Event Services

Setting up your Trellis Events Account

To setup your Trellis Events account, please follow these steps:

Step 1

Obtain a Merchant ID through Merchant Services. Trellis only supports Authorize.net and PayConex (BlueFin) accounts. Setting up a Merchant ID can take 2–3 weeks.

Merchant ID Application Form and how to complete application

Step 2

Schedule a Trellis Events Discovery session with Makayla Nichols. This session provides a demo and an opportunity to ask Trellis-related questions. Makayla will also collect your Merchant ID information to connect it to Trellis and help you with Steps 3 and 4 below. 

Step 3

Submit an AccessFlow Request to become a Paid Event Organizer in Trellis. 

Step 4: 

Attend Trellis training (or watch recorded sessions). Trellis hosts monthly Zoom trainings, provides recordings, and offers an Edge Training module.

Accounting Treatment

If you are still using Eventbrite for events before the contract concludes at the end of September 2026:

• When claiming funds via electronic payment claim or depositing a check via a Cash Receipt, gross revenue and all Eventbrite fees should be recorded in compliance with Generally Accepted Accounting Principles (GAAP).
• Gross Revenue is the total price of the tickets or registration fees for the event before any expenses are deducted.
• Net Revenue is the revenue remaining after deducting expenses such as payment processing and service fees from the gross revenue. This provides a more accurate view of the actual earnings for the event.
• Calculation: Net Revenue = Gross Revenue - Total Eventbrite Expenses
• Example of claiming funds via electronic payment claim:
  • The total ticket price for the conference event is $35,290.00, generating a gross revenue of $35,290.00. The gross revenue of $35,290.00 should be recorded to Object Code 0710 Seminars and Conferences.
  • The Eventbrite payment processing and service fees total $2,485.95. These fees should be recorded to Object Code 3140 Financial.
  • After deducting $2,485.95 from the gross revenue, the net revenue is $32,804.05, which is available to be claimed or deposited.
  • To appropriately record the gross revenue and the related fees, add the accounting lines to the To section of the Distribution of Income and Expense (DI) as shown below:
    
• Supporting documentation from Eventbrite must be attached to the document that reflects the gross revenue, Eventbrite fees, and net revenue. See below for example.
  
• If you have questions regarding the recording of these transactions, contact your Fund Accountant.

If Collecting Payments at Events...

• Online payments may only be collected via a secure laptop which can only access Eventbrite.
  At no time may a department staff member enter credit card information through the Eventbrite Administration Registration function, nor on a University-owned desktop computer, tablet, or smartphone. Contact your IT department to discuss the laptop security process.
• Analog point of sale terminals, cellular point of sale terminals, or phone authorization accounts are available for rental. Contact us to reserve as soon as possible, as these are rented often.
• Check and cash payments are acceptable. Please see Cash Handling Policy 8.10 for guidance.

Expense Guidelines

• Expenses for events must be appropriate and reasonable, and a clear business purpose must be provided for all uses of University funds. Refer to the Business Purpose Guide and Reasonable Expense Guide for more information.
• Refer to the University Catering & Alcohol Service information if you are planning to provide these services for your event.

Other Event Management Solutions

The selection of Eventbrite is a campus agreement made through the University procurement process. Eventbrite was selected as a result of price and acceptance of our State statute agreement language. Other Event management services would not agree to the mandatory agreement language. Be aware that a department must discuss any vendor agreements through Finance & Budget Purchasing.