Organizer guide
How to sell tickets for a university club event in Saudi Arabia
Vibook puts event setup, ticketing and check-in in one place, in Arabic and English. These are the steps a university club goes through, from idea to event day.
1. Set up your club account
- If your university is on Vibook (for example King Fahd University of Petroleum & Minerals at kfupm.vibook.app), you receive an email invitation to manage your club's page.
- If not, sign in, open the Create page and choose Organization to create a page for your club.
2. Create the event in five steps
- Basics: title, description, category and poster.
- Organizer & venue: pick your club, then add the Google Maps link and room number.
- Tickets: create ticket types with a price in SAR and a quantity. A tier can be limited to students of one university or to any student verified by university email.
- Registration: add the registration questions you need and choose whether registrations need your approval.
- Invitations: invite attendees by email if you want to.
3. Supervisor approval
- Events from clubs under a university are sent automatically to the club's supervisor or the university team, who get an email about it.
- The event goes live as soon as it's approved. If changes are requested you get the reviewer's notes, and editing the event resubmits it automatically.
4. Share the event
- The event appears on your university hub, your club page and the Vibook events list.
- Share the event link or its QR code in your club's channels.
5. Registration and tickets
- Students register on the event page and get a QR ticket by email, which also stays in their account.
- When seats run out the button becomes a waitlist, and you can accept people from it later.
- Follow registrations and answers from the organizer portal.
6. Event day: check-in
- Your team opens Vibook's scanning tool and scans each student's ticket at the door; the screen shows whether the check-in went through.
- Team members can be added as checkers, who can scan tickets without managing the club.
Fees
- Free events: no Vibook platform fee on any plan.
- Paid tickets: a 3% Vibook platform fee on the Free plan, 0% on Pro and Business.
- Payment-processing fees are separate and depend on the payment method. Prices exclude VAT.
For payment and payout questions, contact sales@vibook.app.