Organiser Guide › Running an event › Setting up your series

Organiser

Setting up your series

The series is the home base for your festival. The settings here apply across every edition of it — so you fill them in once, and every future run inherits them. Think of this screen as the hub you return to whenever something about the whole festival changes.

The series hub

After you pick a series you'll see a screen headed "Configure your series" with a reminder underneath: "These apply across every edition…". There's a lot on this screen, but it's laid out simply.

• Down the side are five sections — Series image, Details, Registration forms, Payments, and Publication (the last one is how you make the series public, once everything else is ready).
• Along the top are links to other areas you'll use later once your festival is running — Registrations, Insights, Activity, Billing, Legal, Switch series, and Sign out.
• At the bottom are Save and Continue to editions ›.

Series image

This is the picture shown for your festival across all its editions — a logo or a photo that captures the feel of it. Upload one from your computer. If you ever want to start over, Remove image clears it again.

Details

Two simple boxes. Series name is what your festival is called, and Description is a short paragraph telling people what it's about. Keep the description friendly and brief — a sentence or two is plenty.

Registration forms

A registration form is simply the set of questions people answer when they sign up. Different kinds of people need different questions, so there's one form for each kind:

• Attendee registration — the people coming to take part.
• Teacher registration — the people leading workshops.
• Volunteer registration — the people helping run things.

Each one has its own Configure button that opens the form editor. Because these forms live on the series, they're shared across all your editions — set them up once and every run uses them.

Building a form

Clicking Configure opens the form editor, headed "Build your registration form". Here's how to put one together.

1. Give it a name

   Type a Form name at the top so you know which form you're working on.

2. Add your first question

   Click + Add question. Each question can be one of a few types — pick whichever fits what you're asking:

   • Single choice — pick exactly one answer.
   • Multi-select — tick all that apply.
   • Quantity — choose how many.
   • Number — type a number.
   • Text — a short written answer.
   • Long text — a longer written answer.
   • Date — pick a date.
3. Attach a price, if the answer costs money

   An answer option can carry a price — a € amount in the option's own box — so choosing it charges that amount, and those option prices simply add up. When a price instead depends on a combination of two answers, use a cross-field rule — see Pricing that depends on two answers below. This is how a form doubles as the thing that decides what someone pays.

4. Say why you're asking

   Every question needs a short reason for collecting it. This is a privacy requirement — it keeps you honest about why you need each piece of information, and it's what attendees can read if they wonder why you're asking.

   Those reasons aren't filed away out of sight. Yuimaru builds them into a published data policy for the edition — a page listing each question next to your reason for it. Attendees reach it from the bottom of every page of your event ("How this event uses your data"), before they register and without an account; it's what the consent tick-box links to; and each registrant keeps the copy they accepted. Write the reasons as you'd want to read them.

5. Preview, then save

   Click Preview to fill the form in yourself and see exactly what people will see. Happy with it? Press Save form.

Pricing that depends on two answers

Most pricing is just option prices adding up: a "Full weekend" ticket costs one amount, a "meal plan" adds another, and the total is the sum. But sometimes the price of one choice depends on another — a private room costs more at the full-weekend rate than at the day rate, say. That's a cross-field price: it's read off a grid of two questions rather than added on. (In spreadsheets you'd call it a pricing matrix.)

The form editor has two pricing modes, chosen at the top of the pricing area:

• Cross-field pricing — the default. Per-option prices still add up, and on top you can add cross-field rules for combinations.
• Price per registration — one flat price for everyone, ignoring the answers. Use this when sign-up is a single fixed fee.

To build a cross-field rule, staying in Cross-field pricing:

1. Make the two questions single-choice

   Only single choice questions can be the axes of a grid (each registration lands on exactly one row and one column). If you don't have at least one single-choice question yet, the editor tells you to add one first.

2. Add the rule

   In the pricing area press + Add rule and give it a name (e.g. "Ticket price") — the name shows on the attendee's price breakdown.

3. Choose the two axes

   Set "Price varies by" to your first question and your second. Leave the second as "— single axis —" if the price only depends on one answer.

4. Fill in the grid

   The rule shows a table: the first question's options run down the rows, the second's across the columns. Type the price into each cell. A blank cell means no charge for that combination.

   Ticket ╲ Room	Shared	Private
   Full weekend	€180	€240
   Single day	€70	€110

   Here a private room is €60 more at the weekend rate but €40 more per day — a difference you couldn't express by adding a fixed "private room" price, which is exactly what the grid is for.

5. Preview to check

   Hit Preview and fill the form in different ways; the running total updates from the grid so you can confirm each combination charges what you meant.

Single-axis rules — a price that varies by one answer

Leave the second box on "— single axis —" and the grid collapses to a single Price column: you set one price per option of the first question. Reach for this when a base amount depends on just one choice — the ticket type, say — and you'd like it to read as one tidy named line (e.g. "Ticket price") on the attendee's receipt.

A single-axis rule does the same job as putting a price on each of that question's options — the difference is presentation: the rule gives you one named line and a place to grow a second axis later, while option prices sit on the options themselves. Choose whichever reads more clearly for that form.

Stacking prices — how it all adds up

Yuimaru charges the sum of everything that applies: every priced option the person picked, plus every cross-field rule that works out to an amount. Nothing ever replaces anything — prices only add. A rule whose matching cell is blank simply contributes nothing.

So you can layer as many rules as you need with + Add rule. A festival might run one rule for the base ticket (Ticket × Room) and a second for catering (Diet × Nights); each is worked out on its own and added to the total. On the attendee's price breakdown every piece shows as its own line — priced options under the question they came from, and each rule under "Pricing" labelled with the rule's name — and the grand total is the sum of the lines:

Payments

Under Payments you decide how attendees pay you. The screen opens with the line that matters most: "Attendees pay you directly — the money never passes through Yuimaru, and we take no cut."

Everything on this screen is folded away behind one tick box: "This series charges for registration". Leave it off and every registration is free and the price fields vanish from your registration forms — prices you've already set are kept, so switching back restores them. Tick it and the rest appears.

Country and currency

First two fields: Country of registration (where your organisation is registered) and Currency. There's one currency per series — it applies to every price, every payment and every invoice.

Bank transfer, or a payment provider

Next is the choice of how the money reaches you, as a tick box: "Require bank transfer instead of a payment provider". It starts ticked, because bank transfer is the one option that needs no third-party account at all.

• Ticked — bank transfer. Attendees are shown your bank details and pay by transfer. Each registration stays pending until you confirm the money arrived with Mark as paid.
• Unticked — a payment provider. Attendees pay by card on the spot and their place is confirmed instantly. You connect your own account with one of the providers below.

With bank transfer on, you must fill in Bank transfer instructions — Yuimaru won't let you save without them, since attendees would have nowhere to send the money. The text is shown on screen and emailed, and you can drop in {amount}, {reference}, {name} and {workshop}, which are filled in per registration.

Choosing a payment provider

Untick the bank-transfer box and a Payment provider choice appears, with two buttons:

• Mollie — for organisers registered in the EU/EEA. Keys live in the Mollie dashboard under Developers → API keys.
• Stripe — available in 40+ countries, including the US, UK, Canada and Australia. In the Stripe dashboard go to Developers → API keys and create a restricted key with write access to Checkout Sessions. Nothing here needs a full secret key.

Under the provider is a Mode switch — Test lets you try the whole flow without real money, Live takes real payments — and then a test API key and a live API key for the provider you chose. You need a key for the mode you're actually in: Yuimaru refuses to save a series that charges but has no way to collect.

Last comes Business details for invoices, folded up because it only affects what prints on receipts: Legal / business name, Billing email, Address, and Tax / VAT number. Open it, fill it in, and click Save payment settings.

Publication — making the series public

Everything above stays private until you say otherwise. The last section, Publication, is the switch that puts your series out in the world. Until you flip it, nobody can find or register for your festival — so take your time filling the rest in first.

Because it's a deliberate step, you first tick a box that reads "I understand this will go live and people will be able to access and register for this series." Then press Publish series ›. Once live, the section shows Published — live, and an Unpublish series button lets you take the whole thing back off the public site at any time.

Common questions