Luma gives you good exports. The AttendBeacon event platform reads them and rebuilds your event: ticket types, prices, questions, check-ins and, if you want them, the guests. Nothing is created until you press Build the event, and nobody gets an email.
Before you start
- Decide which event you are moving. An upcoming event becomes a draft. An event that has already happened can come over as an earlier edition, so your reports can compare with it.
- Make sure you may hand the guests' details over. Your organisation is the controller of that data, and moving it to the tool you run the event with should fit why you collected it.
- Have your Mollie or Stripe account ready if you will sell tickets. Ticket money goes straight to your own account, and AttendBeacon takes no platform fee.
Step 1: download the guest list
Luma's help page on downloading guests gives the steps:
- Open your event's Manage page.
- Go to the Guests tab.
- Click Download CSV in the top-right corner.
The file has each guest's name, email address, registration date, approval status, ticket type, check-in status, payment details, coupon code and answers to your registration questions. Luma emails you a one-time Confirm Access code before the download starts.
For the money side, Luma's page on payouts and proceeds explains how to download the proceeds of an event from its Guests tab.
Step 2: bring your event over
In your AttendBeacon workspace, go to Events, choose New event, then Bring your event over.
- Upload the files. The import recognises Luma's guest list by its columns and matches them for you. Add a schedule or a calendar file if your event has an agenda.
- Review what we found. Ticket types and prices, coupon codes, questions and the agenda. Your own registration questions become questions in AttendBeacon. Luma's QR code links and tracking columns are left out.
- Name, dates and currency. Prices are kept as the numbers in the files, in the currency you choose, never converted.
- The people. You decide whether to import them, after confirming you may. Their orders are recorded as paid elsewhere, with their totals. Consent boxes are never imported.
- Build. An upcoming event is built as a draft. Nothing is published and nobody is emailed.
The uploaded files are deleted once the event is built, or after a day if you stop.
If the event has already happened, switch on "This edition has already happened". It is built closed, with its guests and check-ins, free and outside AttendBeacon's limit of 1,000 participants.
Step 3: give your calendar a new home
On Luma, people follow your calendar. In AttendBeacon, that is a community: a public page at an address like attendbeacon.com/c/your-group, with the upcoming events, earlier ones with slides and replays, a calendar feed and a Join button. Members join with their email address and a six-digit code and choose what they hear about. For a regular rhythm, turn one event into a series that publishes the next ones by itself.
Luma lets you download your calendar's people as a CSV. We recommend that you do not import them as members. Invite them instead: put the link to the new community in your next events on Luma and in what you send your guests there. Everyone who joins has chosen to, which is the cleaner start under the GDPR.
You can also put your upcoming events on your own website with the embed code, as many organisers do with Luma's calendar.
Step 4: before you go live
- Check the draft. Ticket types, prices, sales dates and questions.
- Payments. Connect your Mollie or Stripe account.
- Publish when you are ready.
- Send tickets. Guests you imported have no AttendBeacon ticket yet. For a published event you can send them their tickets once, when you choose. Tell them first that the event moved.
- The venue. If you hid the address on Luma until people registered, you can do the same here: only guests with a ticket see it.
What changes for your guests
- They register on the event's own page, or in the event app in the browser, the App Store or Google Play.
- At the door, volunteers scan tickets with their own phone, also when the Wi-Fi drops. See phone check-in.
- At the event, they can find each other in the directory, send messages and book meetings.
What it costs
Importing is included. Free events are always free. Any other event is free up to 1,000 participants; above that, a one-off licence costs €500 per event, excluding VAT. There is no platform fee on paid tickets. See the pricing, the comparison with Luma and the ticket fee calculator.
Closing your Luma calendar
Only when you are sure. Luma's help page explains how to delete a calendar, and advises downloading your calendar's people first. Delete that download too once your members have moved.
Luma is a trademark of its owner. AttendBeacon is independent of Luma and is not affiliated with, sponsored or endorsed by it.