The LFA is delivered by a wide range of individuals, collectives and organisations. For some of you, this might be the first time you need a system for managing ticketing to an activity. This guide helps walk you through how booking LFA activity works on the LFA website and the process of setting up your very own booking link, should you need it.
On this page you can find information on:
1. How LFA activities are booked
2. Which booking platforms can be used
3. Setting up an Eventbrite booking link
4. Managing an Eventbrite booking link
Understanding how LFA activities are booked
In 2024, we introduced ‘LFA Attendee’ accounts, where individuals can create their very own account on the LFA website to save their favourite activity, book tickets and create their own bespoke Festival plan using our itinerary feature.
To book onto LFA activity, individuals need to have an LFA Attendee account. Once they’ve registered and are logged in, they then have access to save all their favourite activity to their account and access the booking links for ticketed activity. From this they can create their very own LFA Itinerary. You can create your very own itinerary in your account too!
As an organiser, you will be able to see how many people have ‘saved’ your activity, so you can get a sense of numbers on the day and plan accordingly. Please note however: for free activity we expect a drop out rate of 40-50% on the day, and if drop in some people turning up who haven’t ‘saved’ your activity.
If your activity is drop in, you do not need to worry about this next section. But if your activity requires a ticket, please read on.
Which booking platforms can be used
You are welcome to use whichever preferred platform you’d like for your LFA activity booking – whether this Eventbrite, or your own organisations system. However, for those starting out with managing activity, we recommend Eventbrite.
Eventbrite is free to use for free activity. For activity where you need to sell tickets Eventbrite charges a small fee based on a fixed charge and a percentage. You can choose to absorb this cost into your tickets price or pass it on to the person booking. Either way you’ll know how much you’ll receive for each ticket.
If you have never used Eventbrite, the details below should help you create an account and your first activity.
If your activity happens over multiple dates, you might like this Eventbrite guide here.
Setting up an Eventbrite booking link
1. Firstly, head to the Eventbrite website here and click on the button in the top right marked ‘Create activity’.
Once you have entered the required information about yourself (email, name and password), click ‘Sign up’.
Note:
If you haven’t used Eventbrite before, you will need to create an account by clicking ‘Get Started’.
2. When you reach the next page, you will have with two options for creating your activity. We recommend using the second option: ‘Start from scratch’ option.
3. Once you click on this option, you will then need to fill out the relevant details about your activity.
Note: The information you provide here needs to correspond exactly with the information that is on your LFA page, you can simply copy the text across from your LFA listing. This includes the hero image. If you make any subsequent changes to your LFA page – you must also make the relevant changes to your Eventbrite page.
Note: If you have multiple dates for the same activity, you can add these to the date options, rather than creating individual links for each date.
4. You are only able to upload one booking link to your LFA submission. To create a single Eventbrite booking link for an activity happening on multiple dates, please select ‘Recurring event’ in the ‘ Date and location’ section. Once you click continue on the ‘Build event page’ step, you will be able to schedule multiple dates for your activity.
5. Next you will need to confirm the number and type of tickets you want available for your activity. If there is a cost, you will need to add standard and concession rates.
Note:
Again, think about potential dropout rates and consider how many tickets you want to make available to ensure your venue is full. For many free activity it’s important to recognise that’s there will likely to be a dropout rate. For this reason, we often recommend that you slightly overbook free activity to ensure the venue reaches its capacity. That means setting the number of tickets available above the capacity of the venue. Please speak to us about overbooking if you’d like advice on the potential dropout rate.
Note: For activity with multiple dates, tickets automatically appear on all occurrences. Create ticket types related to registration type (e.g., General Admission, concessions, etc.). Do not create ticket types related to an individual occurrence (e.g. Friday, 3 June etc.).
6. Next you will then be able to review your activity information.
Note: In the ‘When should we publish your event?’ section, please select schedule for later to ensure that tickets do not go on sale until the programme launch in May 2026 This is mandatory for LFA activity to be accepted.
7. Once everything has been reviewed and the activity is scheduled to be published on the programme launch date, you can click the ‘publish now’ button at the bottom of the page.
8. You can then copy the booking link for your activity into the booking section on the LFA website. you can find this by pressing the ‘View’ button on Eventbrite.
9. Well done, you’ve completed your activity booking page!
Managing an Eventbrite booking link
10. After your tickets have gone live in May and our programme has launched, you will be able to see your activity and any relevant reports on your dashboard page.
Here you can see how many tickets have been sold already, and whether more noise is needed around your activity or whether a second activity is needed as the first has sold out!
If you’re activity has sold out, make sure to update the team, so we can mark your activity as sold out on the LFA website!