Event Ticketing & Merch

Subject to agreement and suitability, River & Bean can help organisers create ticketed events and sell tickets, event merch, drinks or fundraising products through the River & Bean system.

This can be useful for charities, clubs, artists, trainers, small businesses, community groups and for-good projects that want to run something practical without building a whole sales setup from scratch.

You remain the organiser of your event. River & Bean facilitates the venue, event listing, ticket route, attendance list, drinks service, event merch or fundraising products where agreed.

Good For

• charity fundraisers
• ticketed talks
• workshops
• Lunch and Learn sessions
• small conferences
• training evenings
• art exhibition extensions
• product or project launches
• club events
• community panels
• local interviews
• paid creative sessions
• merch nights

How It Can Help

An approved event can combine:

• private venue hire
• ticket sales
• event listing
• attendance management
• drinks service
• event merch
• Proper Coffee or Propa Cuppa
• Happy Coo products
• fundraising profit-share
• Fresh Ayr Fund contribution

For eligible organisations, this can make venue hire less of a cost and more of a practical fundraising route. It can also let a group hold regular meetings and occasional fundraisers in one place, without rebuilding the whole arrangement every month.

No model guarantees profit, because audiences remain annoyingly human, but the route is designed to make useful events easier to run and easier to pay for.

Payment Options

Where agreed, organisers may:

• take payment themselves in cash
• use their own payment provider
• use River & Bean only for event listing, ticket management or attendance lists
• ask River & Bean to process tickets, merch, drinks or fundraising product sales

If River & Bean processes payments, the organiser must agree to the conditions below.

Propose a Ticketed Event

Ask About Event Merch

See Use Cases

Draft Terms for Odoo / Checkout / Organiser Agreement

Use this as draft wording for Odoo event pages, checkout terms, organiser agreements or a dedicated terms page. It should be reviewed before being treated as legal terms.

Event Ticketing, Merch and Organiser Terms

Organiser and Facilitator

For ticketed events, fundraisers, workshops, launches, talks, exhibition extensions and similar activity, the person, business, club, charity or organisation proposing the event is the Organiser.

River & Bean facilitates the venue, event listing, ticketing, attendance management, drinks service, event merch, fundraising products or other support only where agreed.

River & Bean is not automatically the organiser, promoter, funder, guarantor or underwriter of the event.

Approval and Suitability

All public, ticketed, fundraising or merch-supported events are subject to River & Bean agreement and suitability.

River & Bean may decline or request changes to any event where there are concerns about suitability, safety, staffing, safeguarding, access, legality, licensing, reputational fit, operational complexity or cost.

Ticketed events require at least 72 hours notice.

Deposit and Hire Payment

A non-refundable event hire deposit is required before ticket sales begin or before the event is published for ticket sales through River & Bean.

Full payment for event hire is required before the event starts.

At River & Bean's discretion, ticket sales processed through River & Bean may be used toward the event hire balance.

River & Bean is not required to begin ticket sales, event promotion or event setup until the deposit is paid and the event has been approved.

Payment Routes

Organisers may, where agreed:

• take payment directly in cash
• use their own card or online payment provider
• use River & Bean only for event listing, ticket management or attendance lists
• ask River & Bean to process ticket, merch, drinks or product sales

Where River & Bean processes payments, the organiser must agree to River & Bean's payment, refund, deduction, reporting and reimbursement conditions.

Event Merch, Drinks and Fundraising Products

Where agreed, River & Bean may support:

• event merch
• drinks bundles
• Proper Coffee service
• Propa Cuppa service
• Happy Coo products
• fundraising stock
• donation-style product listings
• partner product sales

Any revenue share, profit-share, product cost, fulfilment responsibility or payment timing must be agreed before sales begin.

Cancellation by the Organiser

If the organiser cancels an event before it is published and before ticket sales begin, refund options depend on the agreement and any incurred costs.

Once an event has been published on the River & Bean site and ticket sales have begun, River & Bean will not normally fully refund the organiser for the event hire deposit or related setup costs.

River & Bean may deduct incurred costs from any refund agreed for the organiser.

Ticket Buyer Refunds

If ticket purchases were made through River & Bean and the event is cancelled, River & Bean will refund ticket buyers.

If ticket purchases were made directly to the organiser, through the organiser's own payment provider or in cash, the organiser is responsible for ticket buyer refunds unless otherwise agreed in writing.

Reversals, Chargebacks and Rebilling

Organisers using River & Bean payment processing must agree to reimburse or be re-billed for:

• refunds owed to ticket buyers due to event cancellation
• payment reversals
• chargebacks
• failed payments
• post-event refund claims
• costs caused by organiser error, non-delivery or cancellation

This applies even where the issue arises after the event has taken place.

No Profit Guarantee

River & Bean may provide a venue, sales route, ticketing, event merch, drinks service or fundraising support where agreed.

River & Bean does not guarantee ticket sales, profit, attendance, fundraising success or event viability.

Organisers are responsible for promoting their event and making sure the event model is financially sensible.

Access, Safeguarding and Responsibility

River & Bean is currently a basement venue and is not step-free.

Organisers must tell River & Bean about access, mobility, sensory, safeguarding, staffing, young person, vulnerable adult, health, support or risk considerations before an event is approved.

River & Bean may require additional arrangements or decline the event if the current venue or staffing model is unsuitable.