Hardware for Your Gala Event (Including Swiper Rental)

Note: be sure to assess your venue's Wi-Fi  (or wired) capacity and reliability prior to your event!

Hardware for Check-in/out Stations:

The number of "stations" you'll need depends on your event and whether you will be using the Advance Check-in and Self Check-out features:

• If you choose NOT to use the self service features,  we recommend one station for every 50 guests (i.e. if you are expecting 200 guests you should have four stations.)
• You will need at least 1-2 stations (even if using the self check-in/out features) to handle unknown guests using unassigned tickets and/or guests who want to pay by cash/check or have questions about their purchases.

1. Setup and test your equipment prior to event day!  Log in to the site and run a test credit card transaction on each laptop PRIOR to the day of your event. Some older browsers cannot support the credit-card industry’s PCI security requirements and will NOT be able to process credit card transactions. 
2. Have a dedicated volunteer or staff member who is only responsible for hardware setup, oversight and tear-down, preferably an IT professional.
3. Use quality laptops, with newer operating systems.
4. Make sure they have drivers compatible with the printers and enough USB ports (or USB hubs) to handle a mouse, printer, and card reader.
5. Make sure that you have the passwords for the laptops. You may need to use a different browser than the laptop's owner. (Chrome and Safari may autofill the owner's personal info, including credit card, into every form automatically).
6. Verify that your venue has network connectivity and a signal that remains strong when 4 or more devices are active.
7. Network connectivity sometimes is not available during off hours. Make sure it will be there when you need it. You will often have to arrange with your venue to get a password or access code to use their connectivity.

A station consists of:

• Laptop with sufficient USB ports. Card readers/swipers require a USB port. Additional ports may be needed for a mouse and/or printer connection.  Tablets can be used for some functions (Selling items such as raffle tickets, viewing Will Call report etc) but are not suitable for check-in/out.
• Mouse (wireless or USB, optional if your volunteers are comfortable using trackpads)
• Card Reader (purchase and rental info below).  Note:  card readers (swipers) merely upload the credit card account info from the magnetic strip, avoiding the manual data entry.  They do NOT process the actual transaction.   
• High Speed Laser Printer (wireless or w/USB cable to connect to laptops, optional if you email receipts and do not need emergency bid sheets printed).  

Shared Equipment

•   Multiple extension cords (to make sure power strips can reach the outlets)
•   Multiple power strips (enough to handle all laptops, printers and switch)
•   Networking equipment. All computers must have Internet access.

               *  Wired: router and/or switch, don't forget cables.
               *  Wireless: wireless access point and wireless adapters.

Supplies

•   Printer paper (for receipts)
•   Pens (for signing receipts)
•   Folders (for filing away original bid sheets)

Software

•   Printer Drivers, install and test prior to your event!
•   Web browser: we recommend Chrome or Safari.  

               *  Set the browser homepage to your event URL

               *  Place an Icon for the browser on the desktop

Card Readers - Click here to Rent or Purchase from Us

1. We can provide new programmed swipers including shipping for $90 each.  A discounted 3-pack is available for $250.  
2. We also offer single or 3-pack swiper rentals for the night of your event on a first-come-first-served basis ($20-$99)  

**Please note that the Vanco and Element/Vantiv gateways requires the use of secure swipers, which you must obtain directly from your gateway provider**