How To Run An Event With Member Jungle - A Guide

Discover how to efficiently run events for your club or association using the Member Jungle system. This guide covers the entire event management process, from setting up online registration and ticketing to promoting your event through integrated tools. Learn to streamline event check-in, manage attendee details, and gather valuable feedback for future improvements, ensuring every event you host is a success with Member Jungle's powerful features.

Two full years ago, I wrote the original version of this article, all about how to run an event with the Member Jungle system. However, a lot’s changed in the past two years. Two years ago, South Africa were the rugby champions of the world. Now, they have defended their title and are still the rugby champions of the world. But they are now also the ICC World Test Champions, too. Making them the first nation to hold the test cricket and rugby championships at the same time. 

 

 

 

Slightly more relevant to us here today, however, Member Jungle has evolved a lot in the past two years, too. 

You see, Member Jungle is always under development, with the system always being worked on, developed and improved. This means that over the past two years, the Member Jungle system has improved significantly, and there are now many more features available for running your club or association's events through the system. 

So, today, let’s cover how to run an event with Member Jungle from creating an event all the way through to reviewing it after the fact. 

• Set up your event
• Organise tickets
• Promote your event 
• Run your event 
• Gather feedback and improve future events  

Overview Of Running Events With Member Jungle

Before we get into specifics, let’s have a quick overview of how events with Member Jungle work.

With Member Jungle, you can:

• Create Your Event: Set up all event details directly within the system.
• Promote Online: Easily advertise your events to members and the public.
• Manage Registrations: Easily track attendees and their details.
• Process Payments: Handle ticket sales and payments securely.
• Streamline Check-ins: Use the system for quick and easy attendee check-ins on the day.
• Review Events: After the event, use the system to check attendance, review profitability, and gauge event success. 

The Member Jungle system is designed to simplify your entire event process, from initial setup to final check-in. Basically, it consolidates all your event management needs into one system, making the entire process easier and more efficient for both your organisation and your attendees.

There are already detailed step-by-step instructions on how to set and run events on the Member Jungle Support Site. So, while I will be going into details here, I will not be doing step-by-step instructions with labelled diagrams, as that is already available. This is more of a guide to the available features and their optimal use, rather than an instruction manual. However, at the end of each section, I will provide a link to the more detailed Support articles for those who wish to learn more details. 

So, no more mucking about, let’s dive in. 

Setting Up Your Club Event Using Member Jungle

Setting up your event is obviously the first step; with Member Jungle, you just need to open your Event Module and select “Add an Event” from the left-hand menu. This will open up the page below. 
 

 

This is where you can enter all of the details of your event. This is broken up into eight individual tabs, all of which allow you to enter your relevant event information under each tab.  

These tabs are: 

• General 
• Location
• Images/Documents 
• Contact 
• Security 
• Other
• Registrations
• Emails

 

A ninth tab, “Ticketing”, will appear if you click Allow Online Registrations and Accept Online Payments in the “Registrations” tab.  

Of all these tabs, the "General" tab is the only one that you are required to enter information into before publishing your event. However, I highly recommend reviewing all the tabs and entering any relevant information. You want your event to be truly informative and include everything your attendees could possibly need. If you only enter the bare minimum, your members will likely have many unanswered questions.

So, to ensure your event details are comprehensive and helpful, make sure to add:

• Event Description: Clearly outline what attendees can expect from your event.
• Thumbnail Image & Main Image: Make your event visually appealing with engaging graphics.
• Related Documents: Include any necessary documents attendees might need to access.
• Main Contact: Specify who the primary contact person is for event inquiries.
• Audience Settings: Choose whether your event is open to the public or for members only, and if only members, whether all members can attend or just those from select groups.
• Tickets (if applicable): Define the number of tickets available and their respective costs.
• Event-Scheduled Emails: Create automated emails that will go out at set times leading up to your event (e.g., to remind people to buy tickets or attend).
• Event Frequency: Choose if your event is a one-off activity or a recurring one.

For a more detailed breakdown of adding an event, check out Add an Event.

For more information on recurring events and how to use them, please read Recurring Club Events With Member Jungle.

Setting Up Tickets For Your Event

Before we move on to promoting your new event, I thought we’d quickly cover how to set up tickets for your event. 

Under the Ticketing tab, you will be able to set up your tickets. Including:

 

• How many different kinds of tickets you want 
• How many available tickets there are
• The price of those tickets
• Who is able to buy those tickets 
• Discounts for particular membership levels (i.e. Gold Members get 10% off) 

 

 

You can also add a few things to the “Ticket Fields” option. This allows you to choose the type of information you want to collect from your members when they purchase tickets. These can include the attendee's name (account), group members, email, age, skill level, dietary requirements or pretty much anything else you want to know.

With Member Jungle, the power to create diverse ticketing options is in your hands. You can easily set up various ticket types at different price points, collecting specific information for each. This flexibility means you can offer a public ticket at one price, a separate member-only ticket, and even provide exclusive discounts or special inclusions based on different membership levels. So, whether you want to keep it simple with a single ticket type or dive into a granular system of varied tickets and discounts, Member Jungle has you covered.

For more information on setting up tickets, read Add Event Tickets.

How To Promote Your Events Using Member Jungle

Now that your event is set up and published, you need to start promoting it so that people are aware of it and actually turn up. Member Jungle gives you a wide range of ways to promote your events to both your members and the public. So, let’s have a look at some of those ways.

Automated Scheduled Emails

Plan and schedule event promotion emails directly from the event module. These emails can be set to specific groups (all members, certain levels, registered or non-registered attendees) and can be scheduled to go out at precise times, leading up to your event. This allows you to set up multiple reminder emails about your event when you first create it, and you can then sit back and let the automated system take care of the rest. 

See Events Scheduled Emails for more. 

Event-Based Chatrooms

Member Jungle’s group chats offer a wide range of communication uses, and one particularly great application is for events. Under the "Registrations" tab, when you're setting up your event, you can easily create a dedicated chat room for it.

Anyone who registers for the event will be automatically added to this group chat. This provides you with a super-easy way to communicate with your attendees about the upcoming event, and it also lets attendees chat amongst themselves. So, you don’t end up with dozens of redundant chat rooms. These event-based chats automatically delete seven days after your event closes, though you can change this. 

See Event Based Chat Rooms for details. 

Event Page & Calendar 

Member Jungle provides you with your own customisable events page and events calendar for your website. This provides your members and any visitors to your site a really easy way to check what events are upcoming. 

 

 

 

Of course, this can be locked down so that only members can see it, if that’s what you’d prefer. Either way, it provides a central location for all of your organisation’s events to be listed. 

For a step-by-step guide on setting up and customising your event page, have a peep at Setting up an Events Page and Widgets.

Integrated Marketing Campaigns (Email & SMS)

Member Jungle provides marketing emails and text messages that make it easy to reach both members and the broader public, helping you effectively promote your events.

Through Member Jungle's Email Marketing Module, you can send a set number of marketing emails each month for free, with additional emails available for purchase if needed. These are perfect for advertising your newly created events to members and even past public attendees. For more direct communication, SMS marketing campaigns are also available. These can be incredibly effective when used strategically.

Promoting Events Via The Integrated Mobile App

The Member Jungle system also comes with an integrated and customisable mobile app, which plays an important role in the running of events. Your members are able to view upcoming events, purchase tickets and register for events all via the mobile app; they don’t need to visit the website at all. 

You can also send push notifications to the phones of all members using the mobile app whenever you publish a new event, so you can instantly get eyes on your new event. Plus, you can send out push notifications about upcoming events on the app whenever you want, which is a really effective way to promote an event. 

You don’t have to take my word for it either, Sarah Dixon, the Finance and Operations Manager for the Australian Hand Therapy Association, had this to say about promoting the events via the Member Jungle App. 
 

“I use the notify app part of the events module quite a lot to just send reminders. Its a way of getting quickly to our members if our numbers are a little down on a course that is coming up. They will ask me to do a blast, and I will just do a couple of blasts and wait; look at that, the numbers shoot up again, and I know that members do appreciate having that notification system probably more than anything,” Sarah Dixon - Australian Hand Therapy Association. 

You can hear more of what Sarah Dixon had to say by reading the case study or watching the interview. 

More Ways To Promote Your Event With Member Jungle

Member Jungle offers a whole host of ways for you to promote your event beyond what we’ve already discussed. This includes posting your new event to the News or Blog modules, push notifications to members’ phones and many more. 

Hosting Your Club Events With Member Jungle

When it comes to actually running your event, Member Jungle helps there too, primarily through two key features:

First, at check-in, the Member Jungle system will have a record of everyone registered to attend your event. Each of these individuals will have received a digital receipt. Your admins can then use the built-in scanner in the Member Jungle mobile app to quickly scan the QR codes on these receipts or members’ digital membership cards. This instantly checks them into the event and marks them as attending in the system for later reference. This streamlined process makes event check-in quick, easy, and gets your event off to a smooth start.

Second, Member Jungle allows you to sell your organisation’s merchandise at your events in person, without needing a separate POS system, by simply using the Member Jungle mobile app.

These are small but useful features that significantly streamline the running of your events, making everything more efficient.

For more on event check-ins, check out Easy Member Check-In Software For Your Club.

Gather Feedback and Improve Future Events With Member Jungle

Once your event wraps up, Member Jungle provides the tools to immediately dive into the data collected, giving you vital insights to improve future activities. 

Member Jungle’s Event Attendance Report also makes it simple to see exactly how your events have performed overall. You can quickly identify who attended, who registered but didn't show, and easily distinguish between members and the general public.

 

 

This means you can easily determine precisely what worked and what didn't for your events. This valuable insight allows you to make smarter, data-driven decisions, ensuring every future event you run is better and more successful.

Beyond overall event performance, you can also look into individual members to see which events they've attended throughout their membership. The system allows you to search for members who have bought tickets for others in the past, or find any past event attendees (both members and non-members). You can then easily email these specific groups to re-engage them for your upcoming events.

For more information on this, see Event Reports and Dashboard.

More About Club & Association Events With Member Jungle

So that is an overview of how to run an event with Member Jungle. I hope you found it helpful. 

For everything you need to know about running an event with Member Jungle, check out Everything you need to know about Events on the Website and App. 

For some tips on tracking members’ engagement, read How To Measure Members' Engagement With Member Jungle.