Overview to Setting up Tabled Events with TryBooking

Transcription

1 Tabled Events Overview to Setting up Tabled Events with TryBooking There are a number of ways to set up a tabled event. The method you choose will depend on your patrons and the needs of the event. Before you commence, look at the options below to decide which method will work best for your event, then proceed to the following pages to learn how to create each option that best suits you. Please don't be daunted by the size of this document, most of it is detailed how to guides for each option. Please review the 3 options below and then scroll down to find your HOW TO guide on each. Option 1 - Simplest Option, Greatest Flexibility Book and Nominate a Table The simplest option allows your patrons to book, pay, plus let you know any special requests such as attendee name, table group requests and special dietary requirements all at the time of booking. To view, follow the link The advantage of this method is that it allows you the organiser the greatest flexibility although does require a small amount of work at the end. You will export your final data into a spreadsheet and will sort this spreadsheet based on their table requests / table captain and then move people accordingly to make up your table numbers. If you include on your export the date and time of booking, you can then allocate tables based on date of booking. The advantages of this method are: it is simple for people to book but offers you the greatest flexibility at the end in terms of placement on tables and moving people to make a great mix of personalities on each table or where tables will be situated. Quick and Simple to setup too The disadvantages of this method are: The number of people per table is not capped, therefore it's possible for a group to grow beyond your table capacity which means you then have to discuss and decide what to do with these extra bookings. There is a little more work in the final stage, manipulating your export file to make up the tables according to requests.

2 Option 2, Patrons book their own seats: The second option involves a little more set-up, but allows your patrons to book directly onto a table with table capacities being fixed in terms of size. You can label your tables, ie Table 01, Table 02 or Green, Blue, Red or Reserved for Peters Group etc. To view, follow this link You will set up your table sizes (eg. 10 people) and the number of tables for your event. As people book onto a table, the free capacity remaining will be displayed and once the table has been fully booked, it will show as FULL in red. You can monitor bookings and add and remove tables as required. You can even name your tables so patrons can quickly find which table they wish to book. eg. year level, sporting group or colour or table captain name. You can still ask for actual names of the patrons plus dietary requirements as they book. On the day of your event, all you need to do is export your data collected into your spreadsheet program so you know who is sitting on each table and their dietary requirements. The advantages of this method are: There is less work for you at the end Tables have a defined capacity People can see the capacity left on a table and know which table they will be on for the event before they arrive The disadvantages are: there is a small amount of work in setting this new event up. If you run a number of tabled events over the year(s) you may consider setting up a Venue Template which can be picked up and used over and over again. If people wish to swap tables their transaction needs to be refunded and they will need to re-book on their preferred table, its not as simple as just swapping that person onto another table. People can see clearly how your capacity is going which can take away from the urgency to book. You may like to consider holding back some tables in this case and adding them in when required.

3 Option 3, Patrons book their own seats or whole tables plus add floor plans: The third option is similar to option 2, patrons book onto a table although there are different pricing schemes available for that table. This method allows your patrons to book either a whole table or choose a seat on a table. To view, follow this link You might even like to add a floor plan so you can charge more for your premium tables or have it that these premium tables are for whole table bookings only. On the day of your event, all you need to do is run your Export report including any data collected, sort it to table order so you know who is sitting on each table and their dietary requirements. The advantages of this method are: There is less work for you at the end Tables have a very defined capacity Premium tables can be set for premium price points People can see the capacity left on a table and know which table they will be on for the event before they arrive You have flexibility to move from whole to single seats on a table quite quickly if required. The disadvantages are: there is a small amount of work in setting this new event up. If you run a number of tabled events over the year(s) you may consider setting up a Venue Template which can be picked up and used over and over again. If people wish to swap tables their transaction needs to be refunded and they will need to re-book on their preferred table, its not as simple as just swapping that person onto another table. People can see clearly how your capacity is going which can take away from the urgency to book. You may like to consider holding back some tables in this case and adding them in when required. Adding a table plan can lock you in too tightly in case you need to squeeze in or remove tables. You may also have less flexibility with groups to move around the room if you later require it.

4 HOW TO GUIDE TO - Option 1 - Simplest Option, Greatest Flexibility Book and Nominate a Table 1. Log into your TryBooking account 2. Click on Create New Event give your event a name (ie Go Red and Bling Ball), enter a short description and then a contact person. Click Next 3. Define your Venue or select one from your Venue templates. In this case, we have defined a new venue. Click Next

5 4. Enter the date and time of your event (which will print onto the ticket). Note, if your event is running in daylight savings time, make sure you set the time zone correctly. Winter time Melb / Syd is GMT +10 whereas summer time will be GMT +11. This way your event will open and close correctly. 5. Now enter the date and times which you wish to commence taking bookings on and when your bookings will close. Remember your event cannot be found or booked to until the on sale date (bookings start date) has been reached. Note: You may feel you need to close your bookings off 1 week out so you know catering numbers. Generally as you do this, people will start calling to see if they can still come. So consider taking your numbers for the caterer while leaving your event open a few days longer and then update the caterer with final numbers again. We hope this tip will reduce calls right at the time when you have so much more to get done.

6 6. Define your capacity of the venue now. Tabled events are SPACE events in TryBooking. 7. Fill in the information relating to your event. Make sure you define your event as a SPACE event and set the maximum number of attendees to the capacity of your venue. 8. Now define your ticket price(s) by clicking on Add Ticket Type.

7 9. Add in some keywords (so people can search for your event) and then click Create Event and Finish. 10. Now that your event has been created you have been allocated a URL for this event to publish on your invitations, on your website or within your media campaigns. Now that your event has been created, it's time to work through adding in the final touches to your event. So open your event by clicking on Manage Events and select your event. Adding in Questions such a dietary requirements. Once you have selected your event click data collection. Under data collection you can add fields / questions for your patrons to complete, such as dietary requirements, name, table groups etc. Consider what questions you need to ask, the order you need to ask them in and if they are Required fields. You only need to know a response once per booking (ie company name, parent details) rather than frustrate your patron by asking it once for everyone (per attendee) they are booking for. You can have a combination of questions under once per booking and some once per attendee. 1. Select either Once per Booking (asks your questions only once per booking irrespective of the number of people being paid for) or Attendee (which will ask the questions once per person being paid for.

8 2. Now click Add Field, and add a label (which is your question), define if you need this to be a field that they must complete and then what sort of field will it be. In this case below, yes it's important to know all the names of people who will be attending and I'm happy for them to type into a box (single line text) this information. Keep adding in questions to ensure you get the right information to assist making up table groups, dietary requirements.

9 You may like to consider making Preferred Table Groups as a List of Values which could include: year level, sporting group, valedictory attendee name, debutante partner or even a nominated table captain. A list of values keeps your data neat and ensures a quick sorting in the spreadsheet. If your caterer can only cope with a defined list of dietary requirements, you may like to set this up as a list of values too otherwise just use a single line text box. Adding a look and feel to your event Your Event homepage can be given a make over. If you wish to add an image that is similar to your invitation, please ask your graphics person to save this image with the following criteria. The image must be either a.jpg, png or gif type file, no wider than 600 pixels wide and no larger than 30kb in size. Tip if your image has loads of fine writing, you may find that it diminishes in clarity as you prepare it for web uploading. If this writing is important, do consider cutting just the image out and then typing in your text directly onto your event homepage. This way you keep the text clear and clean. Terms and Conditions Consider if you need to add in any terms and conditions to your event. This could be as simple as thank you for your donation, no refunds will be issued or where you quote your ABN, Indicate this is a Tax Invoice, your company name and indicate that your ticket price quote is GST inclusive. Accessing your Data Keep an eye on your sales, via reviewing the Event Revenue Itemised report. Access who has booked and all the questions you asked via the reporting option EXPORT DATA. Select your event and session time, then tick the data fields you wish to export. Now click export and this will open your data into a spreadsheet. Open in your spreadsheet program and sort based on table group (eg. School year level), then date and time of booking. Divide into your nominated table sizes (eg. 10 guests) to produce your table grouping list. Checking your Work Before you publish your events, please do check your work. As the account administrator you can click on Make a Booking from either in your Event or from your Account Dashboard. Please move through checking your work, adding at least 2 people to your list, checking your event for not only look and feel, but do the questions work?. Exit once you reach the shopping cart.

10 Producer Access to Reports Don't forget if your setting up this event for others who will need to work and market the event but not necessarily update data or access the full TryBooking account, do consider giving them producers access to this event so that they can self help to the reports you wish them to access. To setup Producers Access, please go to Manage Events, Your Event Name and then Producers Access (at the bottom) and define a Password and select the reports which they can access. Now if your colleagues come to they can Log in via the Account Code and password as defined on the Producers Access screen for this ONE event.

11 HOW TO GUIDE TO - Option 2, Patrons book their own seats: 1. Log into your TryBooking account 2. Click on Create New Event give your event a name (ie Go Red and Bling Ball), enter a short description and then a contact person. Click Next 3. Define your Venue or select your venue if in your Venue templates. In this case, we have defined a new venue. Click Next

12 4. Enter the date and time of your event (which will print onto the ticket). Note, if your event is running in daylight savings time, make sure you set the time zone correctly. Winter time Melb / Syd is GMT +10 whereas summer time will be GMT +11. This way your event will open and close correctly. 5. Now enter the date and times which you wish to commence taking bookings on and when your bookings will close. Remember your event cannot be found or booked to until the on sale date (bookings start date) has been reached. Note: You may feel you need to close your bookings off 1 week out so you know catering numbers. Generally as you do this, people will start calling to see if they can still come. So consider taking your numbers for the caterer while leaving your event open a few days longer and then update the caterer with final numbers again. We hope this tip will reduce calls right at the time when you have so much more to get done.

13 6. Define your capacity of the venue now. Fill in the information relating to your event. Make sure you define your event as a SPACE event and for this setup, please define the maximum number of people that can sit at a TABLE here. You will add in additional tables once your event has been created. 7. Now define your ticket price(s) by clicking on Add Ticket Type.

14 Add in some keywords (so people can search for your event) and then click Create Event and Finish. Now that your event has been created you have been allocated a URL for this event to publish on your invitations, on your website or within your media campaigns. It's time to work through adding in the final touches to your event. So open your event by clicking on Manage Events and selecting your event. Adding in more Tables Once you have selected your event click on Sections. Please click on the existing Section One and rename it to your 1 st table name. This could be Table 01, a team name or a Table Captain Name. Click Add Section to add in another table, once again naming it Table 02 etc and copy the settings from a table that can take the same number of people. Click Create Section now. Should your tables vary in size (some seating 10 while others seat 8) add a new section, yet leave the 'copy settings from' box blank and click next, you will then be asked to define the new number of attendees for that new table, then proceed by clicking next and select the pricing group which you would like assigned to this table (eg. Admit 1 or purchase the whole table.) You can keep adding tables or add a number of them and then add as required even after your bookings have opened depending on demand.

15 Please note: When adding additional tables, you can copy the settings from an existing table. When you select Copy, you will copy the settings for the entire section. These will include Ticket Style (ticket background image), Promotional Codes (eg VIP) and Ticket Price. Before you add any more tables, ensure you have completed all these fields correctly. Adding in Questions such a dietary requirements. Please go to Manage Events, Select your Event and now select Data Collection. If it's important for you to know the names of people who will be attending plus their special dietary requirements, you still need to ask a few questions in order to gather this information. Under data collection you can add fields / questions for your patrons to complete, such as dietary requirements, name, table groups etc. Consider what questions you need to ask, the order you need to ask them in and if they are Required fields. You only need to know a response once per booking (ie company name, parent details) rather than frustrate your patron by asking it once for everyone (per attendee) they are booking for. You can have a combination of questions under once per booking and some once per attendee. 1. Select either Once per Booking (asks your questions only once per booking irrespective of the number of people being paid for) or Attendee (which will ask the questions once per person being paid for.

16 2. Now click Add Field, and add a label (which is your question), define if you need this to be a field that they must complete and then what sort of field will it be. In this case below, yes it's important to know all the names of people who will be attending and I'm happy for them to type into a box (single line text) this information. 3. Keep adding in questions to ensure you get the right information If your caterer can only cope with a defined list of dietary requirements, you may like to set this up as a list of values too otherwise just use a single line text box.

17 Adding a look and feel to your event Your Event homepage can be given a make over. If you wish to add an image that is similar to your invitation, please ask your graphics person to save this image with the following criteria. The image must be either a.jpg, png or gif type file, no larger than 600 pixels wide and no larger than 30kb in size. Tip if your image has loads of fine writing, you may find that it diminishes in clarity as you prepare it for web uploading. If this writing is important, do consider cutting just the image out and then typing the text directly onto your event homepage. This way you keep the text clear and clean. TIP: You may find that people would prefer to reserve a whole table. This may help in selling your event faster so consider adding some text on your event homepage that invites them to become a table captain and that if they contact you, you will reserve a table for them adding their name to that table so it's clear which one people need to book onto. Here is some sample text that you may like to use: Tickets may be purchased individually onto a table or alternatively you may reserve a table of 10 for your party to book and pay individually. The Table will be reserved under the name of the table captain to allow for all your guest to book onto the correct table. Please (add in your address) your requests. Terms and Conditions Consider if you need to add in any terms and conditions to your event. This could be as simple as thank you for your donation, no refunds will be issued or where you quote your ABN, Indicate this is a Tax Invoice, your company name and indicate that your ticket price quote is GST inclusive. Accessing your Data Keep an eye on your sales in a number of different ways Looking at Bookings per Table If you click on your Booking link, you will see instantly how many bookings you have remaining on each table (if the table size is 10 or less).

18 Alternatively, you can log into your account and from Manage Events, your event, select Sections. Remember you can add in additional tables as you need but you cannot remove a table that has a booking on it. Alternatively, you could run an Availability report to get details on table bookings in an easy-read format that can be given to caterers to set up table arrangements. The Event Revenue Itemised report will give you a snapshot on the income and level of bookings.

19 The Export report will provide you with information on who has booked and all the questions you asked via the reporting option EXPORT DATA. Select your event and session time, then tick the data fields you wish to export. Now click export and this will open your data into a spreadsheet. Open in your spreadsheet program and sort based on Section Name (ie table name) to obtain your table door list. Checking your Work Before you publish your events, please do check your work. As the account administrator you can click on Make a Booking from either in your Event or from your Account Dashboard. Please move through checking your work, adding at least 2 people to your list, checking your event for not only look and feel but do the questions work?. Exit once you reach the shopping cart. Producer Access to Reports Don't forget if your setting up this event for others who will need to work and market the event but not necessarily update data or access the full TryBooking account, do consider giving them producers access to this event so that they can self help to the reports you wish them to access. To setup Producers Access, please go to Manage Events, Your Event Name and then Producers Access (at the bottom) and define a Password and select the reports which they can access. Now if your colleagues come to they can Log in via the Account Code and password as defined on the Producers Access screen for this ONE event.

20 HOW TO GUIDES - Option 3, Patrons book their own seats or whole tables plus add floor plans: 1. Log into your TryBooking account 2. Click on Create New Event give your event a name (ie Go Red and Bling Ball), enter a short description and then a contact person. Click Next 3. Define your Venue or select it from your Venue templates. In this case, we have defined a new venue. Click Next

21 4. Enter the date and time of your event (which will print onto the ticket). Note, if your event is running in daylight savings time, make sure you set the time zone correctly. Winter time Melb / Syd is GMT +10 whereas summer time will be GMT +11. This way your event will open and close correctly. 5. Now enter the date and times which you wish to commence taking bookings on and when your bookings will close. Remember your event cannot be found or booked to until the on sale date (bookings start date) has been reached. NOTE: You may feel you need to close your bookings off 1 week out so you know catering numbers. Generally as you do this, people will start calling to see if they can still come. So consider taking your numbers for the caterer while leaving your event open a few days longer and then update the caterer with final numbers again. We hope this tip will reduce calls right at the time when you have so much more to get done.

22 6. Define your capacity of the venue now. Tabled events are SPACE events in TryBooking. Fill in the information relating to your event. Make sure you define your event as a SPACE event and for this setup, please define the maximum number of people that can sit at a TABLE here. You will add in additional tables once your event has been created. 7. Now define your ticket price(s) by clicking on Add Ticket Type.

23 8. Add in some keywords (so people can search for your event) and then click Create Event and Finish. 9. Now that your event has been created you have been allocated a URL for this event to publish on your invitations, on your website or within your media campaigns. Now that your event has been created, it's time to work through adding in the final touches to your event. So open your event by clicking on Manage Events and select your event.

24 Setting Pricing for Individual vs Whole Table Bookings If you wish to sell tables at a premium rate or offer certain tables as a complete table purchase, you will need to setup different pricing groups and then link these to the tables. From within your event, go pricing groups and Add a pricing group. If we consider the 2 options above, you may define under Buy A Full Table that there is only one choice of ticket type, ie purchasing all 10 places.

25 Whereas under the other pricing group called Individual person booking, you have options for buying one place or a discounted rate for buying a whole table. Still within your event, if you move to Pricing schema, you can now link the pricing options to individual tables, therefore ensuring you maximise the income on premium tables.

26 Adding in more Tables Select Manage Events, your event name and then Sections. Please click on the existing Section One and rename it to your 1 st table name. This could be Table 01, a team name or a Table Captain Name. Click Add Section to add in another table, once again naming it Table 02 etc and copy the settings from a table that can take the same number of people. Click Create Section now. You can keep adding tables or add a number of them and then add as required even after your bookings have opened depending on demand. Should your tables vary in size (some seating 10 while others seat 8) add a new section, yet leave the 'copy settings from' box blank and click next, you will then be asked to define the new number of attendees for that new table, then proceed by clicking next and select the pricing group which you would like assigned to this table (eg. Admit 1 or purchase the whole table.) Please note: When adding additional tables, you can copy the settings from an existing table. When you select Copy, you will copy the settings for the entire section. These will include Ticket Style (ticket background image), Promotional Codes (eg VIP) and Ticket Price. Before you add any more tables, ensure you have completed all these fields correctly.

27 Adding in Floor Plans You can add a floor plan to Sections. Make sure your floor plan is a. jpg and no more than 100kb in size. If you go to sections, at the top you can upload a floor plan and then browse to find your saved file. When someone books to your event, they can click to view a floor plan which will appear just above the tables in Sections. Floor plans are great if you wish to create a premium table concept but can be limiting if you need to remove or adjust tables closer to the date of your event. Adding in Questions such a dietary requirements. Please go to Manage Events, Select your Event and now select Data Collection. If it's important for you to know the names of people who will be attending plus their special dietary requirements, you still need to ask a few questions in order to gather this information. Under data collection you can add fields / questions for your patrons to complete, such as dietary requirements, name, table groups etc. Consider what questions you need to ask, the order you need to ask them in and if they are Required fields. You may only need to know a response once per booking (ie company name, parent details) rather than frustrate your patron by asking it once for everyone (per attendee) they are booking for. You can have a combination of questions under once per booking and some once per attendee. 1. Select either Once per Booking (asks your questions only once per booking irrespective of the number of people being paid for) or Attendee (which will ask the questions once per person being paid for. 2. Now click Add Field, and add a label (which is your question), define if you need this to be a field that they must complete and then what sort of field it will be. In this example below, it is important to know the names of all people who will be attending and I'm happy for them to type this information into a box (single line text).

28 Keep adding in questions to ensure you collect the information you require. If your caterer can only cope with a defined list of dietary requirements, you may like to set this up as a list of values too, otherwise just use a single line text box.

29 Adding a look and feel to your event Your Event homepage can be given a make over. If you wish to add an image that is similar to your invitation, please ask your graphics person to save this image with the following criteria. The image must be either a.jpg, png or gif type file, no larger than 600 pixels wide and no larger than 30kb in size. Tip if your image has loads of fine writing, you may find that it diminishes in clarity as you prepare it for web uploading. If this writing is important, do consider cutting just the image out and then typing the text directly onto your event homepage. This way you keep the text clear and clean. TIP: You may find that people would prefer to reserve a whole table. This may help in selling your event faster so consider adding some text on your event homepage that invites them to become a table captain and that if they contact you, you will reserve a table for them adding their name to that table so it's clear which one people need to book onto. Here is some sample text that you may like to use: Tickets may be purchased individually onto a table or alternatively you may reserve a table of 10 for your party to book and pay individually. The Table will be reserved under the name of the table captain to allow for all your guest to book onto the correct table. Please (add in your address) your requests. Terms and Conditions Consider if you need to add in any terms and conditions to your event. This could be as simple as thank you for your donation, no refunds will be issued or where you quote your ABN, Indicate this is a Tax Invoice, your company name and indicate that your ticket price quote is GST inclusive. Accessing your Data Keep an eye on your sales in a number of different ways Looking at Bookings per Table If you click on your Booking link, you will see instantly how many bookings you have remaining on each table (if the table size is 10 or less).

30 Alternatively, you can log into your account and from Manage Events, your event, select Sections. Remember you can add in additional tables as you need but you cannot remove a table that has a booking on it. Alternatively, you could run an Availability report to get details on table bookings in an easyread format that can be given to caterers to set up table arrangements. The Event Revenue Itemised report will give you a snapshot on the income and level of bookings.

31 The Export report will provide you with a who has booked and all the questions you asked via the reporting option EXPORT DATA. Select your event and session time, then tick the data fields you wish to export. Now click export and this will open your data into a spreadsheet. Open this spreadsheet and sort based on Section Name (ie table name) to obtain your table door list. Checking your Work Before you publish your events, please do check your work. As the account administrator you can click on Make a Booking from in your Event or from your Account Dashboard. Please move through checking your work, booking for at least 2 people, checking your event for not only look and feel but do the questions work? Exit once you reach the shopping cart. ACCESS to REPORTS Don't forget if your setting up this event for others who will need to work and market the event but not necessarily update data or access the full TryBooking account, do consider giving them producers access to this event so that they can self help to the reports you wish them to access. To setup Producers Access, please go to Manage Events, Your Event Name and then Producers Access (at the bottom) and define a Password and select the reports which they can access. Now if your colleagues come to they can Log in via the Account Code and password as defined on the Producers Access screen for this ONE event.