Bevy

Please read the Bevy details below. If your question is not answered on this page, please contact registration@linuxfoundation.org for assistance.

For more information visit the Community Events page.

Below is a quick checklist for using Bevy. For additional details on any of these steps, please find the corresponding section in “The Details” below.

• Create a Bevy account
• Create an Event in your Bevy chapter
• Manage your event’s user roles
• Email Attendees
• Payments

• To get started you must create an account by signing into the Linux Foundation Bevy Instance using your LFID.
• Once your account is created, submit an event registration request to be made a lead organizer for your Linux Foundation Project’s Bevy Chapter. on Bevy. You will be informed once your status has been updated, and then you can move forward with creating your Bevy Chapter.

After submitting the form, your request will go to Finance for approval before the Event Team provides access to your Bevy Chapter. Please remember that all fields/language included in the reg form template are required to remain in the form unchanged. You may add any additional questions to the form, as needed.

Note: This request form is only for Project Meetups that meet the following parameters:

1. Event registrations estimated at less than 300 people
2. Will not have more than 2 sponsorships requiring internal processing
3. Will not require any visa invitation letters
4. Will have a registration fee less than US$100 and will not require any registration invoicing.

If your event does not fall within this scope, you need to contact the LF Events Team to manage your event at events@linuxfoundation.org.

NOTE: All fields / language included in the reg form template are required to remain in the form unchanged.

1. To create an event, go to your chapter in the Admin Dashboard.
2. Once you’re in the chapter, click Events on the left side of the screen and select “New Event”
   • Choose: In-Person Event OR Virtual Event
3. Edit your event elements including
   • Add title, short description, event description
   • Click “Show event on chapter page”
   • Add event banner & thumbnail (optional)
   • Choose event venue
   • Add event start and end date & time
   • If this is a virtual event, choose the event platform and add the URL
4. Click Next; Add People
   • Speakers, host, etc if needed
5. Click Next; Add Sponsors & Partners
6. Click Next; Add new RSVP
   • Add title (ie. RSVP, ticket, etc)
   • Choose quantity
     • If there is no limit, then you can choose a large number like 3000
7. View a draft & publish
   • Click Save draft
   • Click Preview to view a draft of your event
     • Make changes, if needed
8. Once your event is ready to go live, click Publish
   • Once the event is published you can view attendees and edit the event by going to Events in your chapter’s dashboard and clicking on the event.

User Roles

Chapter Members: List of your current chapter members. People can sign up for your chapter by making an account at https://community.linuxfoundation.org/

Team Members: Team members can be people outside of LF that may help with events, such as helping at check-in

You can email chapter members directly from Bevy by going to Emails under the chapter dashboard. This is a good way to send reminders for your upcoming events.

1. To create an event email, click New Email
   • By default, all emails will come from events@linuxfoundation.org
   • Choose your audience and
   • Schedule the email to go out on a specific date and time

If your chapter would like to charge for ticketed events, you will need to set up a payments account. Payments are processed through Stripe, so please make sure you have a Stripe account set up before proceeding.

Setting up Payment Lead & Stripe Account

1. Email registration@linuxfoundation.org with the name of your chapter and the name of the person who will act as the Payment Lead (this needs to be a Lead Organizer of the chapter).
2. Someone from the Registration Team will confirm when they have been made a Payment Lead.
3. Once the Payment Lead has been set up, they will need to log into Bevy and click on the link at the top of the screen that says “Try out the new dashboard!”
4. Click on Settings on the left hand side of the screen in the new dashboard.
5. Scroll down and click on the “Start selling” button to begin the Stripe setup process.
6. Follow the Stripe setup process (or log in if you already have an account).
7. After completing the setup, you’ll be redirected back to the Bevy dashboard (you can return to the legacy dashboard if you’d like).

Once the Stripe account has been linked:

• You’ll see two new options the chapter settings: Payment Dashboard and Manage Seller Information.
  • Payment Dashboard – payment lead can view all transactions, manage refunds, and transfer funds to a bank account.
  • Manage Seller Information – payment lead can update tax and business information directly in Stripe.

Running & Managing Events with Chapter-Level Payouts:

• Event Creation: Events can be set up as usual on the Bevy platform. Proceeds from ticket sales are automatically transferred to the connected Stripe account associated with the chapter.
• Attendee Management: Payment statuses for attendees are displayed within Bevy, but all financial transactions are handled exclusively through Stripe.
• Refund Processing: Refunds can be issued via the Attendee Table in the event dashboard (available in both the Legacy and New Dashboard). Ensure the Stripe account has sufficient funds to process the refund.

Stripe Support

• Assistance with Payment or Refund Issues: If organizers face problems related to Stripe, such as failed payments or refunds, they should contact Stripe support directly for resolution.
• More information on processing refunds can be found here.