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      How Do I Upload My Participants to the Event Portal?

      How to upload a confirmed participant list to the portal, troubleshoot upload issues, and submit addresses for fulfillment.

      You can upload a confirmed participant's information in two ways:

      • Log in to your event portal and go to Event Details > Add Participants.
      • Navigate to Event Details > Participants tab and click Actions > Upload Confirmed Participants 

      Upload Instructions

      1. Complete the CSV Template we provide. 
      2. Save your CSV file as a .csv file 
        1. You must use our designated CSV Template, this template is designed to ensure compatibility with our system. 
      3. Click Add Participants, Actions, and click Upload Confirmed Participants

      4. Choose the .csv file, click upload confirmed participants 

      If your event does not involve shipping, you only need to provide:

      • Email Address
      • First Name
      • Last Name

      This basic information allows us to send event invitations, reminders, and collect reviews through our platform.

      If your event does include shipping, you need to provide:

      • Email
      • First Name
      • Last Name
      • Address 1
      • Address 2 (If applicable)
      • City
      • Region (State or Province)
      • Post Code
      • Country (2-letter code, e.g., US)
      • Telephone (If a participant’s phone number is unavailable, please provide an alternate contact who can assist with delivery issues! Telephone numbers are always required for international orders)

      Common Upload Errors and How to Avoid Them

      1. Header Row Modified
         Do not change the header row in the template. The headers must match the template exactly.
      2. Incorrect File Type
         Your file must be saved as a .csv file. Files uploaded in other formats (such as .xls, .xlsx, or .pdf) will not be accepted by the system. 
      3. Country Code Format
         Country codes must be in a two-letter format only (e.g., US for the United States). Avoid using full country names or three-letter codes.
      4. Participant Count Exceeding Allowance
         If your participant list exceeds the number of tickets you purchased for your event:
        1. You may message the host directly via your event portal inbox to request to purchase additional tickets, or click the purchase participants button on the overview tab: 
        2. If your address submission deadline is today and you need urgent support, please use our Live Chat during business hours for immediate assistance.
      5. Missing Required Fields
        1. If your event includes shipping kits or materials, the following fields must be completed for each participant:
          1. Email 
          2. First Name 
          3. Last Name
          4. Address 1
          5. Address 2 (If applicable)
          6. City 
          7. Region (State or Province) 
          8. Post Code
          9. Country (2-letter code, e.g., US)
          10. Telephone (If a participant’s phone number is unavailable, please provide an alternate contact who can assist with delivery issues! Telephone numbers are always required for international orders)

      After You Have Uploaded Addresses

      Once your CSV file has been uploaded, please follow these steps:

      1. Navigate to the Participants tab
      2. Carefully review the uploaded address list for accuracy
      3. Once all entries are confirmed to be correct, click Submit Addresses for Fulfillment.

      IMPORTANT: When you submit addresses, you're confirming that your participant list is complete, accurate, and final. This action immediately alerts host vendors that they can be in shipment processing.

      Edits may not be possible after submission, and we might not be able to make updates or issue credits for incorrect information. Please double-check all details before submitting.

      If you experience any issues, please don’t hesitate to contact us via email or live chat