Selling merchandise alongside your entries is an easy way to boost your income. Participants can add a t-shirt, medal engraving or bike transfer while they enter, buy it later from your event page, or pick it up from your shop.
Where to find this feature
Go to Merchandise Setup → Products → View All Products, then click Add Product. To change a product you've already set up, click Manage next to it.
Quick start
For most products, this is all you need:
Click Add Product.
Enter a Name and Description, and choose a category.
Under Stock & Inventory, choose whether the product comes in one version or several (such as different sizes).
Enter the price and, for a single version, how many you have.
Under Collection & delivery, choose how customers will get their item.
Tick the events you want to sell it on.
Click Submit.
Click the Images tab and add a photo.
If your product comes in different sizes or colours, you'll then need to set those up. See Merchandise - Sizes, Colours and Other Variations [LINK].
The rest of this guide explains each setting in more detail.
Product details
Name: Customers will see this, and you'll use it to find the product later. If it's for an annual event, add the year, for example "2027 Event T-Shirt".
Product Category: Used to group products if you set up a shop. To add a new category, go to Merchandise Setup → Product Categories.
Description: Shown wherever the product appears, including your entry form. Keep it short, as many people enter on their phones.
Ordering options
These settings control who can buy the product, where it appears and how much people can buy. You'll only need some of them. Click a setting to find out more.
Order Options Explanations
Always send a confirmation email
Always send a confirmation email
Items bought while entering an event already appear in the entry confirmation. Tick this if you'd also like a separate order confirmation to be sent. Items bought on their own always get one.
Hide this product from the merchandise tab of occasions
Hide this product from the merchandise tab of occasions
Products linked to an event normally appear on the event page's Merchandise tab as well as the entry form. Tick this to show the product on the entry form only.
If you hide a product, people can only buy it while entering, not afterwards. To let participants add it later but stop anyone else buying it, use the next setting instead.
Only allow this product to be purchased by participants of the event
Only allow this product to be purchased by participants of the event
Only people who have entered can buy the product. They can add it later using the Add Items to Booking button in their account. This keeps every order linked to a participant.
This product is mandatory when attached to an entry form
This product is mandatory when attached to an entry form
Every participant must choose this item. Tick it to show a Minimum Order Quantity setting. For an included item, such as a free t-shirt where you need their size, set the price to £0 and the minimum and maximum to 1.
You could ask for a t-shirt size with an entry form question instead, but participants can then change their answer later. A free mandatory product locks in their choice and works with the Scanning App on the day.
Maximum order quantity
Maximum order quantity
The most one person can buy in a single order.
Maximum order quantity strategy
Maximum order quantity strategy
Only matters if the product is linked to a series. Choose whether the maximum applies to the whole series (the default) or to each race.
Priority
Priority
If you have several products on one event, this sets the order they appear in. A lower number puts the product higher up. The default is 100.
Allow customers to add a note when they buy this product
Allow customers to add a note when they buy this product
Shows a text box where buyers can add details, such as a name to print. Say what you need them to write in the product's Description.
Provide a QR code for customers who purchase this product
Provide a QR code for customers who purchase this product
Gives buyers a QR code to show when they collect their item, so you can scan it with the Scanning App. Participants who bought while entering can use the QR code from their entry confirmation instead.
Tip: If there's any chance you'll use the Scanning App, tick this now. Turning it on later means re-sending confirmation emails.
Set a time limit on how long products can be held in a users basket without payment before being automatically removed
Set a time limit on how long products can be held in a users basket without payment before being automatically removed
If someone adds an item to their basket but doesn't pay, it stays reserved for them, which can make it look sold out. A time limit releases it back into stock. We recommend this, using the same time limit as your event.
Stock & inventory
Under What best describes this type of product, choose whether the product comes in one version or several.
Single version, such as a medal or a cap in one size. Enter the Item Price, how many you have, and the Low inventory threshold. When stock falls below this, you'll be warned, and customers will see how many are left.
This product has multiple variations, such as a t-shirt in several sizes. Enter a default Item price and Low inventory threshold.
After you click Submit, you'll set up the sizes and stock on the Attributes and SKUs tabs. See Merchandise - Sizes, Colours and Other Variations [LINK].
Collection & delivery
You can offer collection, delivery, or both on the same product. If you offer both, your customers choose which they'd like when they buy.
Tick Offer collection if customers can pick the item up in person.
In Description of when/where to collect this product, tell customers where and when to collect it. For example, "Richmond Park, at the sign-on tent". Being specific here saves you questions later.
Tick Offer delivery if the item can be posted to the customer.
Enter your Delivery fee, for example £3.00.
In Allowed delivery countries, choose which countries you will deliver to.
Click Submit.
The delivery fee you enter here is the default for every variation. If some variations cost more to post, you can change the delivery fee for each one. See Merchandise - Sizes, Colours and Other Variations [LINK].
When customers buy the product, they'll see a new option to choose collection or delivery. Customers who choose delivery are asked for their postal address at checkout.
Seeing who chose collection or delivery
Go to Sales Orders → All Sales to open the Orders Report. The Fulfilment Method column shows whether each order is for collection or delivery.
To show where each item should be collected from, click Columns and tick Collection Instructions.
Using the Scanning App on event day
When you scan an order, the Scanning App clearly shows whether it's for collection or delivery. For collection orders, your volunteers can also see where the item should be collected from.
The app won't let you mark a delivery order as collected. This stops anyone who has paid for delivery from also collecting the item on the day.
For more on using the Scanning App, click here
Rates & fees
Product sales use the same fees as your entries. You can choose whether to pay these yourself or pass them on to the customer. Click a setting to find out more.
Select your payment account where the money will be sent
Select your payment account where the money will be sent
Your default payment account is already selected. If you have more than one, choose where the money for this product should go.
I want to pass on the application service fees to the user
I want to pass on the application service fees to the user
Adds the eventrac fee to the customer's total instead of taking it from your income.
I want to pass on the Stripe fees to the user
I want to pass on the Stripe fees to the user
Adds the card payment fee to the customer's total. This is typically 1.5% plus 20p per transaction.
Tip: Most products are bought at the same time as an entry, and the 20p is only charged once per transaction. To avoid overcharging, set the fixed amount to £0.00 and keep the percentage at 1.5%.
I want to pass on my own fee to the user
I want to pass on my own fee to the user
Adds your own extra fee, as a percentage, a fixed amount, or both.
Do not allow payment plans to be used to pay for this product
Do not allow payment plans to be used to pay for this product
If you let people pay for their entry in instalments, products bought at the same time are normally included in the instalments. Tick this if the product must be paid for in full straight away.
Allow gift codes and credit to be accepted as payment for this product
Allow gift codes and credit to be accepted as payment for this product
This is ticked by default, so customers can use gift cards or account credit to pay for this item. Untick it if you only want to accept card payments for this product.
Use a different tax rate for this product
Use a different tax rate for this product
By default, the VAT rate on receipts and invoices comes from your payment account. If this product needs a different rate, tick this box and enter it in Tax Rate %, for example 20.00 for 20%.
Where the product appears
Choose where people can buy the product. You can change this at any time.
Events: Tick the events to sell it on. It will appear on the entry form and the event page's Merchandise tab, unless you've hidden it.
Membership Categories: Tick any membership categories to show it on the membership sign-up and renewal form.
Shops: Tick any shops to sell it to everyone, not just participants. See Merchandise - Shops (https://help.eventrac.co.uk/en/articles/10085632-merchandise-shops).
Adding images
People are much more likely to buy an item if they can see it. After you click Submit, an Images tab appears.
Click the Images tab.
Click Add Image.
Enter an Image Name. Only you will see this.
Choose an image from your computer. Square images work best, ideally 500 x 500 pixels.
Only the first image appears on the entry form. Any others appear on the product's own page. To show several views on the entry form, upload an animated GIF that cycles through them.
What next?
Merchandise - Sizes, Colours and Other Variations [LINK]
Merchandise - Managing and Archiving Products [LINK]