How to: Add a Trip or Event

Below we’ve provided a video and text guide on how to list your trip or event correctly. Click to view a sample trip listing.

Welcome back to the Black Passport Stamps vendor training series. In this guide, you will learn how to add your trip or event to the website. The Sample trip mentioned in the video and text guide can be viewed by clicking here.

Step 1: Login to Your Account

Click login at the top of any page and add your login credentials. 

Step 2: Visit Your Store Manager

Click Account at the top of the page and then click vendor store manager.

On the following page, you’ll be taken to your store manager’s dashboard. 

Step 3: Navigate to Product Manager

In the menu to the left, we’ll click trips

And then, on the next page, you’ll see a list of all of the trips and events that you’ve added to the website. If you’ve just joined as a vendor, you will not have any trip or event listings available. So, we will add a new product. 

Click add new. Alright, on the next page, you’ll see the manage product page. This is essentially where you will add all of the details associated with your trip or event.

Step 4: Add a Descriptive Title

The first step is to add a descriptive title. A descriptive title is required for all trips and events. A descriptive title essentially gives the customer an overview of what they can expect during a trip or event. A descriptive title can also mention one or two things that will take place during a trip or event. So let’s take a look at an example:

This is a sample group trip here to Negril, Jamaica. As you can see the title here says:

Enjoy a dinner on the beach in the grill, and sell on a bamboo raft at the Martha Brae River.”

This is a nice descriptive title. It mentions one or two things that will take place during the trip. 

Step 5: Add a Short Description

Next we want to add a short description. The short description of our sample group trip say:

“Jamaica is a land of adventure, sophistication and elegance along with the Caribbean’s best sun, sand and sea. This destination has an intriguing history that has created one people out of many, and a culture that is unmistakably Jamaican.”

This is a nice overview of Jamaica. You can add something similar; an overview of the destination. You can also change the information and add something else. It’s totally up to you! 

Step 6: Add a Description

Next we will add a description, which is just an extension of the short description. Here you can add additional details about the destination. You can add hotel details or any information that is important for a customer to know before booking. Add as much information here as you’d like to. For this example, the description of our sample trip says:

“Join us August 18 to the 23rd 2021 for six days and five nights, all inclusive in the grill, Jamaica at the Rock House Hotel.”

It gives the hotel details and also mentions passports are required unless you are a current resident within the country. You can also add a YouTube video (not required). If you want to add a YouTube video, click on add media, and then insert from URL. Delete the placeholder text and then go to YouTube, copy the URL from there, then go back to the product manager page and paste it. Wait a second for the video thumbnail to show and then click insert into post at the bottom right here. Give it a second, and there you go! Now, that YouTube video is embedded within your product page. All right. 

Step 7: Add Product Photos

Next we want to add some photos. We recommend adding big beautiful photos that will have the customer visually excited. In this step, you will have to upload photos, which you can do directly from your computer. Click the image icon on the right side to add a new photo. It’s recommended to add five or six photos and photos that are either copyright free or photos taken at your events. For copyright free photos, we recommend a site like unsplash.com. And then you can search for photos of any destination. All of these photos are free to use and they’re beautiful, high-resolution photos which will give a better visual experience.

Step 8: Selecting Categories

The next step is to select the appropriate categories. Selecting categories is very important for your trip listing, because categories are also displayed throughout the website and allow customers to search for trips based on associated categories (i.e., adult only trips, flights included, group size, etc.) 

**Required: Selecting the Group trip category is mandatory for your trip or event to be shown on the website. If you do not have this selected, your trips will not be shown on the website. 

Step 9: Add Tags

Tags will help you trips or events show throughout the website and customers can also search for tags as well. For our sample trip to Jamaica, the tags will be Jamaica, Caribbean and all inclusive. If this was a ticketed event, such as a concert, let’s say to see Beyonce and Jay Z, you could put Beyonce, Jay Z and concert as the associated tags. In any case, you can add as many tags as you’d like. Trips, events and experiences pop up, based on categories and based on tags. 

Step 10: Understanding Catalog Visibility

Understanding catalog visibility is important. Shop and search results will allow your trip or event to show throughout the website and within search results. Let’s say you wanted to pause bookings, for some time, because you wanted to change some information, such as the itinerary, you would change the visibility to hidden. When you’re done editing the information, you’d simply change the visibility back to shop and search results. 

Step 11: Managing Inventory

You are always required to manage your stock or tickets available as we do not allow overbooking or over selling of tickets. Let’s say you have 90+ spots available for your trip. While that is awesome, we recommend to list 15 spots at a time to create the ‘Fear of Missing Out’, which is key in marketing and can surely boost sales. As the spots diminish, you can simply adjust this number back to 15 at any time in the product manager.

Step 12: Adding Attributes

So, what is an attribute? An attribute, essentially, is an option. On our sample trip, you will see event dates, occupancy, room type, and pay via. These are all attributes, a.k.a, options. You can create as many options as you need to. One attribute that’s here by default, which does not show on your product listing page, unless you check the “include as variation”, is the Occupancy attribute. There are only two types of occupancy options: double and single. Simply press Select All, and it’ll add them to your listing. Note: some trips may not have double or single options. If your trip only has a double option, and there’s no single occupancy option, just select double occupancy. 

Next we’ll add more attributes. So, one that is required for all trips and all events is the Event Date attribute. Whether you have one or multiple event dates, you’ll enter the format as such: 

Single event date: January 6 – 9, 2026 

Multiple event dates: January 6 – 9, 2026 | March 25 – 27, 2026 | August 3 – 7, 2027

The symbol (vertical line) in the middle of the dates is called a separator. It is available on a phone and computer’s keyboard. You may have to search for it if you’ve never used it before. This is how you create multiple options (variations) You must use a separator if you’re listing multiple event dates.

Now, let’s say you have different room types that were available for your trip. Such as Ocean view, Garden View and Pool view. You’ll press the “add” button towards the bottom and enter Room Types in the Name box. Next, in the “value” box you’ll add ocean view, garden view, and pool view as such: 

Value(s): Ocean View | Pool View | Garden View

Now that we’ve added the main options, we still need to add the pricing for everything. Right. Let’s say someone chose an ocean view room and they chose double occupancy; this price would be different than the garden view, for example, correct? So, it’s important to add pricing for the different options (variations).

Step 13: Adding Pricing for Variations

This next section is in reference to variations. This may look confusing at first, but it’s all very simple. First, with ‘Variations Bulk Options’, click create variations from all attributes and then press OK for the pop up. Then give it a second to load. At this point, it’s creating all available options for all of the attributes (main options) that you’ve just created. This action saves you a lot of effort. You don’t have to manually create options for all of your attributes. Bulk options do it all for you.

Now all that’s left to do here is add the pricing for everything. Please do not add the deposit price. The deposit amount is automatically generated by the system. Please only add the full price here.

Step 14: Choosing the Location

For the location, it’s not necessary to use the exact location of the hotel as sometimes this can be a very long address and will look unsightly in relation to all other trip listings. Please simply use the city and country as the location (i.e., Bali, Indonesia). You can place the exact location of the hotel in the description if you’d like, so that you’re still providing this information.

Step 15: Age Requirement 

This section is self-explanatory. Are all ages welcomed for this trip? If so, choose that option. The other two options are 18 and above and 21 and above

Step 16: Adding the Itinerary

To expand the itinerary box, please click the little icon at the bottom right corner of the box and move your cursor downwards. Looking at the sample trip, we can see there’s a daily itinerary. The itinerary is the breakdown of what’s going to happen on a daily and sometimes even an hourly basis, if you’ve planned your trip to that tune. We recommend putting as much detail as possible. Once again, customers look for details, right? The more details available, the more likely the customer will be to book. We recommend always going the extra mile with your trip listing which will lead to more bookings. 

Step 17: Adding Inclusions

Once again, details are your friend here. Simply add everything that’s included. 

Step 18: Adding Exclusions

Once again, details are your friend here. Simply add everything that’s excluded. 

Step 19: Adding Event Trip Start Date

The last thing to add is the event trip start date. You may have noticed that this is mentioned in the attributes sections, however, the dates that you add here actually show throughout the main pages of the website. See image below for an example:

If you have multiple dates, the text “more dates available” will show under your listing on the main pages of the website. Simply click and add the start and end dates, in the order of closest to furthest trip dates. Now if you have more than four starting and end dates, it’s recommended to just add another trip listing. You can then add that fourth date, or more, to that new trip listing. Using different pictures or a different order of the pictures for the new trip listing will help so that it doesn’t look like the exact same listing as your first listing. 

Congratulations! After following this guide, you should have successfully submitted your first trip listing! The beauty of it is, now that you’ve done it once, you’re able to do it again and again without assistance from this guide.

If you have any additional questions, please contact us at [email protected]

Quick Requirement Reminders:

Add multiple photos (5+) that are of high quality and large size. Square cropped photos show the best.

Add ‘Event Date(s)’ to the Attributes tab.

Create descriptive titles. Descriptive titles highlight an experience or two that can be had during the trip or event.

Featured trip or event images must not contain text. The featured image is the first picture that shows when someone views your trip.

All images uploaded must not contain text that links to another website.

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