---
title: "University and campus ticketing questions answered"
description: "Get straight answers to 23 questions university and campus event teams ask, from what your buyers pay and when your ticket money reaches you to how your team runs the day."
canonical: "https://www.ticketfairy.com/solutions/university-and-campus-events/questions"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Solutions](https://www.ticketfairy.com/solutions)
3. [University and campus](https://www.ticketfairy.com/solutions/university-and-campus-events)
4. University and campus event ticketing: your questions answered

# University and campus event ticketing: your questions answered

  [Get started free](https://manage.ticketfairy.com/welcome?utm_source=compare&utm_campaign=solutions-university-and-campus-events-questions) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- **23** questions answered
- **23** pages that show you how

Here you can find out how you keep the student price for students, let every society rep sell for you through their own link, fill free talks with students who turn up and help students afford the ball. You can also see how you staff each event with student volunteers, who pays the booking fee and when your ticket money reaches you.

1. [How do I keep the student ticket for students only?](#how-do-i-keep-the-student-ticket-for-students-only)
2. [Is a student charged while I check their order?](#is-a-student-charged-while-i-check-their-order)
3. [Do full-price buyers see the student number question too?](#do-full-price-buyers-see-the-student-number-question-too)
4. [Can a society hand out tickets without a login to our dashboard?](#can-a-society-hand-out-tickets-without-a-login-to-our-dashboard)
5. [Can I run a free event that students register for?](#can-i-run-a-free-event-that-students-register-for)
6. [Can students under 18 volunteer?](#can-students-under-18-volunteer)
7. [Do employers at a careers fair need a Ticket Fairy account?](#do-employers-at-a-careers-fair-need-a-ticket-fairy-account)
8. [Does the scanning app work without a signal?](#does-the-scanning-app-work-without-a-signal)
9. [Does Fai change anything without asking?](#does-fai-change-anything-without-asking)
10. [Can each society sell tickets for our ball?](#can-each-society-sell-tickets-for-our-ball)
11. [Can our college or events office use Ticket Fairy too?](#can-our-college-or-events-office-use-ticket-fairy-too)
12. [Can I give students a discount with a promo code?](#can-i-give-students-a-discount-with-a-promo-code)
13. [How can I see how our ball is selling?](#how-can-i-see-how-our-ball-is-selling)
14. [Who pays the booking fee, the students or us?](#who-pays-the-booking-fee-the-students-or-us)
15. [When do we receive the ticket money?](#when-do-we-receive-the-ticket-money)
16. [Can students pay for the summer ball in installments?](#can-students-pay-for-the-summer-ball-in-instalments)
17. [Can a flat or a society get a lower price when they buy together?](#can-a-flat-or-a-society-get-a-lower-price-when-they-buy-together)
18. [How do we refund a student who can no longer come?](#how-do-we-refund-a-student-who-can-no-longer-come)
19. [Can society reps get posters and story artwork to share?](#can-society-reps-get-posters-and-story-artwork-to-share)
20. [How do we email everyone with a ticket?](#how-do-we-email-everyone-with-a-ticket)
21. [How do student volunteers pick their shifts and earn their reward?](#how-do-student-volunteers-pick-their-shifts-and-earn-their-reward)
22. [How do societies and stallholders apply for a place at our freshers' fair?](#how-do-societies-and-stallholders-apply-for-a-place-at-our-freshers-fair)
23. [How does next year's committee start from this year's event?](#how-does-next-year-s-committee-start-from-this-year-s-event)

## How do I keep the student ticket for students only?

The Student ticket can stay hidden behind an access code you share only with students, with a student number asked for at checkout. You then require approval for the Student ticket. You approve each student order after checking the number, and a buyer whose number does not check out gets no ticket.

On the Student ticket, you turn on Hidden and choose Always hidden. Under Marketing, Promotions, you then create a promotion with the code you plan to share. You select Add tickets, choose the Student ticket and choose No Discount, so the code reveals it at its own price. The code goes out through your union, society and course channels.

Under Settings on the event, you select Create Custom Field and choose Order under Append to, with a label such as Student number (Student tickets only). On the Student ticket, you turn on Require order approval for this ticket type and Hold payment until approved, then save it.

Each order with a Student ticket then waits under Needs Approval on Orders, with the student number in its contact details. Once the number checks out, you select the order's menu, then Approve. Full-price tickets sell as normal, without waiting.

[Run ticketing for a university or campus event](https://www.ticketfairy.com/guides/run-a-university-or-campus-event)

## Is a student charged while I check their order?

With Hold payment until approved on, a payment method that supports it reserves the amount at checkout and we collect it only when you approve. Other payment methods charge the student at checkout and refund them if you decline the order. You approve before the hold expires, or the order is declined.

You turn on Hold payment until approved on the Student ticket, beside Require order approval for this ticket type. A payment method that supports it then reserves the amount at checkout, and Ticket Fairy collects the money only when you select Approve.

On Orders, Needs Approval shows each waiting order with its buyer, tickets, total and Hold expires time. You approve before that time, because when the hold expires, Ticket Fairy releases the reserved amount and declines the order. Approving issues every ticket in the order, and declining closes the whole order.

[Approve orders before buyers receive tickets](https://www.ticketfairy.com/guides/approve-orders-before-buyers-receive-tickets)

## Do full-price buyers see the student number question too?

Yes. A checkout question cannot be limited to one ticket type. Labeled for Student tickets only with Required off, it lets full-price buyers skip it. An order carries one number, so check each Student ticket holder's ID at the door.

Under Settings on the event, you select Create Custom Field. You choose Order under Append to, enter a Label such as Student number (Student tickets only) and leave Required off, then select Create. Full-price buyers then skip the question, and students fill it in.

To check each student at the door, you open Tickets, then Settings, select Settings under Anti-Scalping/Fraud Settings and turn on Names required and ID required. Each ticket then carries its holder's name, and the confirmation email asks every buyer to bring a valid photo ID.

[Add a student number question to your checkout](https://www.ticketfairy.com/guides/add-custom-checkout-questions)

## Can a society hand out tickets without a login to our dashboard?

Yes. The society gets a link that lets them hand out the ticket types you chose, up to the number you set. A rep invited as a Promoter has a login that shows their own link and their event's sales, and nothing they can change.

On Delegations for your event, you select Create Delegation. You enter the society's name, then select Add Ticket and choose each ticket type with its Quantity. Under Add User, you enter the name and email address of the society member who hands the tickets out.

On the saved delegation, Manage Access, then Copy access link beside their name, gives you the link to send them. They add their own guests from that link and cannot go past the number you set. They never see your sales, your buyers or the rest of your event.

A society rep who sells instead of handing out tickets joins the event team as a Promoter. Their login shows their own promoter link and their event's sales, and nothing they can change.

[Let a society hand out their own tickets](https://www.ticketfairy.com/guides/let-a-partner-hand-out-their-own-tickets)

## Can I run a free event that students register for?

Yes. The ticket price can be zero, with the access code and approval kept if the places are for students only. With Freefund, each ticket's price is a deposit: a student whose ticket is scanned by the cutoff you choose gets it back, and a ticket nobody scans in time is charged.

When you create the event, you choose the Freefund RSVP template, or open Tickets and turn on Make every admission ticket free when the attendee checks in. You enter the ticket price as the deposit, then choose the check-in cutoff, such as Throughout the event or 2 hours after the event starts.

You turn on I confirm that tickets not scanned in time are charged, then save. When your door team scans a ticket, Ticket Fairy tells the student straight away that their deposit is on its way back to their card. Say on your event page that entry is free for every student who checks in.

Freefund is available on every plan. For a free event with no deposit, the ticket price is zero instead.

[Reduce no-shows at free talks and RSVP events](https://www.ticketfairy.com/guides/reduce-no-shows-at-free-rsvp-events)

## Can students under 18 volunteer?

Volunteers must be 16 or older by default. A volunteer under 18 adds a parent or guardian, who agrees too.

On the event's Operations page, you select Volunteers, then Open applications. You add the Roles you need, your Welcome text, any questions of your own and the Minimum age, then turn on Take applications and select Save. With Copy application link, you share the link, and students apply from their phone with no account.

Each application shows Fai's notes on it, the days and roles they chose, and their answers. You tick the students you want and select Accept, Waiting list, Decline or Shortlist, then check the email and confirm. You can change a decision later.

[Recruit student volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event)

## Do employers at a careers fair need a Ticket Fairy account?

No. Each employer's stand staff work from a lead scanner link on their own phone or tablet. They scan with a USB or Bluetooth barcode scanner, or enter the code printed on the student's ticket or badge. Each employer sees their leads and follow-ups on their own page.

On the event's Operations page, you select Exhibitors, then Leads. You select Open beside each employer, then Booth staff, and select Add staff with each person's name and email address. You select Give a scanner link beside each person and send them the link.

Stand staff scan a student's ticket or badge, or enter its code, and that employer gets the student as a lead, with a rating and notes. If a student does not want to be contacted, the employer's staff turn on Doesn't want to be contacted before they save.

Results shows each employer their leads by rating, who met the most students and the follow-ups sent. A scanner link works until the day after your event ends, and opens one employer's scanner and nothing else.

[Give employers a lead scanner for their stand](https://www.ticketfairy.com/guides/give-exhibitors-a-lead-scanner-for-their-booth)

## Does the scanning app work without a signal?

No. The Entry Fairy app needs an internet connection to scan tickets, so check the connection at each door of your hall before you open.

The day before, you can check the connection at every door your students use. Each student who scans joins as Door Staff and installs the Entry Fairy app from Download App on Check-In while they have a good connection.

One guest ticket sent to yourself on a ticket type that admits once, and scanned on every phone before the doors open, confirms each phone is ready. The first phone admits it, and every other phone shows it as already checked in, with the time and who scanned it. You then find the test ticket in Individual Tickets and select Unscan ticket, so your count starts from the first real guest.

[Prepare your student door team](https://www.ticketfairy.com/guides/prepare-your-door-team)

## Does Fai change anything without asking?

No. Fai can draft your application forms, decline a student order that does not check out, decide volunteer applications with you and duplicate an event. She shows you each change and waits for your approval before anything is saved or sent.

You can ask Fai, the assistant in your dashboard, in ordinary words, such as draft a volunteer form for our freshers' fair. She shows you each change and waits for your approval before anything is saved or sent.

You choose what Fai does on each event. On the event's Operations page, under Set up, then Fai's skills, Turn off for this event stops any work you do not want. What Fai can do lists the actions she can take when you ask her. You need an owner or admin login for the brand to change these settings.

[Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event)

## Can each society sell tickets for our ball?

Yes. Each society rep sells through their own link, and you see which rep sold the most for each event.

Each society rep joins your event's team as a Promoter. When you publish with Send Promoter Links ticked, each rep gets an email with their own link and a QR code for it. Sales by Promoter on Performance shows the tickets, revenue and visits each rep brought in.

To compare societies across the year, you open Promoters on your brand. It ranks every rep across all your events, and What stands out names who is on the rise and who has not shared a link yet. A rep who sold on two or more of your events appears under Ready for the brand team, so you can add them once and they get every new event.

[See which society reps sell your tickets](https://www.ticketfairy.com/guides/see-which-team-members-sell-your-tickets)

## Can our college or events office use Ticket Fairy too?

Yes. Colleges, universities and other higher ed teams, such as events offices, careers services and students' unions, sell tickets and take free registrations from the same account. Each team works on its own events under your brand.

Your events office, careers service and students' union events can all run under one brand. People who work on every event join the brand team, and a society committee or a visiting speaker's team joins one event's team instead, so their access covers that event only.

You choose each person's role as you invite them. An administrator sets up events, someone with Stats reads the reports, a curator sends guest tickets and invitations, and Door Staff open the scanning app and nothing else.

[Invite your teams and choose what each person can do](https://www.ticketfairy.com/guides/invite-your-team)

## Can I give students a discount with a promo code?

Yes. A promotion can take a percentage or a fixed amount off the ticket types you choose, and its code goes out through your union and society channels. A code can be passed on, so when the lower price must go to students only, sell a Student ticket that waits for your approval and check each student number or ID first.

Under Marketing on your event, you select Promotions, then Create promotion. You enter a name your team will recognize, add the code students will enter, then select Add tickets and choose the ticket types and the Pricing Adjustment: a Percentage Discount, a Fixed Discount or a Fixed Price.

Each code can have a quantity limit, and a start and end time under Schedule Promotion when the code is for freshers' week only. The Redemptions column counts the paid orders for each promotion, and Sales by Promo Code on Performance shows the tickets and revenue behind each code.

[Create promo codes for your event](https://www.ticketfairy.com/guides/create-promo-codes)

## How can I see how our ball is selling?

Sales by Type shows what each ticket type, such as Student and full price, has sold and brought in. Sales by Promoter shows the tickets and revenue each rep brought in, and the check-in report shows arrivals hour by hour on the night.

Performance on your event shows it. Tickets shows how many have sold and Net revenue what the event has earned, and the page refreshes about every five seconds while it is open. Sales by Type gives one row per ticket type, such as Student and full price.

Sales by Promoter shows what each rep sold. On the night, Check-In's Hourly view shows how many came in each hour against the tickets sold. To see how this year's ball is selling against last year's at the same point, Insights has Compared with last time.

[See how your campus event is selling](https://www.ticketfairy.com/guides/check-your-sales)

## Who pays the booking fee, the students or us?

You choose for each event. With Added, the default, students pay the booking fee on top and you receive the full ticket price. With Absorbed, students pay exactly the ticket price and the fee comes out of what you receive.

Under Tickets on your event, you choose a card under Booking Fees on the Inventory tab, or choose it while you create the event. The choice comes before your first ticket type, because you cannot switch between Added and Absorbed once ticket types exist.

The booking fee depends on the ticket price and your event's country, and your Ticket Types table shows the exact amount for every price you enter. Free tickets carry no fee, so a free careers talk costs your students nothing.

[Choose who pays the booking fee on your event](https://www.ticketfairy.com/guides/set-who-pays-the-fees)

## When do we receive the ticket money?

You choose how your brand is paid. With Paid out after your event, Ticket Fairy takes the card payments and pays you 10 to 15 business days after the event. With Before your event, as tickets sell, each payment goes to your own payment processing account as it is made.

To be paid as tickets sell, you need your own payment processing account set up and active before your tickets go on sale, and that account pays out on its own schedule. With Paid out after your event, you need nothing set up, so you can publish straight away.

When you are paid after the event, the money goes to the account under Payout Details on your brand's Details page, and one event can use a different account, such as a society's own. It is worth checking before the event ends, because a payout already sent to an old account has to be recalled.

[Check the payout for your event](https://www.ticketfairy.com/guides/check-your-payout)

## Can students pay for the summer ball in installments?

Yes. With a payment plan on for the ball, each student pays a deposit at checkout and the rest weekly or monthly from the same card. You choose the deposit, the number of payments and how long before the ball the last one is taken.

You turn on Enable payment plan in your event's payment settings. You choose whether the First installment is a percentage, a fixed amount or the same as the later payments, then choose the Number of installments and whether they are weekly or monthly. You set how many weeks before the ball the final payment is taken, and when an unfinished order is canceled.

Ticket Fairy retries a failed payment for you, so check your plan orders a few days after each collection date. From your first sale onwards the plan settings lock, so every student keeps the terms they agreed to. Your event page tells students the deposit and the payment dates.

[Let students pay for tickets in installments](https://www.ticketfairy.com/guides/let-buyers-pay-for-tickets-in-instalments)

## Can a flat or a society get a lower price when they buy together?

Yes. With a group size on a promotion, checkout applies the lower price once the basket holds that many tickets, with no code to find.

Under Marketing, Promotions, you select Create promotion. You add a code such as GROUP6, select Add tickets and choose the ticket types and a Percentage Discount. You then enter the group size in Auto-apply when cart reaches this many tickets and select Create.

A second promotion with a bigger group and a bigger discount, such as 20% off for 10 tickets, means a basket that reaches both gets the larger one. A basket carries one discount at a time, so a student who enters another code gets that code's discount instead.

[Offer group discounts on your event tickets](https://www.ticketfairy.com/guides/offer-group-discounts-on-event-tickets)

## How do we refund a student who can no longer come?

The event owner refunds the order from Orders and confirms it with a six-digit code Ticket Fairy emails them. The face value goes back to the student's card, and their tickets stop working at once.

On Orders, you find the order on the Paid tab, open its row menu and select Refund. You check the amount and the order number, select Get authorization code, then enter the six digits from the email and select Confirm Refund. The ticket goes back on sale, or to your waiting list when your event is set up that way.

The Refund option appears once Ticket Fairy has turned on dashboard refunds for your event, on a card order paid through your own connected payment account, before the event's money has been paid out. Ticket Fairy support refunds anything else for you, and the booking fee stays charged on a dashboard refund.

To let students refund their own tickets from their order page, you turn on Allow customers to initiate refunds on the Tickets settings tab, on terms you agree with Ticket Fairy.

[Refund an order on your event](https://www.ticketfairy.com/guides/refund-an-order)

## Can society reps get posters and story artwork to share?

Yes. Your artwork goes in Marketing Assets on the event, with a suggested caption for each channel. Each rep downloads it with their own promoter link beside it, so Ticket Fairy credits them with every sale from their post.

Under Marketing on your event, in Marketing Assets, you select the Edit tab, then Add asset. You add the file, enter a Name such as Ball poster, choose the Channel it is sized for, such as Instagram Story, and enter a Suggested caption. With Save, then Notify promoters, your reps get an email that it is ready to post.

The Download assets tab shows what your reps see. Your event's main image appears on that tab under Event flyer without an upload. Artwork that never changes, such as your union's logo, goes on your brand's Marketing Assets page, and it appears on every event.

[Give your society reps artwork to post](https://www.ticketfairy.com/guides/give-your-promoters-artwork-to-post)

## How do we email everyone with a ticket?

On Messaging for your event, you select New Email. You choose every ticket holder or only the holders of chosen ticket types, such as Student tickets, then send it now. The email goes out under your brand's name, and replies come to your brand's email address.

Under Audience, you choose All ticket holders and RSVPs, or Specific ticket type holders and tick the types. You enter the subject and message, and turn on the switch that says the message is not for marketing. A test sent to yourself comes first, then you select Send and check the message before you select Send Email.

Show Recipients lists everyone the email went to, with Opened at beside each person who opened it. Messaging stays open until fifteen days after the event. Your brand and your own account must be verified before you can send.

[Email the people with tickets to your event](https://www.ticketfairy.com/guides/email-your-buyers)

## How do student volunteers pick their shifts and earn their reward?

Each accepted volunteer gets a private page with their shifts, open shifts to pick, their day sheet and their documents. The hours they work decide who has earned a reward you set, such as a free ticket to the ball.

In Volunteers, you select Send page links, check the email, then select Send the links. A student can pick only a shift that keeps your rota rules on rest and hours and matches its minimum age, skill and documents. When a student asks to change a shift, you select Review, then Approve or Decline.

Hours shows each volunteer's hours on the rota beside the hours worked from check-in and check-out. The button named after the reward, such as Give "Free ticket", shows who earned it before you confirm. With Volunteers pick their own shifts turned off in the settings, you place everyone yourself.

[Give volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours)

## How do societies and stallholders apply for a place at our freshers' fair?

A form on the event brings in the societies, stallholders and performers who want a place. You see every application in one list with the same questions answered, and you accept or decline each one with an email.

Under Interact on your event, in Forms, you select Create Form. Draft my form has Fai draft the questions from your description, or you start from a ready-made form such as Trade at our event, or with an empty form. You set the dates the form takes answers between, add your questions and select Create Form.

Copy Form Link gives you the link to share with your societies. Submissions shows the applications, where you Accept or Decline each one, and the email template you chose goes to the applicant. Accepting does not send a ticket, so send guest tickets or an invitation to buy from the application.

[Take applications from societies and stallholders](https://www.ticketfairy.com/guides/take-applications-with-a-form)

## How does next year's committee start from this year's event?

This year's event duplicates into a new draft, and you enter the new dates. The ticket types, sale windows and door times come with it, and you choose whether the team, promotions, email templates and checkout questions come too.

On Events, you open the menu on this year's event and choose Duplicate Event. You enter the new Event Name, Short Name, start and end dates and Event web address. You select each extra part to carry over, then select Duplicate. The copy stays a draft until you publish it, and this year's event keeps its orders.

When the committee changes, you leave the team out and invite next year's committee to the new event's team. Their access covers that event only, so each year starts with a clean list.

[Copy this year's event for next year's committee](https://www.ticketfairy.com/guides/duplicate-an-event)

[Ticket Fairy for university and campus](https://www.ticketfairy.com/solutions/university-and-campus-events)

**You choose the tools to start with** You can start with event management or marketing alongside your current ticketing provider. If you decide to move ticketing, your account manager helps with setup, customer-data imports and training.

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This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)