★ Post-Show and Post-Event Reports

Permissions needed:

To set up information types: Sys Admin
To manage performance functions: Detailing > Edit
To configure performances: Live Entertainment > Edit Post-Show Configuration
To add information:
- Attendance and Notes: Live Entertainment > Edit
- Ticket Counts and Revenue: Revenues, Ticketing, and Post-Show Report Documents > Edit
To download or send reports: Revenues, Ticketing, and Post-Show Report Documents > Edit

You are able to capture information about each of your performances: ticket sales, attendance, and revenue, as well as general event notes such as the weather, any incidents, and feedback from event staff. Depending on your venue's reporting needs and types of events, you may use only some of these fields. For best practices for using attendance and ticket counts together, please see Track Attendance.

This information is then pulled into a custom template to create a post-show report which can be downloaded or emailed from VenueOps. Ticket sales, attendance, and revenue amounts can also be reported on via Insights Reports and Dashboards.

While these reports are called "Post-Show Reports" and were designed for live entertainment venues, venues of all types have found this feature useful to handle their post-event reports. In order to access the Live Entertainment tab and this feature, you'll just need to mark the appropriate event types as Live Entertainment (see Edit an Event Type). Also be sure to check the permissions listed at the beginning of this article.

Setup

The first step in tracking performance information is to set up the specific information you wish to track in three areas: attendance, revenue, and general notes. In the Sys Admin area, you'll be able to create:

Attendance types: Track the actual footfall for each performance. You can have one general attendance category, or break it out as needed (such as student, staff, etc.). Note that you'll be able to set up ticket scaling on the event itself to track ticket sale and comp counts.
Revenue types: Track ticket sales, concession revenue, merchandise revenue, etc. We will auto-calculate per-cap information by dividing each revenue type by the total attendance.
Note sets: Create note sets to easily capture performance information and notes.

For more information:

Configuring Performances on an Event

In order to configure performances, there must be functions marked as performances on the event. Please see Performances for more information.

Once you've set up your types, you'll be able to configure your performances on specific events. On the Live Entertainment tab, you'll be able to set up ticket scaling and select the attendance, revenue, and note sets that you would like to report on for this event.

For more information, see Configure Post-Show Reports and Ticket Scaling.

Adding Performance Post-Show Information

Once performances are configured, you can begin to add information. Click on a performance to add, edit, or view information. For step-by-step instructions, please see Manage Post-Show Reports for Performances.

Our recommended best practice is to enter net amounts in the revenue fields; gross amounts can be reported from the POS or ticketing system. If you wish to track costs in VenueOps, enter the gross revenue in the post-show report. Costs can then be tracked via the Additional Revenue/Expense feature. See Additional Revenue and Expenses for instructions to add the costs.

Once all information is complete, download or send a post-show report. If you don't have a post-show report template set up on your account, please contact Client Success.

For more information: