Tickets for In-Person Events: Everything you need to know to create and set up your product

Creating an in-person event requires careful configuration to ensure everything is in place for a successful event. 

This guide will take you through each step of creating your tickets for an in-person event on Hotmart’s platform, so it’s set up to generate sales and support your business growth. You’ll also learn how to manage ticket batches, create offers and promotional packages, enable upgrades, share the event schedule with participants, and set up event check-ins.

Important: Hotmart only accepts educational events. Tickets for parties, raffles, lodging, and other non-educational events are not allowed on the platform.

How to create tickets for in-person events?

The first step in offering tickets for an in-person event is adding it as a product. During this stage, you’ll define the basic details, including the event’s name, location, date, and time. You’ll also set the ticket price, payment methods, refund period, and sales pages where the product will be displayed. Follow the steps below to create your product on Hotmart:

❯  Creating a product from scratch

To get started, follow these steps:

1. Log in to your Hotmart account at https://app.hotmart.com. If you don’t have an account yet, create one following these steps.
2. In the sidebar menu, click on Products and then My products.
3. In the upper right corner, click + Create product.
4. On the next screen, choose Tickets for in-person events as your product format.

❯ Adding event information

After choosing the product format, you’ll be redirected to a new page. Complete the required fields under Information: 

• Event name: Enter the name of your in-person event.
• Description: Write a detailed description for event participants (minimum of 200 characters).
• Product image: Upload an image in JPG, PNG, or GIF format (maximum size: 5 MB).
• Additional information: Select the language, category, and market segment.

After filling in these details, click Continue.

❯ Setting your product’s price

In the Pricing tab, define the financial aspects of your event. These settings will be applied as the default offer for the product:

• Currency: Select the currency for your event ticket sales.
• Guarantee period: Choose the refund period for buyers (7, 15, 21, or 30 days).
• Payment methods: Choose between a one-time payment, installments with fees, or installments without fees for the buyer. If you choose installments, specify the maximum number allowed.
• Currency conversion: Decide whether to enable currency conversion for international sales.

Once completed, click Save and continue to finish the initial setup for your event.

❯ Defining sales pages

A new page will display your product’s registration progress. Here, you’ll find various settings to complete the setup.

In the Product Page tab, choose where your product will be sold: 

• Custom sales page: Customize your product’s sales page using Hotmart Pages. Learn more by clicking here (available in Portuguese).
• Marketplace: By default, your product will appear in the Hotmart Marketplace, but you can disable this option if you prefer.
• External sales page: If you already have a sales page hosted on another platform, you can associate it with your product by entering the URL so the Hotlink directs customers to that page.

Important: Don’t forget to include the event’s date and location details on the sales page to provide all necessary information to your buyers in advance. The details you enter should match those configured for each ticket batch.

❯ Completing the creation process

Finally, make sure all your information in the Personal information tab is complete. This step is essential for completing your product creation. If you have any questions about filling out your data, see this article. Once everything is complete, go to the Panel tab and click the Submit product button located at the bottom right of the page. By clicking this button, you confirm that you agree to Hotmart’s Personal Data Processing Policy.

After submitting your product, your product will go through a verification process, which usually takes around 15 minutes, though in some cases, it can take up to one business day. Once approved, your product will be ready for sale.

If any inconsistencies are found during verification, you will receive a notification. Check this article to understand the possible reasons and how to resolve them.

How to set up tickets for in-person events?

After creating your product, it’s time to set up all the details to ensure successful sales and a good experience for all participants. In this section, you’ll learn how to create ticket batches, set up exclusive offers for each batch, and organize your event schedule.

❯  How to create ticket batches?

When creating an in-person event, the first ticket batch is automatically linked to the default event offer. However, if you want to offer different prices and sales periods, creating batches is ideal.

If you choose to create additional batches with different prices, follow these steps:

1. Log into your Hotmart account at https://app.hotmart.com.
2. In the left-side menu, click Products, then My products.
3. Select the product you created as tickets for in-person events.
4. In the product dashboard, click Batches in the left menu.
5. On the Batches screen, click Add batch and fill in the following details:
   
   a. Batch name: The name displayed on the sales page and on the ticket.
   b. Ticket transfer: Decide if the buyer can transfer the ticket. If non-transferable, only the organizer can change the ticket holder.
   c. Free invitation: Choose whether to offer free tickets as invitations for the entire batch.
   d. Event dates and times: Set the duration of your event, including the start and end date (maximum 7 days). Also, provide the start and end times.
   e. Time zone and location: Set the time zone and the full address of the event location, including street, number, city, and country.
   f. Ticket availability: Choose how tickets will be available:
   
   → Automatically generate ticket codes: The system generates tickets automatically; you only need to set the number of available tickets.
   → Upload file with ticket codes: If you have a file with codes, select this option and upload the file.
   
   g. Purchase limits: Set the minimum and maximum number of tickets each buyer can purchase.
   
6. After completing the information, click Save.

❯ How to create offers and link them to batches?

After creating a batch, you can configure a custom offer for it. Follow these steps:

1. In the product dashboard, click Pricing and offers in the left menu.
2. Click New offer and fill in the required fields. If you have questions about creating your offer, check this article.
3. In Type of offer, select Standard and choose the corresponding batch.
4. To finalize, click Save.

❯ How to publish the event schedule on Hotmart app?

You can make your event schedule available for participants directly through the Hotmart app. In this schedule, you can add the timing for each event activity, along with descriptions and speaker details. Follow these steps:

1. In the product dashboard, click Schedule in the left menu.
2. Click Add schedule and fill in the fields:
   
   a. Day and time: Provide the date and start and end times for each activity.
   b. Title: Set the name for the activity, like “Main Lecture” or “Author Panel.”
   c. Stage: Indicate the activity’s location.
   d. Description: Provide a description of the activity with details about the content.
   e. Speakers: Include details for each speaker, such as name, field of expertise, photo, and brief bio.
   
3. Repeat these steps to add information for each activity until the schedule is complete. Once done, click Save.
4. To enable the schedule on the Hotmart app, locate the Hotmart App Schedule field and toggle it on.

Frequently Asked Questions

❯ How to generate a free courtesy ticket?

You can create specific batches to offer courtesy tickets. Follow these steps:

1. In the product dashboard, click Batches in the left menu.
2. On the Batches screen, click Add batch and complete the required information (refer to the How to create ticket batches? section if you need help).
3. Name the courtesy batch for easy identification, and select Free invitation.
4. Enter the number of courtesy tickets you wish to offer in the batch.
5. Click Save.

Once saved, the batch will appear under Batches in the product dashboard. To send courtesy tickets, click the send icon and choose a method:

• Send manually: Enter each recipient’s name, email, and ticket quantity. To add more people, click Add line and repeat.
• Bulk send: Click Select a file to upload a CSV file with recipient details.

After completing, click Save. The listed people will receive an email invitation and a link to check in at the event.

❯ Can I collect buyer information at purchase?

If you want to gather participant data at purchase, you can set this up on the Checkout page for your product. Here’s how:

1. Log into Hotmart at https://app.hotmart.com.
2. In the side menu, click Tools and then Show all.
3. Search for Payment settings.
4. Select the product for which you want to request extra purchase information, then click Continue.
5. Find the Buyer details - Options on the purchase form section, choose the fields you’d like to request, and enable them.
6. Scroll down and click Save to apply changes.

With this setup, you can collect information like full name, email, phone number, and ID number. These details will be linked to the ticket upon purchase completion, so participants won’t need to re-enter information later.

Note: Requesting additional information may reduce conversion rates on the payment page, particularly for multiple-ticket purchases. Consider your audience's needs before enabling this option.

❯ How to set up a promotional ticket package?

Ticket packages are ideal for offering special pricing when buyers purchase more than one ticket. For example, a single ticket might cost $50, but buying five or more tickets could reduce the price to $40 each.

To create a ticket package, follow these steps:

1. Create a new batch and set the minimum ticket quantity (e.g., 5 units).
2. Register an offer with the unit price for the package (e.g., $40).
3. Once linked to the package batch, the system will automatically calculate the total, multiplying the price by the minimum ticket quantity.

❯ How to enable ticket upgrades?

A ticket upgrade allows participants to move to a higher-tier batch by paying only the price difference. It’s an excellent strategy for boosting sales and enhancing the customer experience.

To set up a ticket upgrade, both the original and upgrade batches must be created beforehand. Then, follow these steps:

1. In the product dashboard, click Pricing and offers in the left menu.
2. Click New offer and complete the required fields. Refer to this article if you need help.
3. In Type of offer, select Upgrade offer.
4. Choose the origin and upgrade batches, then click Save.

To offer upgrades to customers who’ve already bought tickets:

1. In the product dashboard, click Tickets and participants in the left menu.
2. Select the buyers you’d like to offer an upgrade to, then click Bulk actions.
3. Click Offer ticket upgrade, and an automated email will notify participants about the upgrade option.

❯ How to manage participant check-in?

Check-in is when you register a participant entry at the event. This step is critical to ensuring organization and event success. You can manage check-in in two ways:

• With a specialized check-in provider for events.
• Manually, using a list or spreadsheet with participant data (recommended for smaller events).

For both options, you can generate a detailed report to control entry for your event. Follow these steps to generate and export the report:

1. Log into your Hotmart account, go to the left menu, and click Sales, then My sales.
2. On the Sales screen, select the Tickets tab.
3. Click Filters and set the following fields:
   
   a. Transaction status: Select only “Approved” and “Completed” to filter purchases with completed payments.
   b. Time period: Set the sales period to ensure everyone who completed payment appears in the report.
   c. Name of the product: Select the event name for which you want to generate the report.
   
4. Click Apply filters.
5. The report will automatically generate, and you can choose between two file formats:
   
   a. Export as XLS: Ideal for manual checking, like a printed list or computer reference at the event.
   b. Export as CSV: Ideal for automated checking or use by check-in providers.
   

Important: Remember to export and print the report only after the check-in deadline to avoid issues at event entry, like participants who checked in not appearing on the list.

All tickets generated by Hotmart include a QR code for easy entry management. If you hire a check-in provider, they can use these codes to streamline participants entry and check-in.