Online Event Ticketing System in Canada: How Digital Ticketing Works

An online event ticketing system allows organizations to create event pages, sell tickets, collect attendee information, process payments and manage guests digitally.

For Canadian charities, nonprofits, schools and community organizations, online ticketing can also become part of a larger fundraising campaign.

Instead of managing ticket orders through email, spreadsheets and paper lists, organizations can give supporters one place to choose tickets, register and pay online.

The fundraising team can then track ticket sales, guest information and attendance from the same system.

For events such as charity galas, golf tournaments, fundraising dinners and school events, online ticketing can also connect registered attendees with auctions, donations and other fundraising activities.

This guide explains how online event ticketing works, the features to consider and what Canadian fundraising organizations should look for when choosing a system.

What Is an Online Event Ticketing System?

An online event ticketing system is software that allows event organizers to sell and manage tickets through the internet.

Instead of requiring supporters to purchase physical tickets or contact the organization manually, attendees visit an event page and complete the registration process online.

Depending on the system, organizers can:

• Create free and paid tickets
• Create multiple ticket types
• Sell individual seats and tables
• Set event capacity
• Collect custom registration information
• Accept online payments
• Manage guest information
• Track ticket status
• Transfer tickets
• Check attendees in
• Export event data
• Connect ticket holders with fundraising activities

For nonprofit fundraising events, this can reduce the number of separate systems organizers need to manage.

How Does Online Event Ticketing Work?

The process starts with creating the event.

Organizers add information such as the event name, date, time, venue and event capacity.

Next, they create the available ticket types.

For example, a Canadian charity gala could offer:

Early Bird Ticket: CA$150

General Admission: CA$175

VIP Ticket: CA$250

Table of 10: CA$1,750

The organization can then add descriptions and registration questions relevant to each ticket.

Once the event is ready, the ticketing page can be shared with supporters.

Guests visit the page, choose a ticket, provide the required information and complete payment online when purchasing a paid ticket.

The organizer can monitor ticket sales and attendee information as registrations come in.

On event day, the same guest information can help staff manage check-in.

Online Ticketing vs Traditional Ticketing

Traditional event ticketing can involve physical tickets, manual payment collection and spreadsheets containing attendee information.

That approach may be manageable for a small event.

It becomes more complicated when an organization is selling hundreds of tickets or managing tables, sponsors and different guest types.

Online ticketing moves much of this process into a digital system.

Supporters can purchase tickets without waiting for an organizer to respond.

Registration information is collected as part of the transaction.

Payments can be completed online.

Guest information can be reviewed before event day.

The goal is not simply to replace a paper ticket with a digital one.

A good online ticketing process connects ticket sales, registration, payments and guest management.

Create an Online Event Page

The event page is often the first place a potential attendee interacts with your event.

It should answer the main questions immediately.

What is the event?

Who is organizing it?

When is it happening?

Where is it being held?

What does the ticket include?

How much does it cost?

What is the fundraising purpose?

Keep important information easy to find.

For a fundraising event, explain the cause as well as the event itself.

A supporter should understand why the organization is hosting the event before reaching checkout.

Brand Your Online Ticketing Page

Your online ticketing page should look connected to the organization hosting the event.

Branding can include:

• Organization logo
• Event banner
• Campaign photographs
• Sponsor recognition
• Event information
• Venue details

Consistent branding can help supporters recognize that they are purchasing from the correct organization.

Avoid overloading the page with unnecessary design elements.

The event information and ticket-purchasing process should remain easy to understand.

Create Multiple Ticket Types

Most fundraising events need more than one ticket option.

An online event ticketing system can allow organizers to create different ticket categories for different attendees.

These might include:

• Free admission
• Early bird
• General admission
• VIP
• Student
• Sponsor
• Individual seat
• Full table

Each ticket type can have its own price and availability.

This can be useful for fundraising events where corporate sponsors, individual supporters and invited guests may have different registration requirements.

Sell Individual Tickets Online

Individual ticket sales are straightforward for many events.

A supporter selects the ticket, provides the required information and completes payment.

The organizer receives the registration information digitally rather than manually adding the guest to a spreadsheet.

For Canadian fundraising events, prices can be displayed in Canadian dollars when supported by the ticketing system.

Make the purchasing process as short as practical.

Only ask for information your organization actually needs.

Sell Tables Online

Charity galas and fundraising dinners often sell complete tables in addition to individual tickets.

This creates another layer of guest management.

One person may purchase a table for ten but not know the names of all ten attendees at the time of purchase.

An online ticketing system can help manage this process.

With GalaBid, table purchasers can assign seats and manage their guest list.

They can provide guest information at the time of purchase or update it later.

Once a seat is assigned, the guest can receive an invitation and confirm or update their information.

This can reduce the amount of manual follow-up required from the fundraising team.

Collect Registration Information Online

Ticket registration can collect more than a guest's name and email address.

For a charity dinner, organizers may need meal choices.

A fundraising event may need accessibility information.

A corporate event may need the attendee's organization.

Custom questions can be used to collect relevant details during registration.

For example:

What is your meal preference?

Do you have any dietary requirements?

Do you require accessibility accommodations?

Which organization are you attending with?

Keep questions relevant.

Every additional field adds another step to the registration process.

Set Ticket and Event Capacity

Online ticketing can help prevent an event from exceeding its capacity.

Organizers can set an overall event limit as well as limits for individual ticket types.

For example, a 500-person fundraising event might allocate:

50 VIP tickets

300 general admission tickets

100 table seats

50 sponsor or complimentary tickets

Once a ticket category reaches its capacity, additional sales can be prevented.

This can give organizers a clearer picture of availability without manually updating ticket counts.

Accept Online Ticket Payments

One of the main functions of an online ticketing system is allowing supporters to complete payment at the time of purchase.

Canadian organizations should understand exactly how those payments work.

Ask:

Which payment processor handles the transaction?

Are payments processed in Canadian dollars?

What payment methods can guests use?

What processing fees apply?

When does the organization receive the funds?

Does the ticketing provider hold the money?

The answers should be clear before ticket sales begin.

Online Ticket Payments With GalaBid

GalaBid uses Stripe Canada for online ticket payments.

Organizations connect an existing Stripe account or create one as part of their GalaBid setup.

Ticket payments are processed through the organization's connected Stripe account.

GalaBid does not hold ticket revenue until after the event.

Payout timing is managed through the organization's Stripe account.

Guests can pay using supported card payments, Apple Pay or Google Pay.

This gives Canadian organizations a clear payment path from ticket purchase to their connected payment account.

Understand Online Ticketing Fees

Online ticketing costs vary between systems.

Possible charges can include:

• Platform fees
• Per-ticket fees
• Payment-processing fees
• Subscription fees
• Setup fees
• Paid feature upgrades

Look beyond the headline price.

An online ticketing platform with a low advertised fee may have additional processing or feature costs.

Organizations should understand the complete pricing structure before setting ticket prices.

Also determine whether applicable payment-processing fees can be absorbed by the organization or passed to purchasers.

GalaBid allows organizations to absorb or pass on applicable Stripe processing fees.

Make Online Ticket Purchasing Mobile-Friendly

Many supporters will purchase event tickets from their phones.

They may discover the event through an email, social media post, message or QR code.

The online ticketing experience should therefore work well on a small screen.

Test the complete process yourself.

Can you read the event information easily?

Can you select a ticket?

Can you complete registration?

Can you make the payment?

Can you find the confirmation afterward?

Do not evaluate an online ticketing system only from a desktop computer.

The mobile experience may be the primary experience for many attendees.

Share Your Ticketing Page Online

An online ticketing page only works when potential attendees can find it.

Organizations can promote their event through channels such as:

• Email
• Social media
• Newsletters
• Organization websites
• Sponsor communications
• Community groups
• Printed event materials

A single shareable event link makes promotion easier.

QR codes can also direct supporters from printed materials to the online event page.

For example, a QR code on a gala invitation can take the recipient directly to the ticketing campaign.

Online Ticket Confirmation

After completing registration, attendees should receive confirmation that their ticket has been successfully reserved or purchased.

With GalaBid, guests receive a confirmation email with their ticket attached.

This provides attendees with a record of their registration and gives event staff a clear process for verifying guests when they arrive.

The confirmation should also include or connect guests with the important information they need for the event.

Manage Attendees Digitally

Online ticketing gives organizers a central record of ticket purchasers and registered guests.

This becomes increasingly useful as the event grows.

Organizers may need to know:

Who purchased tickets?

Who has been assigned a seat?

Who has accepted an invitation?

Who declined?

Which tickets remain unassigned?

Who has arrived at the venue?

Instead of maintaining several versions of a guest spreadsheet, this information can be managed through the ticketing system.

Transfer Event Tickets

Attendee plans can change after a ticket has been purchased.

A guest may no longer be able to attend.

A corporate table may need to replace one attendee with another.

Ticket transfers allow organizers to update the attendee without creating an entirely new purchase.

With GalaBid, a ticket purchaser or campaign administrator can transfer a ticket to another guest.

This helps keep the event's attendee information current.

Online Ticketing and Event Check-In

Online ticketing should connect naturally with what happens when guests arrive.

Event staff need a reliable way to identify registered attendees and record attendance.

With GalaBid, guests can show their PDF ticket and event staff can mark them as checked in through a volunteer account or campaign dashboard.

Staff can use laptops or mobile devices to manage attendance.

Organizers can also view information such as accepted invitations, declines, assigned tickets, unassigned tickets and checked-in guests.

Train event staff before the doors open so they understand the check-in process.

Online Ticketing for Charity Galas

Charity galas often have more complex ticketing needs than ordinary admission events.

An organization may sell:

• Individual seats
• Full tables
• Sponsor tables
• Complimentary tickets
• Different admission levels

Organizers may also need meal selections, dietary requirements and guest information.

After registration, the same attendees may participate in a silent auction, live auction, paddle raise, raffle where permitted or donation campaign.

For these events, an online ticketing system that connects with fundraising activities can reduce the need for separate registrations.

Online Ticketing for Golf Tournaments

Golf tournaments can require registrations for individual players, teams, sponsors and guests.

Organizers may also need information about participants before the event.

Online registration can help collect this information while processing ticket or registration payments.

If the tournament also includes an auction, dinner or other fundraising activity, consider whether the ticketing system can connect participants with those activities.

Online Ticketing for School Fundraisers

Schools and parent organizations can use online ticketing for fundraising dinners, performances, community events and other activities.

Some events may charge admission.

Others may be free but still require registration because the school needs to manage capacity.

An online system can support both situations.

Ease of use is particularly important when events are organized by volunteers who may only use the system a few times each year.

Connect Online Ticketing With Silent Auctions

For fundraising events, ticketing can be the first step in a longer supporter journey.

A guest may purchase a gala ticket several weeks before the event.

On event night, that same guest may want to bid in a silent auction.

If the ticketing and auction systems are completely separate, the guest may need to register again.

GalaBid allows ticket purchasers and assigned guests to be connected with the fundraising campaign so they can participate in available auction activity without beginning again with an unrelated registration.

This can make the transition from attendee to fundraising participant simpler.

Connect Ticketing With Donations

A fundraising event may also provide supporters with an opportunity to make a donation.

Combining ticketing and fundraising activity within the same campaign can give registered attendees a consistent experience.

However, Canadian organizations should distinguish between a ticket payment and an eligible charitable gift.

Paying for admission does not automatically mean the full ticket price qualifies for an official donation receipt.

Online Ticketing and Canadian Donation Receipts

Registered Canadian charities must follow Canada Revenue Agency requirements when determining whether part of a fundraising event ticket qualifies for an official donation receipt.

When a ticket purchaser receives something in return, such as admission or a meal, that benefit may be considered an advantage.

The fair market value of applicable advantages must generally be considered when calculating the eligible amount of the gift.

For example, a fundraising dinner ticket that includes a meal cannot simply be treated as a full donation.

When the value of the advantage is more than 80% of the amount provided, the CRA generally considers that there is no true intention to make a gift and a receipt cannot be issued.

The registered charity remains responsible for determining whether a receipt is appropriate and calculating the eligible amount.

The ticketing system can provide transaction and attendee information, but it does not replace the charity's receipting responsibilities.

Online Ticketing and GST/HST

Canadian organizations should also determine whether GST or HST applies to their event tickets.

The answer depends on the organization, event and circumstances.

GalaBid allows applicable tax to be added to ticket types.

However, the organization remains responsible for determining its own tax position.

If you are unsure whether tax applies to your event admission, seek appropriate accounting or tax advice before tickets go on sale.

Protect Attendee Information

An online event ticketing system collects information about real people.

Depending on the event, this can include names, email addresses, payment information and answers to custom registration questions.

Only collect information the organization actually needs.

Limit access to appropriate staff and volunteers.

Review the ticketing provider's security and privacy information before launching the event.

Also make sure team members understand how attendee information should be handled and exported.

Track Online Ticket Sales

Online ticketing gives organizers visibility into ticket activity before the event.

Depending on the system, organizers can review information such as:

• Tickets sold
• Ticket categories
• Guest details
• Payment status
• Assigned tickets
• Unassigned tickets
• Acceptances
• Declines
• Check-in status

This information can help event teams prepare staffing, catering and guest management.

It can also provide useful information when reviewing the event afterward.

How to Choose an Online Event Ticketing System

Start with the experience you want to create.

Think about both the organizer and attendee.

Your requirements might include:

We need online ticket sales in Canadian dollars.

We need individual and table tickets.

We need to collect dietary requirements.

We need a mobile-friendly checkout.

We need online payment processing.

We need ticket transfers.

We need guest check-in.

We want registered guests to participate in our silent auction.

Once these requirements are clear, evaluate systems against them.

Avoid choosing a platform based on a feature list that includes tools your organization will never use.

Questions to Ask Before Choosing Online Ticketing Software

Before choosing an online event ticketing system, ask:

Can supporters purchase tickets easily from a phone?

Can we create free and paid tickets?

Can we sell individual tickets and full tables?

Can table purchasers manage their guests?

Can we create custom registration questions?

Can we set ticket and event capacity?

Can we accept Canadian dollar payments?

Which payment processor handles our money?

Does the platform hold our ticket revenue?

What fees apply?

Can tickets be transferred?

Can we manage check-in digitally?

Can we export attendee information?

Can registered attendees participate in our fundraising activities?

These questions help evaluate the complete online ticketing experience rather than ticket sales alone.

How GalaBid Supports Online Event Ticketing in Canada

GalaBid provides online event ticketing and guest management for Canadian charities, nonprofits, schools, foundations and community organizations.

Organizations can create branded event pages and offer free or paid tickets.

Multiple ticket types can be created for groups such as general admission, VIP guests, students or table purchasers.

For gala events, organizations can sell complete tables and allow purchasers to assign seats and manage their own guest lists.

Custom registration questions can collect information such as meal choices and dietary requirements.

Organizations can also set capacity for individual ticket types and the event overall.

Online ticket payments are processed through the organization's connected Stripe Canada account. GalaBid does not hold ticket proceeds until after the event.

Guests can use supported card payments, Apple Pay or Google Pay.

On event day, staff can manage check-in from a laptop or mobile device and track guest status through the campaign.

Ticketing can be used independently or connected with available GalaBid fundraising activities such as silent auctions, raffles where permitted and donations.

This means the online ticket purchase can become the first step in a broader fundraising experience rather than a separate transaction.

Online Event Ticketing System FAQs

What is an online event ticketing system?

An online event ticketing system allows organizers to create event pages, sell or distribute tickets, collect attendee information, process payments and manage guests digitally.

How does online event ticketing work?

The organizer creates an event and ticket types, then shares the event page. Attendees select tickets, provide registration information and complete payment online when required.

Can nonprofits sell event tickets online?

Yes. Nonprofits can use online ticketing systems to sell admission to galas, golf tournaments, fundraising dinners, school events and other activities.

Can an online ticketing system sell tables?

Some systems support multi-ticket or table sales. GalaBid allows table purchasers to assign seats and manage their guest lists.

Can I offer free tickets online?

Yes. GalaBid supports both free and paid ticket types.

Can I collect dietary requirements during online registration?

Yes. GalaBid allows organizations to create custom questions using text, checkbox or multiple-choice fields.

Can I set a maximum number of tickets?

Yes. GalaBid allows organizers to set an overall event capacity and limits for individual ticket types.

How are GalaBid online ticket payments processed in Canada?

Paid tickets are processed through the organization's connected Stripe Canada account. Payouts follow the organization's Stripe payout schedule.

Does GalaBid hold ticket revenue until the event?

No. GalaBid does not hold ticket proceeds until after the event. Payments are processed through the organization's connected Stripe Canada account.

Can guests pay from their phones?

Yes. Guests can purchase tickets using a phone or computer. Supported payment methods include cards, Apple Pay and Google Pay.

Can online ticket holders participate in a silent auction?

Yes. GalaBid can connect ticketing with fundraising activities so ticket purchasers and assigned guests can participate in available auction activity within the campaign.

Can event staff check guests in digitally?

Yes. GalaBid allows staff to mark attendees as checked in through the campaign dashboard or volunteer accounts using laptops or mobile devices.

Can Canadian charities issue donation receipts for online event tickets?

A registered charity may be able to issue a receipt for an eligible portion when CRA requirements are satisfied. Applicable advantages, such as a meal or event admission value, must be considered when calculating the eligible amount.

Take Your Event Ticketing Online

An online event ticketing system can simplify much more than selling admission.

It can help Canadian fundraising organizations create event pages, manage ticket types, collect guest information, process online payments and prepare for event-day check-in.

For nonprofits and charities, online ticketing can also connect attendees with the wider fundraising campaign.

GalaBid brings online ticketing, guest management and fundraising activities into one browser-based platform, allowing organizations to manage more of the event from one place.

Supporters can purchase tickets from their phones or computers, while event teams can manage registrations and prepare attendees for the fundraising activities available at the event.

Make online ticketing simple for your guests and easier to manage for your fundraising team with GalaBid.

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