Stova (Aventri) Event Setup Information
Stova (Aventri) is an event registration platform that has been successfully used for a large number of different Anderson events by hosted by various departments and business centers. You will find the Stova platform to be intuitive, full-featured, and a joy to use. Most Anderson departments work with MarComm to develop graphical collateral for their Stova event registration site for a polished and professional look and feel that conforms to Anderson branding guidelines - more on that below.
ACIS has partnered with UCLA Business Financial Services (BFS) to integrate the Stova platform with BFS’ Transact payment processing system. The beauty of this approach is that BFS has done all the heavy-lifting in terms of establishing merchant accounts for the University to work with the Transact system to guarantee adherence to UC policies and provide regulatory compliance. Thus, you will never be exposed to all of those complexities and risks - you can spend your time and energy where it belongs: planning, executing, and showcasing your events!
As far as charges are concerned, Stova charges $2.10 per event registration and Transact charges 4.472% for each registration fee (as of 10/2023). You will need to furnish two full FAUs for each Stova event - an income FAU (where event proceeds are processed) and an expense FAU (for per registration charges and per conference fee CashNet handling charges.
All Stova accounts include access to some of the industry’s best 24x7x365 technical support. Stova support engineers can walk you through any questions you may have regarding event setup on the platform, and can be reached at 800-516-4265. Please be aware that you must have a Stova account set up before you can reach out to Stova support.
Please find below a few helpful Stova documentation resources regarding event setup follow below to help you get started:
If you are interested in the complete catalog of Stova training materials, they also offer access to their comprehensive Stova Learning Management System (LMS). Please be aware that you will need to register for a separate account in order to access the Stova LMS. The link above will alllow you to either "Register for the LMS" or "Login to the LMS".
As far as the Stova Event setup workflow is concerned, on the Anderson side, you’ll need to do following:
1. Please submit a Service Request ticket for each Stova (Aventri) / CashNet Setup Request and include the following information:
- The name of the event.
- The date of the event.
- The date you'd like the event to go live for registrations - taking into account the 5 week setup lead time requirement requested by BFS.
- The fully-enumerated (aka, non-short form) Income FAU for event registration revenue.
- The fully-enumerated (aka, non-short form) Recharge FAU for Stova (Aventri) event registration fees ($2.10 per registration) and Transact Merchant fees (0.04472% of each conference fee as of 10/2019).
If you don’t know the Fully Enumerated FAUs for your business unit, please reach out to the Business Office to request them. Please see the example below as a reference of what is required:
Example of a Fully-Enumerated FAU:
1-123456-AB-12345-12-1234
Where each dash-delimited element breaks above down as follows:
1 - Location
123456 - Account
AB - Cost Center
12345 - Fund
12 - Sub-Code
1234 - Object Code
2. If you need the Marcomm team to work up graphical collateral for your Stova registration site and have not already engaged with them, please submit a request to Marcomm via their project intake form.
Steps 3 and 4 below refer to the UCLA Business Financial Services (BFS) side of the process:
3. If you have taken BFS’ annual PCI Compliance Training within the last 12 months, please skip to Step #3 below. If not:
Please be advised that BFS requires all Anderson users whose departments charge fees for events, and accept credit card payments for those fees, to complete an annual 30 minute training course on PCI (Payment Card Industry) compliance. The PCI DSS Training E-Course is hosted on UCLA’s Learning Management System, and you should arrange to take the course at your earliest convenience after submitting the Service Request for event setup. This course needs to be taken only once annually so, after completing it, you will skip from step #1 to step #3 for the next 12 months.
4. It is necessary to complete the two page BFS UCLA Cashiering Database Emarket Storefront Request Form (ESF) for EVERY EVENT you host in Stova. This is necessary because registration charges flow from your event site through a Transact gateway, and two validated Transact Gateways (Test and Production) are required for every event. The 7 steps below will walk you through the process of completing the ESF:
A. Please enter all requested information the the first six fields: Email, University ID, Department contact and code, and the two full FAUs for Income and Recharges.
B. Select "Other" and enter "N/A" in the section "Please include any required references/necessary data that needs to be collected per item".
C. Select a choice in the section "How often will the site be active?".
D. Skip the section "If site is one time use/periodic use, please insert deactivation date.".
E. Skip the section "Refund policy".
F. Enter today's date in the section "Date".
G. Click the "Next" button.
Please ensure that you are entering the same Income and Expense FAUs in the ESF as you specified in the Service Request for ACIS.
IMPORTANT: Please be aware that BFS has requested a five week lead time for the creation and/or validation of Transact payment gateways. This lead time must be calculated as five weeks before the date you plan to begin selling registrations for your event via your Stova event registration site NOT five weeks before the date of the event itself.
Please note that your Stova event site must be created before the payment gateway configuration and/or validation can occur, so don't wait to start populating your Stova site with your event data. It's a good idea to begin working on your Stova registration site as soon as you submit the service request for the event.
Once your service request has been submitted, ACIS will coordinate a meeting with BFS to configure and/or validate the Transact and Stova Test and Production payment gateways to enable your event site to route registration payments through the Transact system for processing. As soon as the gateway configuration and/or validation has been completed, ACIS will activate the Test payment gateway for your Stova event registration site and notify you via the service request to perform your site testing.
You will then test your Stova event registration site by confirming that all details are correct, creating one or more test registrations, and deleting any test registrations you created before notifying ACIS through the service request that your testing has been completed. ACIS will then activate the Production payment gateway on you event site, and notify you to take your event site live by changing the site's "Event Mode" from "Pre-Event" to "Live". At that point, your event site will be live and you can advertise the event site URL to your customers so they can purchase registrations for your event!