Whether you're hosting gallery openings, art classes, workshops, or special events, Crafted Call provides comprehensive tools to organize, price, and promote your events. Create a single event or build an entire series of classes with flexible pricing models that support various revenue scenarios.
Feature availability: Event management is available only when the events module is enabled for your organization. If you do not see event tools in your dashboard, check Settings > Billing or contact support.
Understanding Event Types
Crafted Call supports multiple event types tailored to different organizational needs:
Exhibitions and openings: Public or ticketed events that launch exhibitions. Typically free or low-cost, designed to drive attendance and engage your community.
Classes and courses: Structured instructional programs that run over multiple sessions (e.g., "8-week Painting Fundamentals"). Ideal for art education organizations.
Workshops: Single or multi-session intensive learning experiences focused on specific techniques or mediums.
Special events: Fundraisers, artist talks, panel discussions, galas, or other non-instructional events.
Social events: Community gatherings, open studio events, or casual networking opportunities.
When creating an event, specify its type to enable relevant features and pricing options.
Pricing Models: Full Series vs. Per Session
Crafted Call supports flexible pricing to match your revenue model:
Full series pricing: Charge one price for the entire course or event series. Participants commit to the full program. Common for multi-week classes where you want consistent enrollment.
Per-session pricing: Charge by individual session, allowing drop-in attendance. Better for workshops or one-off events where commitment varies.
Hybrid pricing: Offer both options—a discounted full-series price for committed students alongside per-session pricing for drop-ins. This captures two market segments with different preferences.
When setting up pricing, specify which model applies to your event. The pricing model affects how registration and payment work.
Tip: For ongoing classes, full-series pricing generates predictable revenue and helps you plan instruction. For workshops, per-session pricing maximizes accessibility and drop-in participation.
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Early Bird and Member Pricing
Incentivize early registration and reward loyalty with tiered pricing:
Early bird pricing: Offer a discounted rate for registrations during a specific period (e.g., first 20 registrations or registrations before a specific date). Creates urgency and helps you predict enrollment early.
Member pricing: Provide reduced rates for organization members or season pass holders. Encourages membership renewals and rewards supporters.
Group discounts: Offer volume discounts for groups registering together (e.g., 10% off for 5+ participants).
All pricing tiers are tracked separately, so you'll know exactly who benefited from early bird offers and can plan member benefits strategically.
Set pricing tiers during event creation or edit them anytime before registration closes.
Payment Plans with Deposits
For higher-priced events, payment plans remove barriers to participation:
Deposit system: Require an upfront deposit (e.g., 50% of total cost) at registration, with the remainder due by a specified date before the event.
Installment plans: Divide the total cost across multiple payments scheduled throughout the registration period.
Flexible payment dates: Set custom payment schedules (e.g., 50% upfront, 25% at week 4, 25% at week 8 for an 8-week class).
Payment plans are optional—you can require full payment at registration or allow flexible installments. This is particularly useful for expensive workshops or extended classes where cost might otherwise prevent participation.
Best practice: For classes over $200, offer a payment plan. Even modest installments (25% deposits) significantly increase conversion rates.
Adding Team Members: Teachers and Instructors
Build a complete event team by adding instructors, teaching assistants, and other staff:
Navigate to the event's team section
Search for existing organization members or invite new people
Set compensation (optional) for contract instructors
Team members appear on your event listing and receive event updates, notifications, and access to enrollment data. Participants see instructor names and can often click to view bios.
Instructor information: Add instructor bios, experience descriptions, and profile images to build credibility and help participants choose classes.
Multiple instructors: Assign co-instructors for classes with multiple teachers, or instructors for different sessions in a series.
Guest instructors: Invite external instructors who may not be regular staff members.
Event Templates
Save time creating similar events by using templates:
Create a template: Design one class or event exactly as you want it (pricing, format, instructor role, description structure). Save it as a template.
Duplicate and customize: When creating a new event, select the template and modify details (dates, instructor, season-specific content).
Templates include: Pricing structure, team role configuration, description templates, and lesson outlines.
This is especially valuable for organizations that run the same class multiple times per year or recurring workshop series.
Essential Event Details
When creating an event, complete these required and optional fields:
Required:
Event title and type
Dates and times for all sessions
Location (in-person, online, or hybrid)
Pricing and registration deadline
Strongly recommended:
Detailed event description explaining what participants will learn
Target audience and skill level (beginner, intermediate, advanced)
Supply lists or materials needed
Cancellation policy
Accessibility information
Optional:
Prerequisites or recommended experience
Parking and transportation details
Instructor bios and photos
Course syllabus or detailed session outline
External links to artist websites or reference materials
Important: Complete descriptions and clear logistics reduce questions and improve the registration experience. Participants should never need to contact you with basic questions—your event posting should answer everything.
Event Status and Visibility
Control when your event appears publicly:
Draft: Event exists but isn't published. Use draft mode to plan before announcing.
Published: Event is live and discoverable. Registrations can begin.
Closed: Registration window has ended, but event information remains visible.
Archived: Past event moved to archives. Not visible to the public but searchable for historical reference.
Change event status as registration periods open and close.
Creating Your First Event
To get started:
Click "Create New Event"
Select event type (class, workshop, exhibition opening, etc.)
Enter basic details (title, dates, location)
Choose pricing model and set prices
Add description and event details
Invite instructors or team members
Save as draft and preview
Publish when ready to accept registrations
Test your event creation in draft mode before publishing to ensure all information is correct.
By clearly defining your event structure, pricing, and team, you create a professional registration experience that converts interest into enrollment and sets participants up for a successful experience.
