★ Workflow for Live Entertainment Bookers
VenueOps gives you the ability to easily send your avails, manage your holds, and confirm those great shows! This article will give you an overview of how it all works, with links out to step-by-step directions.
In This Article
- Getting Started: Settings to Customize, Task Templates, and Notifications
- Before You Book: Artist Research and Avails
- Managing Holds and Confirming Events
- Beyond Booking: Additional Live Entertainment Features
Getting Started: Settings, Task Templates, and Notifications
Before you start booking events, you may wish to do some setup and customization on your account:
- Custom Status Names: You may override the default status names of Prospect, Tentative, and Definite. You'll need to have the System Admin role to do this, as the status names are account-wide and this change will affect all users. Step-by-step instructions are here.
- Visibility Settings: Until an event is confirmed or announced, you may wish to hide the event name and information from other users in the building and on avails. This article has a full explanation of the visibility settings for events and instructions how to set your defaults.
- Custom Calendar Views: If you have the Edit Private Saved Views or the Edit Shared Saved Views permission, you are able to update your calendar view to see specific information you wish to see as you book and manage your holds, such as the status rank (hold 1, hold 2, etc), see ticket scaling or other notes that you've added to the event description, and filter to view only select specific rooms in your venue. Once you've got your calendar just as you like it, you may save your changes to a custom view. More information on customizing your calendar view is available here.
- Notifications: If you are working on a team, email notifications can help you know what has been booked, updated, confirmed, or cancelled. For more information on notifications, see this article.
- Task Templates: Task templates are a set of standard tasks which can be applied to any event. For Bookers, an aging hold task template can be used to stay on top of aging holds and follow up with clients. We have sample task templates for Aging Holds and also for Concert Booking here, as well as instructions for creating task templates and adding a task template as a default for each event you book.
- Space Usage: If you need to report on event days or wish to track load in/load out, be sure to set up Usage on your account. We've even had clients use this to track their target dates! We've got more information here.
Before You Book: Artist Research and Avails
Purchasing the right talent is easy with integrated artist research. View upcoming and past shows, average ticket sales and average gross from Pollstar, and more — all in one convenient window. For more information see this article.
If you have the Avails permission, your calendar includes an Avails view which is easily emailed directly from VenueOps.
- Custom Avails Views: If you have the Edit Private Saved Views or the Edit Shared Saved Views permission, you will also be able to customize the Avails calendar, specifying how you would like your events to display and which spaces should be included. Click the filter_list filter icon, or see this article for instructions.
- Email your Avails: Select the avails view you wish to send and click the mail envelope icon. This article has step-by-step instructions.
- Download your Avails: To download a PDF of your avails calendar, select the view you want to download and click the cloud_download download icon. For instructions, please see this article.
- Avails List: If you would like to export a specific date range, include event times, or edit your avails before sending, you can also copy a list of your avails and paste them into an email or other document. Click the list_alt list icon to get started; for more information, see this article.
- Calendar Views: If there is specific information you wish to share which isn't available on the avails calendar, you are also able to create a regular calendar view. If you wish to hide the event name, you could not show the event name on the view (more information on calendar views here).
Booking Holds and Events
Now it's time to get those events on the calendar! If you like to work on the monthly calendar, this is as simple as selecting your days and clicking the event calendar icon in the lower-right corner to open the Create Event slider -- there are links below to step-by-step instructions to get you started.
- Booking Holds and Events
- Placing a House Hold: Would you like to place a hold on your entire venue? See this article for more information.
- Series of Events: While events may be a single day or span several days, they are almost always concurrent days (an exception would be multiple holds for an event). A series is a group of related or recurring events, such as sports seasons, weekly staff meetings, or even the symphony season. Booking these as a series allows each event to have its own distinct status and event details, but you may also view them as a group.
- Adding Additional Dates or Rooms to an Event
- Conflict Checking: VenueOps warns you of conflicts and potential double bookings whenever you book or edit spaces. This article walks you through those warnings.
- Blackouts and Internal Events: There is more going on in your building than just events! You can use Blackouts to block space when it cannot be used for events (maintenance, conversions, etc.). Confirmed blackouts will show on your avails, tentative ones will not. You may also use internal events to show staff meetings, trainings, and other venue-related events. Internal events, whether confirmed or tentative, do not show on your avails.
- Calendar Notes: Calendar notes are a great way to add an FYI to the calendar without blocking space. Calendar notes do not display on avails.
Sharing Scheduled Holds
You may wish to share with a promoter the holds which they have on the books. If you would like to list them in an email, open the summary slider on your calendar, go to the Spaces tab, and click the assignment clipboard icon.
In your email, press Ctrl + V (or ⌘ + V on a Mac) and the dates, spaces, and statuses will be pasted in:
You may also create a Hold Confirmation document, which you can download as a PDF or send from VenueOps. For instructions, please see this article.
Managing Holds and Confirming Events
Once you are ready to confirm a date and release holds on the others, you may do that from the calendar. Click on an event to open its summary slider, go to the Spaces tab, and click the edit pencil icon:
On the slider:
- Update the status on the hold you wish to confirm. You can confirm the whole day or individual spaces.
- Release a date or an individual room by clicking the appropriate clear remove icon.
When you have made all your changes, be sure to click Save at the bottom of the slider. Once one space or date is changed to confirmed, the event status will update to confirmed, and if the Hide event details setting is on, we'll ask if you'd like to toggle it off. For more detailed instructions, see this article.
Viewing Released Holds
To view holds which have been removed, open the event's summary slider, and go to the Spaces tab. If any holds have been removed, you'll see an option to Show Removed spaces. Clicking that option will list the removed holds.
There's also a assignment clipboard icon you can click then past the dates into an email or other document.
Holds by Promoter
If you have the Edit Private Saved Views or the Edit Shared Saved Views permission, you are able to see a list of all your holds for each promoter by creating a custom event list filtered by the account. For more information on creating event list views, see this article.
Beyond Booking: Additional Live Entertainment Features
By designating certain event types as Live Entertainment, additional features will become available:
- Live Entertainment Types: Event types are designated as Live Entertainment in the Sys Admin section. We have instructions in this article.
- Publicity Dates: Add announce, on sale, and pre-sale dates to events via the summary slider on the calendar or on the event details page. These dates can be displayed on your calendar.
- Show Schedules: Build out a show schedule using functions, designate certain functions as performances, and display relevant schedule information on the calendar. You can also track ticket sales and other information per performance.
- Tracking Artists: You are able to add an artist to your events. This allows you to track how an artist performs in your venue, regardless of what the event is named. More info can be found here.