Venues & Halls

Rens van Huijkelom

2024-11-26 12:54:03 +0100

The venue and hall define where the event will take place. Usually the venue is the building (e.g. The Opera House) and inside the building there are several halls (e.g. main stage, small stage, studio). In a venue, address information and geographical location are defined. In a hall, the number of seats is defined.

Create a venue

Navigate to Administration > Venues > Venues and click Add venue in the top right corner.

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Name the venue, give it an abbreviation and enter its address.
Click Save or Save & create hall to immediately continue creating a hall.

Use Find location to find the coordinates based on the venue address.

The name and address can be edited afterwards.

Create halls

To create halls, navigate to Administration > Venues > Hall and click Add Hall in the top right corner.

Numbered halls are created by Tixly Support.

Name
1. Name of the hall, displayed in the online flow and on the ticket
Abbreviation
1. Short abbreviation of the hall name, shown in the dashboards.
Internal name
1. Used when creating an event date and in the event date filter.
Venues
1. Select the correct venue, this locks in after saving and can't be changed afterwards.
Number of tickets
1. The maximum capacity of the hall. The actual capacity of the event, can be adjusted at the event level.
Configuration name
1. In the case of an unnumbered hall the configuration name is not relevant, but it is still a mandatory field. In the case of a numbered hall the configurations are the different hall versions with different price zones, allocations and seat notifications.
Display seat numbers
1. Set if the seat numbers should be displayed in the online and box office flow.
Order by seat number
1. Keep to no when the hall has even / odd seat numbering. The tickets will then be printed in the correct order (1, 3, 5,...).

Under the Configurations tab the name of the existing configurations can be edited and configurations that are no longer needed can be deleted. A configuration will be deleted when the switch is set to Yes and the user clicks Save.

Under the Entrance tabs, entrances can be created and that can be connected to seats in the hall view. It is also possible to change names of already created entrances.

Edit a hall

In the event sales view, it is possible to make changes to the hall that will only be valid for that specific event date.

Unnumbered hall

Capacity

To change the capacity of an unnumbered event, click Edit in the bottom right corner. Enter the new capacity and click save.

Price zone & Allocation

Unnumbered halls can include different price zones and allocations. Those can be added by selecting the amount of tickets from whichever ticket type and clicking Edit (for price zones) or Allocate in the bottom right corner. When selling a ticket make sure the right price zone / allocation is selected before selecting the amount of tickets.

Numbered hall

To make changes to a numbered event, select the required seats and click Edit in the bottom right corner.

Seat notification

A seat notification is visible in box office sales view, in the online buying flow and can be printed on the ticket.

A seat with a notification shows in box office with an i.

In the online buying flow the notification is also shown clearly.

Price zone & Entrance

In the same view it is possible to change the Price zone and Entrance of the selected seats. This is done in the same way as adding the seat notifications.

It is not possible to select seats in a price zone that doesn't have a price connected to it. So after changing the price zones, go to Administration > Events > Dates or hold the ctrl key while clicking on the Edit button to open the event edit.

Private Property

Seats can be set as Private Property (of the venue) and the revenue from these seats will be handled as such in various reports. A private property seat can be added in the same way as a seat notification or price zone. It can be added to both sold and unsold seats. In the online sales flow and in Box Office the seat does not look any different, it is only used in promotor reporting, which excludes PP seats.

Allocations

Seats can be held back from (online) sale by allocating them on an event.
Read more

Allocations and the Private Property status can also be adjusted after a seat has been sold.

Copy or create new configuration

It is possible to create a new configuration from the changes that have been made above, or to copy them to other configurations or to other event dates.

Copy configuration

Open the sales view of an event and make the desired changes. Choose whether to copy all seats (other event specific changes will be overridden) or if only specific (selected) seats should be copied.

Click on the cogwheel icon in the top left corner and choose Copy configuration.

All seats or selection
1. Select whether all seats should be included in the copy or only the selected seats.
Choose what to copy
1. Select which settings need to be copied over.
Choose where to copy
1. Select which events the changes need to be copied to and if the hall configuration used on that event should be updated for future use.

Create new configuration

Make the desired changes and choose New configuration under the cogwheel. Enter a name for the configuration and click Save. The new configuration is now created and can be used the next time an event is created.

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