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Example event

Introduction

Emma van Rijn is a communications officer at AML secondary school. This year, they are organizing a large event for all staff members within the school community. The event, called VIO2025, focuses on innovations in education. Emma expects around 400 staff members from various roles.

At VIO2025, there will be several workshops and keynote speakers. The event will take place on August 8, 2030, from 13:00 to 17:00. To close the day, there will be an optional networking reception. Tickets for directors, department heads, and teachers cost €27.50, while tickets for teaching assistants and other staff members cost €25.00. Because of this price difference, Emma decides to send out two separate invitations: one for directors, department heads, and teachers, and another for teaching assistants and other staff.

Preparation

Before Emma starts building her event in aanmelder.nl, she thinks through the following topics:

  • Participant groups: directors, department heads, and teachers (Group A), and teaching assistants and other staff (Group B).

  • Tickets: two different prices – €27.50 for Group A and €25.00 for Group B.

  • Optional items: participation in the reception costs an additional €10.

  • Timeline: ticket sales start on July 16, 2025 and close right before the event on August 8, 2025. There is also an early bird discount: registrations before July 31 are cheaper; after that, each ticket increases by €2.

Registration form

Participants first select their role using the question “I am registering as:”. Based on this answer, the correct ticket is automatically applied (Group A or Group B).

For the reception, there is a separate question in the form. Only if a participant indicates they will attend the reception, an extra €10 ticket automatically appears in their shopping cart.

This way, the form is dynamic, and participants only pay for the items relevant to them.

 View the example form here: https://www.aanmelder.nl/vio2025testevent/subscribe

Payments

In the Payments section, Emma sets up three types of access tickets:

  • Ticket Group A (directors/teachers)

  • Ticket Group B (teaching assistants/other staff)

  • Optional reception ticket

Each ticket price is linked to the registration form. Thanks to the system, the correct prices and combinations are calculated automatically, without Emma having to adjust them manually.

For VIO2025, the tickets are available only for a limited time. Sales start on July 16, 2025, and end on the day of the event, July 31, 2025.

She also adds an early bird scenario. Until July 31, regular tickets are €2 cheaper. On August 1, the system automatically switches to the regular price

Website

"On our example website, you can see a sample video:
https://www.aanmelder.nl/vio2025testevent/wiki/661339/youtube-video"

The event gets its own website with information about the program, location, and speakers.

  • Examples of pages: Home, Program, Location, Contact.
  • Participants can log in to the website to view their personal details and invoices.
  • Emma also embeds a YouTube video on the website to give visitors a first impression of VIO2025.

Email settings

The confirmation email after registration is personalized. By using answer codes, the email automatically shows which workshops and options the participant has selected. Emma also adds a  QR code so participants can easily check in upon arrival.

Contacts

"At VIO2025, different groups receive separate invitations: teaching assistants and other staff are assigned Label A, while teachers, directors, and department heads are assigned Label B."

Emma imports an Excel file with all staff members of the school community. To send targeted communication, she assigns labels to groups:

  • Label A: teaching assistants and support staff

  • Label B: teachers, directors, and department heads
    With these labels, she sends out two different invitations: one with the correct ticket price for Group A, and one for Group B.