This guide outlines best practices for regional event sponsoring organizations that choose to use TicketSpice to manage ticketing and seating for Prem Rawat speaking events worldwide. TicketSpice has proved to be a useful platform for this purpose, and expertise is available to support organizations that select this approach.
Words of Peace Global (WOPG): Provides global event planning, sets global standards, and offers expertise and coaching in various operational areas to support consistent event execution worldwide.
Regional Event Sponsoring Organizations: Prem Rawat speaks under the auspices of various local or regional organizations that form an informal network of affiliated organizations with a shared purpose. Each organization operates independently but follows consistent practices guided by global standards.
Global Front Seating Team: Handles seat assignments for the designated front seating area and operates ticket pickup for those invited to the front seating area.
Each local organization using TicketSpice must establish its own account with Webconnex (TicketSpice's parent company) to manage their events and fund flow independently.
Most local organizations already have established relationships with Stripe, making integration straightforward. The primary task is connecting the existing Stripe account to the new Webconnex account.
Important: Webconnex, like all financial service providers, requires completion of Know Your Customer verification processes. Local organizations should be prepared for this mandatory step during account setup.
Full access to the Webconnex account should be granted to:
Additional access levels will be negotiated based on the specific roles involved in the event planning and execution process.
Our events utilize two distinct TicketSpice pages to serve different attendee categories:
Venue setup in TicketSpice is a requirement for the General Public seating page that uses TicketSpice Reserved Seating functionality. Any Reserved Seating page requires a venue definition, while Standard pages do not require venue setup.
Setting up the venue requires two foundational documents, usually created by the WOPG global event team, and three main configuration steps within TicketSpice:
A detailed visual representation showing:
A comprehensive specification defining:
TicketSpice provides a Venue Builder tool that is used to capture the information from the foundational documents within the TicketSpice framework. Using the provided documents, venue setup involves three main steps within TicketSpice using the Venue Builder tool:
The Basic Plan Setup essentially replicates the Seating Layout Drawing within the TicketSpice framework.
The Pricing Tiers setup captures the pricing structure information from the Seating Breakdown document within the TicketSpice framework.
The Hold Areas setup captures the reserved sections and accessibility information from the Seating Breakdown document within the TicketSpice framework.
Completing these three steps equips TicketSpice to present a venue map from which people can choose seats at the price point of their choice and, when appropriate, access seats set aside in hold areas, such as wheelchair seating.
Each event sponsoring organization needs to provide an email address for customer service. This email address becomes part of the page setup in TicketSpice as the "reply-to" address for ticket confirmation emails, ensuring customer inquiries are directed to the appropriate local contact.
After the venue has been defined, the TicketSpice pages can be set up and tested. Both the Venue Builder configuration and the rest of the TicketSpice page setup are usually done by WOPG specialists. Pages should follow the standard format established for WOPG events with Prem Rawat to maintain consistency across the informal federation of organizations.
Testing occurs in two distinct phases:
Multiple people conduct comprehensive end-to-end testing with the event set up in test mode. This testing verifies that everything in the setup is appropriate, including:
After successful test mode verification, the event is put into live mode and a few actual financial transactions are processed to ensure the funds flow is working correctly. At this point, the event is ready for use.
Publication of the event follows an indirect process. The direct link to TicketSpice is not made public. Instead, a "purchase tickets" link on wopg.org (and other appropriate locations) is activated with the TicketSpice link at the appropriate time, providing controlled access to the ticketing system.
Two report sets are provided automatically using the Webconnex API, one for each page:
The Front Seating report is primarily for use by the global front seating team to track the responses of their invitees and manage the invitation-only seating area.
The Public Page report is designed for event management and is especially valuable for use at the onsite Ticketing Assistance desk. Each report provides two lists of every ticket order:
These reports serve as essential onsite tools when attendees need ticketing assistance.
While most attendees can use the e-tickets sent by TicketSpice without requiring further onsite assistance, an onsite Ticketing Assistance desk is a necessary function for every event. The reporting tools provide crucial support for this desk.
Critical Information: TicketSpice reserved seating only captures the name of the purchaser, not the name of each individual ticket holder. This is a current limitation that will hopefully be addressed in future updates.
Onsite Support Protocol: When someone needs onsite ticketing help, the first and most important question is not "What is your name?" but rather "Who purchased the ticket?" This approach ensures efficient problem resolution given the current system limitations.