How do I handle payments for Larp tickets?

Managing payments is a critical aspect that ensures the LARP event runs smoothly. This is essential not only for covering the costs associated with the event, but also for maintaining transparency and trust among participants. This guide outlines three key steps to effectively manage payments for your LARP: tracking the total amount due from each player, processing the payments, and maintaining comprehensive accounting records.

"Cyberpunk", by Proxima. Ph: Fabio Meschini 

1. Tracking the total amount due for each player

Many LARP events offer players the option to choose between different ticket types or a tiered system, each with varying prices. Additionally, many events include optional benefits, such as food and accommodation. For players, it is essential to know the exact total amount due at any given time. Even more crucial for LARP organizers is having a precise understanding of the overall budget available for the entire event. Two key aspects are particularly important here: accuracy, to prevent any errors, and ease of use, to ensure that managing these details does not become a burdensome task.

LarpManager helps you keep this information organized and easily accessible at all times. Upon signup, all prices are automatically summed up and presented as a total to the player. For the LARP organizer, LarpManager provides access to a comprehensive dashboard that clearly summarizes each player's total signup cost, the amount already paid, and the remaining balance due.

Furthermore, if a player wishes to update their signup at a later time—such as choosing a different ticket type or adding additional benefits—the system automatically recalculates the difference based on what has already been paid. This ensures continuous and accurate tracking of all financial transactions, maintaining both transparency and reliability throughout the event planning process.

2. Processing the money transfer

Once a player has registered for your LARP event, the next step is to process their payment. Choosing the right payment method is crucial, as there are numerous options available, each with its own advantages and disadvantages.

Bank Transfer

Sending money via bank transfer is the most traditional form of money exchange, offered by banks worldwide. Many banks allow transfers at a low cost, making this method attractive to players. However, a significant drawback is that it requires considerable effort from the organizer. Specifically, it involves manually updating each paying player's account, a task that can quickly become time-consuming and burdensome.

LarpManager streamlines this process through two key techniques:

  1. When a player completes a bank transfer, the system allows them to upload a receipt issued by their bank—a fiscal document that verifies the transfer. The organizer can then access a convenient dashboard that lists all received receipts. These can be approved with a simple click after reviewing each one. Once approved, the player's account is automatically updated to reflect the payment.
  2. At regular intervals, such as monthly, the organizer can upload a list of payments actually received from a list obtained from their bank. The system performs a secondary verification, definitively authorizing the indicated transfers. This allows the organizer to easily identify any discrepancies, such as transfers for which players have uploaded receipts but which have not yet been confirmed by the bank, thereby quickly pinpointing potential issues.

"Aretuza", by Efimeral. Ph: Mauro Lopez del Fresno 

Global Payment Gateways

In recent years, services like PayPal, Stripe, and SumUp have emerged to automatically handle money transfers. These global payment gateways allow you to receive payments from around the world quickly and efficiently.

LarpManager has developed specific integrations with each of these gateways, enabling automatic management of these payments:

  1. When a player wishes to make a payment, they can choose which payment gateway to use.
  2. LarpManager redirects the player to the selected gateway, automatically specifying the amount to be paid.
  3. Once the player approves the payment through the gateway, the gateway communicates all payment details back to LarpManager.
  4. LarpManager automatically updates the player's account and notifies both the player and the organizer of the completed payment.

This automation eliminates the need for any manual intervention by the organizer, saving significant time and reducing the potential for errors. Additionally, using globally established payment gateways ensures that transactions are secure and reliable.

Considerations for Payment Gateways

The main disadvantage of using payment gateways is the commission they charge on each transaction. The percentage varies depending on the gateway and the specifics of the payment method (e.g., credit card usage). Typically, these commissions range from 1% to 4%, and it's important to factor them into your overall budget.

LarpManager addresses this by allowing the gateway commission to be directly charged to the player. This means the amount due is automatically updated to include the commission, ensuring that the organizer receives from the gateway the exact amount requested.

Local Payment Gateways

In recent years, national banks have increasingly started offering automated payment systems tailored to their specific markets. Examples of these local gateways include Redsys in Spain, VIPPS in Norway, and Satispay in Italy. These local payment gateways often provide more favorable commission rates compared to global alternatives, making them a cost-effective option for both organizers and participants.

LarpManager is equipped to seamlessly integrate with these emerging systems. If you wish to utilize a payment solution specific to your country, we can swiftly implement a dedicated integration, ensuring it's ready for your next event.

 

"Conscience", by Not Only Larp. Ph: Kai Simon Fredriksen 

3. Payment Facilitation Management

There are numerous ways to simplify payments for players, ensuring them a superior experience, such as:

  • Installments: Paying the entire amount in a single transaction can be burdensome for players. LarpManager can automatically divide the payment into smaller, manageable installments, monitoring each one individually. This provides players with the flexibility to spread out their payments while giving organizers accurate and comprehensive oversight of the payment status.

  • Discounts: Organizers might offer specific discounts for young players, first-time participants, or those in need. LarpManager seamlessly manages these discounts from their creation to their redemption by players, ensuring precise updates to accounting records.

  • Gifts: During holidays or birthdays, many players wish to gift a ticket to a friend. LarpManager fully handles these gifts, accommodating both group and individual contributions, making the gifting process smooth and hassle-free.

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