Presenters and Producers

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1 How to get the most from online ticket sales Presenters and Producers Why Sell Tickets Online? Performances Shows Opening Nights VIP nights awards season launches socials membership registrations class enrolments competition entries seminars workshops... any time you require a ticket or registration. I have seen TryBooking handle the smallest run of a general admission show to multi show festivals running 50,000 tickets, and the Plenary Hall at Melbourne Convention Centre I reckon anyone could get online and create an event in less than half an hour- of course, it will take a little longer to explore all of the amazing features of the system. But that's the beauty of it. Mark Crees, Resident Producer Auspicious Arts Incubator It is increasingly important to maintain a strong online presence to generate the Box Office returns that are essential for commercial success. Making tickets available online is not only an integral Box Office tool; it is an enormous service and convenience for your audience. Online ticketing is not new for theatres, but what is new is the quantum leap forward that TryBooking represents for both Presenters and Producers. TryBooking is different in a lot of ways; not the least of which is a much lower cost, no contracts and no transition time or third party staff training. It is also different because you manage it yourself. So it takes no time to smoothly integrate into your existing system to streamline your entire ticket management process. A sophisticated program that is elegant in its simplicity, you can create state-of-the-art interactive seating plans for any venue or type of performance, set up unlimited ticket types and design exciting tickets for every event. And if you ever need help, we re here with free support and advice. Already TryBooking has dramatically increased ticket sales across Australia, because online sales provide your audience the convenience of buying tickets from their own home computer or smart phone and printing them instantly, leaving you free to concentrate on performance preparation and promotion. TryBooking is all about enhancing the ticketing experience for your customers. From their first contact point, your tickets will be accessible, convenient, cost effective and easy to acquire. TryBooking provide every theatre, large and small, with an opportunity to offer better service to patrons, to save huge amounts of staff time, and to realise real cost savings for every production. Page 1

2 Now your Box Office is open 24/7 Performances sell-out quickly - online sales are more convenient and easier for everyone Your staff and volunteers spend minimal time selling tickets and managing seat selections Customers purchase tickets through any communication channel: any website, s, newsletters, anywhere you publish your TryBooking URL Slash all ticket-related administrative work It s easy! Set up online sales from any computer. TryBooking requires no special IT skills or training General admission or superfast interactive seating plans Integrate online sales with existing phone, cash and door sales Patrons had their tickets instantly and our money was in the bank all in 45 minutes! I can t even begin to calculate the huge amount of time we saved and most importantly, people did not need to queue for hours for best seats. Kevin Coyne Michelle Slater Performing Arts Centre Ticket prices are automatically applied allowing you to offer different ticket prices for adults, children, members (anything you need) No cost to issue COMPs, refunds or to use for FREE events (workshops, auditions, VIP nights etc) Eliminate cash and cheque management issues all monies are collected online with clear audit trails and records No posting of tickets, manual s or data entry Bookings are made (and seen by you) in real-time through any promotional avenue including Theatre Alive and Arts Hub and from your own website! I hadn't set up an event before, but even if you're a first time user. TryBooking is still easy to do. Rebecca Elmes, Events and Promotions Coordinator Warrnambool City Council Instant access to a suite of financial and marketing reports, with the ability to export data (waiting lists, door lists, guest lists and a range of booking reports, graphs and maps) Integrate online sales with existing phone, cash and door sales Lowest fees in the industry - everyone can afford it! Transfer Funds at anytime to help pay for the event Free and friendly customer support. We re here to help! Page 2

3 It's Easy to Sell Online What would normally have taken many painstaking hours of selling and issuing tickets, was handled with ease thanks to the professional and efficient ticket purchasing site that TryBooking offers. Our patrons loved the accessibility of the website, especially the opportunity to select their own seats and print their own tickets. They come with my strongest recommendation! Steve Marshall, Theatre Manager Prendiville Performing Arts Centre Set up wizards will guide you through this process at 1. Login to your account or create a new account. It's free and takes just 2 minutes! 2. Create a New Event, name accordingly (eg. Performance Tickets, Opening Night, Term Enrolments, Class Lessons, Workshop). What a great system. The flexibility is Impressive! Susanna Matters, Vice President Sydney University Symphony Orchestra For an example please visit 3. Nominate the Venue Location. If the venue plan is one you wish to retain, please define the venue plan first under 'configuration'. Once your venue template is saved you can then select the template at this stage. 4. Set the Date that your tickets will be available to purchase (ON SALE DATES). NOTE: To Set up a member registrations or workshop classes, please contact TryBooking for a registration step-by-step guide. 5. Select General Admission or Reserved (allocated) Seating. 6. Set the type of tickets you wish to sell (adult, family, member whatever you need). 7. During setup you will receive a unique booking URL. This link brings people directly to your ticket booking pages. Publish this URL on your website and any marketing collateral or advertising websites to direct people immediately to your bookings. For example: visit (make sure you include your unique end code). Tips to Success - Make the Switch to Online Bookings. If this is your first online ticketing experience, make sure you discuss and promote the change to your patrons. This document provides useful suggestions about how to successfully engage your stakeholders and ensure your online transition is easy and comfortable for everyone. Click here to download this free resource. TIP! Once you are happy with your booking pages click on Make a Booking in your dashboard and run through a test booking to see if it goes as you expected. Exit just before you enter the shopping cart. Page 3

4 Customise Your Online Booking Pages! During your initial setup you will be prompted to input basic information like the number of tickets available and the date that you would like your tickets to go on sale. Once you have completed this step, we encourage you to go back into your Dashboard, and customise the details of your event. TryBooking provide every theatre, large and small, with an opportunity to offer better service to patrons, to save huge amounts of staff time, and to realise real cost savings for every production. Ticket sales were higher than expected and I worked a whole lot less. Sandrine Bonython Souled Out Film Festival Superfast Interactive Seating Plan: You can ticket any venue with Australia s most flexible seating plan editor. Add rows, stalls, tiers to create an exact replica of your seating plan instantly yourself. You can block out seats and even add /release reserved seats later Ticket Type and Pricing: add any ticket types you need; child, family, member prices You can even have sectional prices to reflect the seating location, set seats up by door or gate entry (for large events to help with seating on the day) and sell season tickets with special seats reserved for VIP members for the entire season Terms and Conditions: make sure you add any pertinent information related to the event, such as refunds Event Homepage: make this page match your event s promotional material. Add graphics, photos, sponsor logos and all the details people need to enjoy your event The more we can drive people to book online the more savings and efficiency we ll achieve. Rebecca Elmes, Ticketing and Marketing Manager Fun4Kids Festival, Warrnambool Create a ticket design that complements your booking page and promotional material Set up promotional codes for specific ticket types, for members/vip and complementary tickets (no cost) so these people will be notified of their discount or free ticket but must actually book a seat so you minimise no shows! Set up password access codes for producers or event organisers to view reports they need (sales, door lists etc) Barcode scanning and Quick sale available to manage door Page 4

5 sales speed entry. Please contact us for more information Tips, Ideas and Inspiration... The more tickets you sell online, the less work you have to do before, during and after your event! Easy ways to encourage online ticket sales: Implement an Early Bird Discount. Set up a promotional code in Ticket Types for specified dates. When your Early Bird date has passed, normal online ticket prices will automatically apply Place an administration booking fee (Box office fee) on tickets purchased through the office to encourage people to buy online Include your unique URL link to your tickets in all e-marketing; newsletters, s, text, phone (app) and your and promotional websites wherever your event is listed online For example visit: Consider a follow up , SMS or other e-campaign a few weeks after tickets go on sale to remind people to book early to select best seats as 'tickets are selling fast!' Put a large BUY TICKETS NOW button on the landing page of your website. If you are quite tech savvy, this message can scroll, flash on your website or appear as you wish to attract attention Are Tickets Selling Too Slow? Easy! Send a reminder to book now and include the URL link to direct patrons straight to your booking page Keep your online booking period open as long as possible Make your Answering Service work harder. Change your message to encourage patrons to book online. Succinctly communicate the benefits including their ability choose the best seats still available, instantly print their tickets and avoid the Box Office handling fee What if the chosen Venue insists on providing the tickets for the Event? Some venues make it a condition- of- hire to purchase and use their own tickets, but do not offer to manage the ticket sales or do so at a charge. You can still use TryBooking to manage your ticket bookings and simply exchange these tickets for 'Venue Own' prior to the event. Page 5

6 Easy Ways to Increase Event Revenue Now that you have freed up time managing ticket sales and reduced staff requirements at the event, you can re-allocate staff to other activities: Pre or Post Event Experience: Patrons love a chance to mingle before and after the performance. Set up an area for socialising with a bar, kiosk and make it making it a more memorable and enjoyable experience (not just the show) Pre-sell DVDs, programs and mementos of the performance online during the ticket booking process (set up a new ticket type which includes a DVD, program or drink voucher with each ticket purchase). It is easier to purchase these items during the checkout process, it helps you plan inventory and pre-sales reduce cash handling at the event Tip! Ensure all phone sales, cheque or cash sales are entered directly into TryBooking for complete account reconciliation and reporting Open bookings to your wider community. Consider local paper listings, arts hub sites and other local sources. People in the regional community welcome access to local performances, which are often very affordable. Online bookings make tickets more accessible and can increase overall attendance Third Party Ticket Agents. Increases your exposure and sales by giving re-sellers direct access to your tickets in realtime. Set up a promotion code to identify sellers and to control commissions Tips to make your job even easier! Did you know you can save your Seating Plan to use over and over? Create the plan in as a Venue Template BEFORE you setup your event's ticketing. Now you've always got a seating plan set up and ready to go! Reminder s are an excellent way to build anticipation and communicate pertinent information. TryBooking s Instant feature allows you to send a personalised to ticket holders when they receive their ticket. Include reminders about parking, dress code, maps and start times to reduce office queries We've found the service and support fantastic! Maureen Hartley, Publicist/ Education Coordinator La Mama Theatre Build your Customer Database - you own your customer data for future analysis. Now more effective marketing is possible with valuable customer histories No cost complimentary tickets for media, sponsors and VIPs. Set up a promotional code then send an e-invite with instructions about how to book their free ticket. You simply include the URL link in the and include the promotional code they need to enter during booking. This means you no longer hold seats for no shows! Ready to start? Visit or give us a call. Sophisticated technology made simple, accessible and affordable. Page 6