Eventbrite New Event Request


Please use this form to request an event registration or ticket sale through the Penn Graduate Events Eventbrite.


University policy requires that all payments and funds collected for events and groups receiving General Fee funds, which includes GAPSA and G-12+ government annual allocations, must be conducted through an official University office or department-managed platform.


***Student Group Ticket Sale & Payment Policies ***


There are a number of policies and processes governing student group ticket sales and payments. These include, but are not limited to the following:


  • Any ticket sales or payments for events sponsored or funded by a group with access to a University budget code or account, or supported by a University office with such access, must be conducted through a University-managed office or via a merchant account (e.g., Ticketleap or Eventbrite).


  • All groups with access to a University budget code or account must deposit any and all funds generated through student payments with a University finance office.


  • Student groups must establish clear, published policies for allocating free tickets for priced events or activities (including merchandise sales).
  • As a general rule, only students volunteering to staff the event should receive free tickets. All exceptions must be approved by a group's advisor or financial administrator.


  • All student tickets and paid registration must be provided at the same rate, regardless of student group or program affiliation.
  • Discounted tickets may be provided to incentivize early purchases, but such discounts and deadlines must be available to all students equally.
  • In selected cases, tickets may be subsidized by an organization or group for members, but this subsidy must be approved in advance by advisors and clearly communicated to all purchasers at the point of sale.


  • All non-student tickets must be provided at a single rate and should be significantly less subsidized than student tickets for the same activity or event.


  • Free tickets, services, or goods valued over $99 must be reported, in accordance with the individual payments policies.


More information on policies for student groups can be found at gsc.upenn.edu/resources/graduate-student-groups.



Using the Graduate Events Eventbrite


The Graduate Events Eventbrite account is available for use by GAPSA and other graduate student groups without access to a school- or department-managed ticketing platform or merchant account.


G12+ student governments and other school-specific groups are encouraged to work with your school business office to identify an appropriate office or University-managed account to manage ticket sales and paid registrations.


Event requests are processed on a rolling basis. Processing time may be delayed during periods of high volume. We recommend submitting your request as far in advance as possible and at least three (3) business days (M-F) in advance of your event.


Please submit the form below to request a ticket sale or registration.


Spring 2024: We will create an event listing for you based on the information you share. Up to two individuals for your organization will have the ability to edit the event description, but any edits to ticket pricing and numbers must be submitted by staff.


We anticipate additional updates to streamline this process starting summer 2024. For now, we appreciate your patience in following the current process.


Questions?

Please use the Penn Graduate Events Contact Form to submit questions, suggestions, and concerns.

** Please have all event contact(s) and details available before submitting this request **

Group Organizer(s) and Sponsor(s)

Please provide information about the event organizer(s) and/or sponsor(s) in this section.

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Please enter the name of the primary group sponsoring or organizing the event as it appears in PennClubs (pennclubs.com). You can provide additional co-sponsors and group contacts below.

Please list the names of any additional groups or departments co-sponsoring this event.

Please enter the first and last name of the main student or individual organizing the event. You can provide alternate or additional group contacts below.

Please provide your Penn email

  • Organizer: up to one additional person who will have the ability to manage event details in Eventbrite


  • Check-in Permissions: individuals who should be given permissions to check in payees at your event.


  • Other Contact(s): individuals who should be included on communications related to this event

Please provide the full name and Penn email for one additional individual who should be granted permissions to manage event details in Eventbrite.

Please provide the full name(s) and Penn email address(es) for any additional contacts who should be given check-in permissions for this event.

Please provide the full name(s) and Penn email address(es) for any additional contacts who should be included in communications related to this request.

Funding and Sponsor Information

Please indicate all sources of funding for this event

Please indicate the nature and/or source(s) of funding for this activity

Event Details

Please enter the name of your event or activity as you would like it to appear online. Please note that we will create a tag based on your group name.

Please format as XX:XX AM/PM - XX:XX AM/PM

Please include the name and full address of the event location or venue.

Please enter the details of your event. Please use the links above for a template for what should be included.

Please select "Yes" if any alcohol will be available, served, or otherwise present at this event? This includes events at which participants may purchase or bring their own (BYO) alcoholic beverages.

Select
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Has this event been registered with University Life?*

As part of the University’s community care efforts, all student groups must register all large in-person social events they would like to host on campus, as well as any events on- or off-campus at which there will be alcohol. https://universitylife.upenn.edu/event-registration/ (opens a new page)

Ticket and Payment Details

All student groups are expected to comply with the following University guidelines for tickets and payments:


  • Student groups must provide a clear, published policy or rationale for allocating free tickets or entry for any priced events or activities (including merchandise sales).


  • As a general rule, only students volunteering to staff the event should receive free tickets. All exceptions must be approved by a group's advisor or financial administrator.


  • All student tickets and paid registration must be provided at the same rate, regardless of student group or program affiliation.


  • Discounted tickets may be provided to incentivize early purchases, but such discounts and deadlines must be available to all students equally.


  • In selected cases, tickets may be subsidized by an organization or group for members, but this subsidy must be approved in advance by advisors and clearly communicated to all purchasers at the point of sale.


  • All non-student tickets must be provided at a single rate and should be significantly less subsidized than student tickets for the same activity or event.

Please select the type(s) of standard-priced tickets you wish to offer. We will ask about any specially-priced tickets and discounts below.

University policies permit groups to provide a small number of free tickets or unpaid entry to event organizers, volunteers, and/or special guests. Additional special discounts or pricing may be offered to selected groups, as appropriate and with approval from group advisors.


Please indicate if you would like to offer any special free or discounted tickets or discount codes.

University policies allow discounts and subsidized tickets to be provided in limited cases and with approval from group advisors and/or financial administrators.


Limited information about the number and nature of these tickets will be shared on the event ticket sales page.


Please provide a detailed description of the discount codes and pricing you are requesting:

University policies allow groups to offer a small number of free tickets to group organizers, volunteers, and/or special guests. Limited information about the number and nature of these tickets will be shared on the event ticket sales page.


Please provide the Name(s) and Penn email address(es) of all students receiving free tickets or entry to this event.

Event Revenue

Eventbrite revenue is processed on a rolling basis following a 30-day period in which any credit card payment disputes or other charges from Eventbrite to the event can be reconciled.


Funds are generally available for use within the fiscal year (Jul 1 - June 30) they are generated. If your group wishes to access funds after June 30 or in a future academic year, you should contact your business office or the Graduate Events team no later than May 1 to request an exception to be given permission to carryover funds.

Financial Administrator or Business Office*

Is there a designated University financial administrator or business office that manages and/or oversees finances for your organization?

Please provide the name and email for the financial administrator or business office we should contact when your ticket/payment revenue is available.

Please provide the budget code to which finance revenue should be transferred, if known

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