Creating events
Does OpenSeat help hosts with setting up or organising their event?
If you are a potential host with questions, or an existing host having difficulties in setting up an event on the OpenSeat platform, you are welcome to contact us o schedule a 30 minute Q&A session with a member of the OpenSeat team.
With regard to organising the venue, food, and other other elements of a meal, OpenSeat can provide general guidance with connecting you to what you need but no operational assistance: the platform’s main offering is to facilitate the process of event management and connecting hosts to venues and an audience.
What are some ideas for hosting an OpenSeat event?
The ideas are endless: anything which connects people together over food and table. It may simply be a specific meal you would like others to taste, or a specific conversation topic you’d like to have. You can check out past events on the platform here, but if you’d like some generic-yet-specific ideas right now, consider the following:
Whether you mix and match, or outright steal one of these ideas, they represent just a few of the many different types of events that could be hosted via OpenSeat.
Can I see previous examples of OpenSeat events hosted on the platform?
Yes. If you haven’t managed to find them yet, you can find them here.
Where can I host an OpenSeat event?
You can host an OpenSeat anywhere, but particularly places which are ideal for sharing a meal. A table - with seats - is thus highly advisable but by no means compulsory. OpenSeat events typically take place around tables, which can be located in a variety of venues, including private homes, community centres, local restaurants or cafes, and even tables in religious venues, like church halls. Alternatively, OpenSeat events can be held in outdoor locations – e.g. a picnic in a park would provide a ‘table’ setting for guests to connect with one another. The aim of OpenSeat is to provide authentic social experiences over a meal in a way that fosters authenticity and connection – and as such, any table that enables this will work.
What fees does OpenSeat charge as a platform?
For pay-to-attend events, each guest pays an 8.5% service fee in addition to the cost of their seat, with a minimum of R4.50 per seat.
For free-to-attend events, there is no charge for guests or hosts.
Can OpenSeat be used to host events that are free to attend?
Yes! This feature has now been launched.
Can OpenSeat be used to host fundraising events?
Yes. However at this stage, hosts will need to fix the price for each OpenSeat ticket beforehand. If you would like to see a feature where guests can choose to pay a variable fee towards an event, let us know!
Editing or cancelling events
Can a host change the date of an event if they have a low number of attendees?
Currently you can only edit the event date if no one has paid for the event. The logic behind editing an event depends on whether anyone has paid for a seat yet. If no one has paid, you can edit everything about the event. Once the first guest has paid, however, you can only edit the event in the following two ways:
You can post an event update (this notifies everyone of an update via email
You can increase the number of guests
We limit the ability to edit certain details of events to ensure that guests are not misled into paying for an event that changes substantially afterwards. If a host needs to make significant changes to an event that has already been paid for, they will need to cancel the event (which will trigger refunds for everyone who has already paid).
Can I cancel an event if there are a low number of attendees or I am no longer able to host?
Yes, you can cancel any event you are hosting and all confirmed guests will be refunded.
To do so when there are no confirmed guests is straightforward – simply cancel the event via your dashboard. Any accepted guests will be immediately reimbursed.
Sales, marketing and payments
When will I receive my payout for hosting an OpenSeat event?
OpenSeat processes payments to hosts on the Thursday of each week. This is the processing date and, as such, this is not the date the amounts will necessarily reflect in hosts’ accounts. On payout days, payments will be made for all events which have been completed and confirmed by parties to have been completed 7 days prior to the payment date.
As of September 2023, our payments provider (Peach Payments) will soon enable us to provide next-day payouts for events.
As a host, what can I expect from OpenSeat in terms of marketing and exposure?
While we aim to regularly post interesting public events on Instagram and other social media, if you are hosting a public event and would particularly like more exposure for your event, feel free to contact us. We prioritise exposure for events and meals that conform with the OpenSeat vision for connection, conversation, good food, and good hospitality.
Can I sell tickets for my event on OpenSeat in addition to doing so privately?
We do not encourage this, as it means that guests who book a seat through OpenSeat will not be aware of those attending off-platform.
Food & Meal FAQs
Does the meal have to be homemade?
Not at all. You can source the food for your OpenSeat event from elsewhere, for example a venue with in-house catering, or a caterer who delivers food to your venue. Ideally, whatever the food you provide for guests, it will have a ‘home-made’ feel – in other words, that care was taken in its preparation and presentation.
What if I want to host a ‘meal’ with only beverages - like a tea & coffee or wine-tasting event?
You are welcome to do this; OpenSeat would like its users to keep to the spirit of the OpenSeat ethos, not necessarily view it as a law that must be followed. If food or drink are performing the role of social lubricant, however inexpensive or minimal in quantity, then light meals or drinks-only meals are certainly on the OpenSeat menu.
Am I allowed to serve or sell alcohol at my event?
As long as any legal requirements regarding the sale and consumption of alcohol are adhered to, you are allowed to have alcohol at OpenSeat events.
I want to host, but I don't want to cook and don't have enough space - what do I do?
If you want to host an event but do not want to cook and do not have enough space, there are a few options available to you. One option is to find a venue that offers in-house catering. For example, you could look for a café or restaurant that usually closes in the evenings and inquire about renting the space for your event. This way, you would not need to worry about cooking or providing food for your guests.
Another option is to find a venue that meets your space requirements and hire a separate caterer to provide the food. This allows you to have more control over the menu and catering options, while also not having to worry about cooking or cleaning up after the event. Be sure to do your research and choose a caterer that is reputable and experienced in catering for events similar to yours.