Event Billing

Learn what you need to pay initially, how to pay for it and what other charges may incur after the event

Ariane Ramirez avatar
Written by Ariane Ramirez
Updated over a week ago

Event Billing

Finally, you have decided to use Accelevents as your platform for your virtual event. The next question is, how do I start? How do I pay?

In this article, you'll learn what to pay upfront, automated payments, other optional features that require payment, and what will be billed when the event ends.

The excellent feature about Accelevents is that even under the Free Plan, you can start editing your event without paying yet, but at some point, you will need to choose a paid plan as you won't be able to access some of the features you need for your event. We would recommend that you do this from the start, as a prepayment is required to run your event entirely.


Upfront Payment Before the Event

A Plan Activation Payment is needed before the start of your event. Once you activate a plan through the Billing Tab in your Organizer Portal, your credit card will be automatically charged with the indicated amount.

Your plan payment consists of 3 parts:

  • Plan Base Fee - payment based on your selected plan

  • Virtual Hub Add-On - additional payment for virtual and hybrid events only

  • App Add-On - additional payment for using the attendee app (optional)

If you have an Accelevents Account Manager handling your organization, the invoice will be sent to you on the same day the contract is executed. They will send you instructions on how to settle your payment, whether through credit card or wire transfer.


Add-On Payment During Event Setup

The items below are optional add-ons that you may want to use or purchase while setting up your event:

1. Accelevents Pro-Exhibitor - $99 per day per booth

The Pro-Exhibitor feature allows exhibitors to live stream in their booths, which is $99 per booth per day and will be charged right after you confirm the purchase.

2. Fundraising Modules - $49 to $499

If you're adding fundraising to your event, there is an activation fee ranging from $49 to $499, which will be charged right after you confirm the purchase.


Automatic Payment When Registration Opens

Accelevents Ticketing Fee for Free, Starter and Older Plans

If you're selling paid tickets under the Free Plan and Starter Plan, there is a fee of $1 + 3% per ticket purchase. The fee is automatically collected through ticket purchases. Accelevents will automatically collect the fees from your Stripe / Square account after completing the sales.

Since the Accelevents Fee from Ticket Purchase is automatically collected during ticket purchase and will be paid by Stripe / Square to Accelevents, you only need to ensure that your Stripe / Square account is connected to the event. Your Stripe / Square connected account will hold all the proceeds of the ticket sales after the sales are completed and fees are deducted. Accelevents do not hold the proceeds of ticket sales after fees are deducted.

Note: If you have a special arrangement on fees with your account manager or your event is still under the old pricing, please contact them directly if you have any questions.

Where to Find Payments From Registrants

Once a purchase is made, the payment should be reflected in the Stripe or Square account connected to the event and will be broken down into 2 parts:

  • Stripe or Square Fee - The processing fee of 2.9% + $0.30, which Stripe or Square will collect.

  • Remaining Ticket Amount - This is the ticket price minus fees. This remaining amount will go to the event organizer and go to the organizer's connected Stripe or Square account. To collect the remaining amount after the ticket sales are completed, the organizer must do so from the connected Stripe or Square account. Accelevents do not hold the remaining amount.

Example

  • Ticket Price: $100 (fees absorbed by the event organizer)

  • Stripe / Square Fee: $0.30 + (2.9% of $100) = $3.20

  • Remaining Ticket Amount to Event Organizer: $100 - $3.20 = $96.80

Note: For Free, Starter, and older plans, an Accelevents Fee of $1 + 3% per ticket may apply. This will be paid by Stripe or Square to Accelevents.

Where to Find the Report in Accelevents?

The payment and fee breakdown can also be seen in the Ticket Buyer Data or Ticket Buyers Order Summary downloadable reports.

  • For Ticket Buyer Data - Go to Attendees > Orders > Download

  • For Ticket Buyers Order Summary - Go to Analytics > Downloadable Reports


Payment After the Event

You will receive 2 bills when your event ends:

  • Bill 1 will be sent at the end of the month - this is the bill for the registrants' usage fee and post-event access fee.

  • Bill 2 will be sent within the next week after sending Bill 1 - this is the bill for the dedicated event support service.

1. Registrant Usage Fee

This is the fee for attendees not covered by the registrant credits in your plan. If you go over the allotted credits, you will be billed for the registrant usage fee. The registrant usage fee will depend on your plan type. We will send the invoice at the end of the month.

Important Notes:

  • Registrants are anyone who may have access to your event, including everyone who has a ticket, regardless of whether they checked in or not, all event admins, staff, speakers, and exhibitors.

  • If you have a special arrangement with your account manager or your event is still under the old pricing, please contact them directly should you have any questions.

Example:

If your plan comes with 500 credits and you have exactly 500 registrants for your event, you don't need to pay anything extra for the Registrant Usage Fee. However, if you exceed 500 registrants, you will be charged a fixed amount per excess registrant, depending on your plan.

Where to Find the Report in Accelevents?

To have a quick view of your total registrants, go to the Overview tab in your admin console and look for the Registrations section. This will give you a clearer idea of where we got the amount for the Registrant Usage Fee.

You can download the Registrant Usages report in your Organizer Portal to see the registrants in detail.

  • Select the Billing tab

  • Select the event under the Event Activation tab

  • Click the Download button under Attendee Usages

2. Post-Event Access for 30 days

When your event ends, attendees will have access for up to 30 days. If you want to extend that access, there is a fee of $150 per 30 days. Please don't hesitate to ask for this arrangement with your account manager or through chat support anytime, even before your event starts. We will send the invoice after the request is made.

3. Dedicated Event Support - $250 per hour / $2,500 for advanced support

If you availed of Dedicated or Advanced Event Support, we would send the invoice the first week of the next month following the event's conclusion.

If your event were held on February 15, we would send your Registrant Usage invoice to you on February 28, and we will send your Dedicated Event Support invoice on or before March 7.

*if you have more questions about the bill you received after the event, you may send an email directly to ar@accelevents.com

*If you have special arrangements with your Accelevents Account Manager, please contact them directly for more information.


Frequently Asked Questions

When will I receive disbursements?

  • Your money is paid out to you as it comes in! We don't hold it until after your event. You will receive payouts every 48 hours to put your money to work and cover the costs of hosting your event! The payment should be reflected in your Stripe or Square account and be deposited into your connected bank account.

Does your ticketing percentage fee include credit card processing fees?

  • No, the 2.9% plus 30 cents per transaction fee mentioned above is charged by our credit card processing partner. However, we allow you to have your ticket buyers pay these fees.

If a registrant did not attend the event, do I still need to pay the registrant usage fee if I have already used all my credits?

  • Yes. Regardless of their check-in status, anyone registered for the event will be counted with the new pricing structure. If you're still under the old plan (before Q1 2023), please contact your account manager for clarification.

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