either pass fees on to the attendees or to absorb fees.
- By default, Pass Fees On is selected, meaning that the fees will be added to the ticket price and paid by the attendee. You, the organizer, receive the full price of each ticket.
- If you chose Absorb Fees, the attendee pays just the price of the ticket and the fees are deducted from the price you set. You, the organizer, will receive the price of each ticket minus the fees. We recommend this option for donation ticket types.
3. Eventbrite Payments/Refunds
All users hosting events requiring paid registration or tickets should use this recommended payout process. This standard process provides consistent treatment of payouts from Eventbrite in the cashier’s office and within colleges/departments, helps expedite posting of payments, and eliminates most questions related to check processing.
This process does not apply to free events, as there will be no payout process related to those.
Payments: All payments to Drake University are made by check; there is no direct deposit option. Fees are deducted from gross sales prior to the check being sent. In general, a check is mailed out within 5 days of the event date. Delivery time of checks is dependent upon the postal service. NOTE: holidays may delay mail delivery.
Refunds: Processing refunds is the responsibility of the event organizer(s). Make sure all refund requests are processed in a timely manner, so they're accounted for prior to closing the Eventbrite event. Refund requests processed after the event is closed should be initiated via a refund check through Drake’s Accounts Payable.
If you have further questions, contact Eventbrite@drake.edu for specifics on Drake payment processing.
4. Payout Method
The payout method will always be a check via Eventbrite Payment Processing. Payouts will be mailed to Drake University via the Office of Conference & Event Services. Checks will be logged and then sent onto the department/college that hosted the event.
5. Deposit Confirmation Email
Eventbrite will send you an email when payment is being processed. It is the organizer's responsibility to review the payout details and ensure all refunds are processed before the deadline.
6. Cash Receipt Deposit Sheet Example
Once the event is completed and you've received your check(s), fill out a Cash Receipt Deposit Sheet with the correct FOAPAL for revenue and expense added on two lines. The Cash Receipt Deposit Sheet can be found at: https://drakeedu.sharepoint.com/sites/AccountingProcurement/SitePages/Forms.aspx
The Eventbrite payout report you'll receive includes all forms of payment (check, Eventbrite, cash at door) in the gross sales. The check deposit to the revenue account should only include the gross sales related to the Eventbrite transactions. On the fees side, include the total for all types of payments.