1. Overview
The Plugin is an out-of-the-box solution designed to integrate your Eventotron event and venue data seamlessly with your WordPress website. It provides:
• Website integration with real-time sync of information collected from artists and venues in Eventotron.
• Automatically generated, filterable “What’s On” pages, event, performance and venue posts using customizable templates.
• Flexible search and filtering options.
• Display of related events and venue profiles.
• “What’s On Next” and “Nearby” functionality via shortcode.
• Full support for selling tickets directly through your website, as well as facilitating in-person ticket sales at your venue(s).

2. Installation and Support
The Plugin is simple to install and set up. Eventotron will provide support for installing and configuring the Plugin using the default templates, subject to our overall Terms of Use: /terms-of-use/.

3. Ticket Sales
The Plugin includes functionality to sell tickets for your events directly on your website. It also supports in-person ticket sales, giving you flexibility to manage and sell tickets in the way that best suits your festival, season, or venue.

4. Customization
• The Plugin allows you to customize templates to match your website’s style.
• You may add or modify search and filter functionality based on data you collect via Eventotron.
• You may customize event, performances and venue posts.

5. Custom Code and Templates
The Eventotron Plugin is intended to be used ‘as-is’. We suggest that clients exploit the built in customisation options and, if necessary, implement their own CSS and javascript. However there is provision for clients to override the built in-templates and direct manipulation of the code is not prohibited, subject to the following conditions:
If you choose to:
• Build your own templates,
• Make significant changes to the default templates, or
• Modify the Plugin’s code itself,
you will be outside the scope of our support policy. Support requested for resolving issues due to customizations is provided at the discretion of Eventotron and will incur additional fees.

6. Data Control and Display
• The Plugin is designed to give Eventotron clients control over the information they display on their website and the tickets they sell.
• If a developer, agency, or third party makes changes to the Plugin files that impact this functionality, Eventotron will not be liable for any resulting issues.

7. Disclaimer of Liability
Eventotron is not responsible for any disruptions, errors, or issues that arise from:
• Custom modifications or template changes made by you or your developer(s).
• Changes to Plugin files that affect event, venue, performance or ticketing data display.
• Any misuse or misconfiguration of the Plugin.

8. Updates
Eventotron may, from time to time, provide updates to the Plugin to address bugs, improve functionality, or comply with evolving requirements. It is your responsibility to apply these updates in a timely manner.

9. General
• These Terms of Use apply in addition to Eventotron’s overall Terms of Use (/terms-of-use/).
• In case of conflict between these Plugin Terms and Eventotron’s overall Terms, these Plugin Terms shall prevail solely concerning the Plugin.

By installing and using the Plugin, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use.

The post Eventotron SSBO WordPress Plugin – Terms of Use appeared first on Eventotron.

The post New Festival or Season Sign Up FAQs appeared first on Eventotron.

Log in to Eventotron using the email and password you set the account up with or received by email when you were joined.

Click on FESTIVALS & SEASONS in the top menu.

Under MY FESTIVALS & SEASONS you will see a list of the festivals/seasons you have access to. Click on the one you wish to work on. You will be in the management dashboard for that festival/season.

That’s it! More info on managing a festival or season is available here.

The post Find your Festival or Season appeared first on Eventotron.

Here are quick links to each step:

Setup – General

Description tab

Options tab

Emails tab

Sessions tab

Applications tab

API Keys tab

New to Eventotron?

Go to eventotron.com/login.php

Create an account – enter your email address and a password. Confirm the password and click Register.

Already have an account?

Go to eventotron.com/login.php

Enter your email address and password and click Sign in.

You will now see the homepage.

Click on FESTIVALS & SEASONS

Click on ALL FESTIVALS & SEASONS

Click +Create a Festival or Season

Give your festival / season a name and enter the start date and end date.

If this is your first festival/season in Eventotron you will just see create a new company in the Managing Company dropdown, select it and complete the form. If you already have a company/companies connected to your account, they will be listed in the dropdown.

Festival Type – choose from the dropdown list.

If you have existing festivals/seasons you can choose to create a copy here.

Click Create Festival

After a few seconds a pop-up will appear.

Click Set up my festival…

You will now see the Management Dashboard for your new festival/season. You will start at General under the Setup tab.

Here you can change the name of your festival/season

Change the managing company

Add the festival/season logo (note that the image you upload will be converted to .jpg measuring 400 pixels wide by 400 pixels tall. You can use the pencil icon to resize and crop your image)

Alter the start and end dates

Change the last performance and first performance dates (these are usually the same as the start and end dates and those are the dates that will automatically be inputted)

Allow performances on all dates – Flip this to YES to allow any event to perform on the expanded date range. Flip it to NO if you want to grant permission on a venue level to allow performances outside of the festival/season dates.

Add the festival/season twitter handle (exclude the @ sign)

Input Event Terms and Conditions and Venue Terms and Conditions.

Everything saves automatically, you will see a green SAVED icon appear at intervals at the top right corner of your screen.

Description tab

Under the Description tab in Setup:

Description – an overview of your festival/season that will appear in the Festival Finder and at the point events and venues hit apply

Welcome Image – a header image for your festival’s/season’s welcome page – the image you upload (or drag and drop) will be converted to a .jpg 1024 pixels wide by 200 pixels tall.

Welcome Page (Events) – This is the page participants see when they first join your festival/season. Include a description of your festival or season, important dates and contact info and any guidance for completing the application form.

Welcome Page (Venues) – Add an introduction to your festival/season for venue managers. If left blank, the event welcome page text will be used.

Festival Details – This sits under the left hand menu in your Info Collection. Use it for short help text – include important contacts, dates etc.

Main Colour – choose a background colour for your festival’s/season’s entry in the Festival Finder

Highlight Colour – choose a colour for the buttons and key application/registration information for your festival’s/season’s entry in the Festival Finder

Text Colour – choose a text colour for your festival’s/season’s entry in the Festival Finder

Everything saves automatically

Options Tab

Under the Options tab in Setup

Promote My Season or Festival – Draw attention to your season or festival by placing a small advert on the right of the screen. The advert will link to your festival / season description and application form in the Festival Finder. NOTE: your add will only appear if your festival / season is set to ‘Public’.

Advert Text – Text for your advert. Leave blank to use your Festival Finder description.

Allow event applications – Flip to YES to allow events to apply to take part in your festival/season directly in Eventotron (as long as the festival/season is visible in the Festival Finder*)

Flip to NO to stop taking event applications.

Closed text – A short message to display when applications are closed. For example – ‘Opening soon’. By default the message is ‘Applications Closed’.

Automatically approve events – Flip this to YES and events can join your festival/season without having to be approved – they will move straight to your registration forms. You will be prompted to give a Joining Message.
Flip to NO if you have an application phase and want to approve applications before events are joined to your festival / season

Joining message – The message users see before proceeding to the main registration questionnaires. If left blank they will see: Great – your event is now part of this festival. Please continue to the festival’s registration area to provide more information about your event.

Allow venue applications – Flip this to YES so that venues can apply to apply to join your festival / season directly in Eventotron (as long as the festival is visible in the Festival Finder*)

Automatically approve venues – If flipped to YES venues can join your festival/season without having to be approved.

Flip to NO if you want to consider a venue application before they become joined to your festival / season

Lock Applications – Leave unanswered or flip to NO. Only flip this to YES if you want to lock all your applications at once. it means events/venues cannot go back in and make changes to their application/registration forms.

Lock Message – this will appear at the top of your application/registration forms once you have locked applications.

Permitted Users – If you need to allow a user/s access to your forms after locking applications you can enter their email addresses here and they will still be able to make changes.

Release Dates / Times / Prices – Leave unanswered or flip to NO. Only flip this to YES if you want to temporarily allow participants to edit performance info on finalised events.

Event Access for Venues – In most cases you will want your venue managers to have full access to the profiles of events at their venue. However some season or festival managers may want to restrict the access venue managers have to events. Create a portal and choose it here to present key info to your venue managers without granting them full access.

Emails

At points during the application, registration and finalised phases you can send automated emails to your participants. This is where you set the emails up – leave those that do not apply to the way your festival/season operates blank (eg: if you are open access and do not have an application phase leave the event applies to festival email blank) or if you do not want to send an email – leave blank.

Copy incoming Emails – When an event manager sends you a message or reply, you will see it in the ‘Mail’ column of the Events tab. If you would also like a copy sent to yourself or a member of your team, please provide an email address here. Please note – the company email address will always receive application notifications.

Event Application Completed – This email will send if you have set Allow event applications to YES and Automatically approve events to NO

Example email: Thank you for your application, we will review and be in touch before the end of the month.

Event Application Approved – this email will send when you approve an event application

Example email: We’re pleased to say we’ve approved your application to be part of Example Festival. Please return to Eventotron and complete the rest of the registration forms

Registration Finalised – This email is sent when an event’s registration is completed.

Example email: Thank you for completing and finalising your registration. You will no longer be able to edit your forms – if you have any questions let us know. We look forward to seeing you at the festival!

Venue joins festival – This email is sent when a venue’s application to your festival/season is accepted (whether you are approving venues or if you have set automatically approve venues to YES)

Example email: Great! You are joined to Example Festival – please return to Eventotron and enter as much detail as possible about your venue

Event Contract Email – The email that will be sent along with any contracts you generate for events.

Example email: Please find your contract attached and in the Documents section of your forms in Eventotron. Please sign online.

Venue Contract Email – The email that will be sent along with any contracts you generate for venues.

Example email: Please find your contract attached and in the Introduction in your Example Festival venue profile in Eventotron. Please sign online.

Sessions

This is where you select the ticketing options you want available to your events / venues. Leave any that are not applicable to your festival/season setup blank

Tick the ticketing methods for your festival/season from the list (this is unlimited – you can tick all if appropriate)

Paid

Pay want you want in advance – allows customers to buy pay what you want tickets online in advance of the event

Donations (Pay what you want on the door) – Nothing is paid at the point of booking online, the customer is encouraged to pay want they want at the event itself

Donations with an Advance Price – Set an advance price to pay at the point of purchase online and then also encourage customers to donate at the event itself

When selected a text box appears allowing you to set the advance ticket price, if appropriate. Leave blank to allow companies and venues to set their own advance price.

Free – Free but ticketed event

Free with Advance Price – Free but small advance price to guarantee your place

when selected a text box appears allowing you to set the advance ticket price, if appropriate. Leave blank to allow companies and venues to set their own advance price.

Unticketed – Free and unticketed

Priceband Nicknames – Useful if you have different pricebands. For example: previews, midweek, Fridays and Saturdays.

Nicknames affect pricing – If flipped to YES – all performances sharing a nickname must have the same pricing. If flipped to NO – the priceband nickname won’t affect pricing.

BETA Performance Tags (leave blank when using Super Simple Box Office) – Use this to record things about the performance that you’d like to flag – eg: accessible performance, world premiere or if it is part of a membership scheme. These DO NOT have an impact on pricing.

Use for Members’ / Friends’ tickets, 2 for 1 or BOGOF deals.

Enter the name of the Tag, a description and specify whether the special tickets should be on by default by typing in YES or NO. Click the + to add your performance tag.

Archive Tags (leave blank if online content is not part of your festival/season) – Use this to flag things about archive online content (this is streamed content which is not live)

Hide Standard Concession – flip to YES if you want to hide standard concession, flip to NO and you will be given the following option:

Standard Concession Name – enter a name for concessions or leave blank to use ‘Conc’ as the standard concession name.

Concessions – Name your concession types, for example: Child, Student, OAP.

Allocations – Show allocation options in the performance window.

Allow Capacity Change – If flipped to YES you can change the capacity of a venue per performance in specific events

Minimum ticket allocation % – refers to the festivals allocation (so the rest goes to the venue)

Default ticket allocation % – set this to the maximum % of tickets you, as the festival, want to be able to sell

Dates, Times & Prices Intro – enter some helpful information for your events and venues when they are setting their dates, times and prices

Access Options – Do you want to choose accessibility options (Signed, Relaxed etc.) on a performance by performance basis? This should only be turned off if you are collecting similar information in your registration forms.

Streaming Intro – (Only applicable if you are scheduling streamed events) enter some explanatory test for events. This appears before the streaming options on each performance.

Available Stream Types – Choose which stream types artists can select.

Stream Price – Flip to YES to allow artists to set a streaming price that is different to the standard price for a physical ticket.

Stream Capacity – Allow artists to set the number of streams they wish to sell. By default, stream numbers are unlimited

Streaming Link Changes – Enter an email address that will be notified when event managers change the links or embed codes for their streamed performances.

Streaming Intro for Ticket Buyers – Super Simple Box Office allows you to sell tickets for online streaming events. If you would like to include any information about how the customer will receive the links to their streaming events, please enter it here.

Season Streaming Intro – Present some information on stream pages

Request Venue Sales Data (leave blank if not applicable) – If flipped to YES venue managers will be prompted to provide sales data from their own box office once a session has begun.

Display Audience Notes (leave blank if not applicable) – Useful for performance-specific audience information. For example mixed bill line-ups.

Applications

Application Procedure – describe your festival’s/season’s application procedure.

Application Success – the message to display when an application has been successfully sent.

Application Notice –  This text will be shown to events in the application or waitlist state.

API Keys

Check out the API Keys post here.

*To make the festival/season visible in the Festival Finder, flip the Private/Public button at the top right to Public. You will be asked to make payment at this point.

That’s It!

The post Setting up a new festival or season appeared first on Eventotron.

Log into Eventotron

Click on the profile icon at the top right

Click Edit My Profile

Go to My Companies in the left column

Click on your company and then click on People

Here you can add a person which will give them access to any festivals / seasons, venues or events connected to your company.

Once you have added a new person they will receive an automated email stating they have been joined to the company and with log in details if they don’t already have an Eventotron account.

The post Add People to Your Company appeared first on Eventotron.

Every Festival or Season has its own requirements when it comes to taking applications from events wanting to be part of the programme. Eventotron’s Info Collection tab in the Festival Management Console provides customisable questionnaires so Festival/Season Managers can build forms that exactly meet their needs.

Getting started

Click the Info Collection tab in Festival Management.

Finalise Bar

Click on the grey Finalise Bar underneath your festival/season logo. You will see this:

If you want events to see their progress through your registration process then flip Require events to ‘finalise’ to Yes. You can then change the ‘Ready to finalise’ and ‘Finalised’ text and determine which sections you want to contribute to finalising.

Create a new event section

Click on the create a new event section blue plus button. You will be given two options – pre-built or custom. Pre-built allows you to import sections from your previous festivals / seasons or from an Eventotron template.

Questions with an ‘i’ icon next to them already exist within your forms. Simply tick the section/s you’d like to import and click Import Section(s) at the bottom of the pop-up.

Custom allows you to build new sections from scratch. Give your section a title and choose whether it is a regular questionnaire or a multi-item questionnaire. Most of your sections will be regular questionnaires. Multi-item questionnaires allow you to collect similar information about multiple things. For example, you might want to collect contact details for company members.

Event section options

Once you have created your section/s you can edit them. Click on your first section (it’s possible to re-order sections by simple drag and drop). A column with Questions and Options will appear, Questions is automatically highlighted and you will see a list of questions beneath. Click Options.

Here you can:

Edit the title of the section.

Add a description to give users some help or context of the section.

Select whether this section is to be shown to users when they apply to your festival or season. (If selected no further options are necessary.)

(If you have selected not to Automatically approve events under the Set Up / Options tab in Festival Management – you will receive a notification when a user completes the sections with Application form ticked, once you have approved their application they will have access to any further event sections you may have)

Select whether to make the section visible to users or to hide the section for festival/season admins only.

Editable by show – choose whether to allow events to edit the section. You can set this to Until finalised which means an event can return to the section and edit it up until they confirm they have finished the info collection process.

Select Venue required if you want to make the section un-editable for users until their event has been assigned to a venue.

Contributes to overall progress – If selected, the user will need to answer these questions before they can complete their festival/season application.

Email on completion – you can nominate a member of your team to be emailed once a user has completed the section.

Display If – If you want the section to only become visible based on the way a previous question has been answered. Chose the question from the dropdown and select the answer required to display the section. For example, if you ask whether it is a live or streamed event, you can then create a section to display only to those that chose live event.

Event Section Questions

Click back to Questions at the top of the column

Click on the first question

A column will appear on the right hand side with the question details.

Question type (see summary of question types here) – choose from the dropdown list the type of field you want this to be. For this example we will use text as the question type.

Label – a short description of the question

Help text – short, helpful information that appears under the field to assist the user

Placeholder text – this appears in the field and can be used to further assist the user on how to answer the question. Can also be left blank.

Character Count – place a maximum limit on number of characters a user can input into the text field (Specific to the text question type) Can also be left blank.

Appears in print – highlight yes or no depending on whether you want the response to the question to appear in a printed brochure/programme (questions that you have selected to appear in print will have the book icon)

Appears online – highlight yes or no depending on whether you want the response to the question to appear in online listings (questions that you have selected to appear online will have the globe icon)

Advanced

Required – highlight yes if you want to make the question one that has to be answered before the user can move on to the next section and or complete the info collection process. Required questions have a red border.

Default – you can input a default response to the question here or leave it blank

Visibility – you can make the question visible to everyone or choose to hide it from users by selecting Admins only. By selecting Disabled for non-admins you allow everyone to see the question but only admins can change the response.

Notify – you can put an email address in here and that person will receive a notification whenever the question is responded to.

API Field name – this relates to when you use the Eventotron API to pull information from Eventotron to your website or apps. By inputting a sensible API field name that relates to the question you make all the data much easier to track. Your web developer will thank you for it. Please use only letters, numbers and underscores – no spaces or punctuation.

Display If

Here you can apply conditions to display the question based on previous answers given in the section. For example if you have a question like: Have you performed at this festival before? You can create a further question: If so, when? that is only displayed if the previous answer is Yes.

Click on Display If and choose the question from the dropdown list you want to make the current question a follow-up to. An Equals field will display – tick the response you want to display the current question:

Conditional questions are in italics.

Click save.

That’s it, you have created a question in a section

To add another question to the section, just click +create a new question and, as with creating new sections, you can choose to import a pre-built question from an Eventotron template or a previous festival/season:

or start from scratch with custom:

You can rearrange questions within a section by simply dragging and dropping.

You can delete a question by clicking Delete Question at the bottom of the right hand column.

Event sections

Click on the next section down (About my company in this instance). Click on Options. You can make this section a continuation of the Application Form by ticking Application Form, or you can make it the first section of the Registration phase by not ticking Application Form.

Add questions as detailed above.

The post Info Collection appeared first on Eventotron.

The post Question Types appeared first on Eventotron.

If you want to take application / registration or any type of fees from events joining your festival or season then you need to set up the $Money tab in your festival/season management dashboard. It’s best to do this after you have created all your forms in Info Collection.

First go to the $Money tab

Quick Links:

Set Up… Payment Processor & Invoices

Set Up… Payment Templates

Set Up… Automatic Fees

How To… Create a Payment in Info Collection

How To… Override fees / Change payment status

Payment Processor & Invoices

Eventotron uses the payment processor Stripe – make sure you have connected to your Stripe account (use the button indicated to connect to an existing Stripe account or to set up a new account)

Once connected, flip Accept Payments to YES

Create Invoices – if you want event managers to be able to download an invoice or receipt for their payment then flip this to YES

Show Net Total – flip to YES to have this appear on invoices/receipts

Show bank details – flip to YES if you want to include your festival/season bank details on invoices.

Payment Notes – this will appear near the bottom of the invoice, eg:

Document Footer – enter the information you’d like to appear in the footer of your invoice/receipt

Company Letterhead – Upload an image to appear at the top of your invoices/receipts. Your image will be converted to a .jpg measuring 550 pixels wide by 280 pixels tall. Once uploaded, you can click on the pencil icon to resize or crop your image.

Payment Templates

Click Add Payment Template.

Give your payment a name, for example: Registration Fee

Add a description

Put in a nominal code (this can be useful if you are creating multiple payment templates – it is for your admin purposes)

Enter the fee amount – don’t include the currency sign

Choose whether to apply sales tax (the correct tax will be applied for the country your festival is registered in)

Enter a due date for the payment if needed

Select whether the payment needs to be made on or before finalising.

Save changes.

You can add as many payment templates as you need – you may have different registration fees for (eg):

• free and ticketed events
• events performing at different capacity venues
• event managers registering more than one show

You might have an application fee and a registration fee. You may also have fees for brochure entries. Payment templates can be designed to suit any payment structure.

Once you have created your payment templates you can then apply them in Automatic Fees

Automatic Fees

Here you apply the payment template to your events by creating Rules and Rule Sets.

When Eventotron is working out which fee to apply, it will use the first rule that matches an event’s criteria in each rule set and then move on to the next set.

Remember: Festival Managers can override any applied fees from an event’s ‘Payments’ section prior to finalising.

Click Add Rule Set

Apply – choose your Registration Fee payment template from the dropdown

To – choose whether to apply the payment template to Events in registration, Events in application or Venues. In this example we are applying the payment to events in registration

This saves and means the Registration Fee will be applied to all events in registration and automatically taken at the point they finalise

You can add conditions to a rule set. For example, if you only want to apply the registration fee to events with the genre Comedy, then you’d click +Add Condition

Next to If select Genre from the dropdown, choose EQUALS and then select Comedy from the dropdown:

You can add conditions based on any of your questions in Info Collection. If you want to take a payment based on something specific then make sure you have a question for it so you can add it as a condition.

If you have a payment template that is to be applied to events in registration based on different criteria to your first rule set then Add a new Rule Set

For example, you might have fees for brochure entries. Make sure you have these set up in your Payment Templates.

Click +Add Rule Set

Apply – choose the standard brochure listing

To – events in registration

Add condition

If – Brochure listing type equals standard brochure listing

You can add more rules to the Rule Set

click +Add Rule

Apply – choose half page brochure listing

To – events in registration

Add condition

If – Brochure listing type equals half page brochure listing

When Eventotron is working out which fee to apply, it will use the first rule that matches an event’s criteria in each rule set and then move on to the next set.

Once you are happy with your payment templates and automatic fee setup you can test they work as expected by creating a test event and trying all the different options to see what appears in the Payments section:

Create a Payment in Info Collection

You can also activate a payment template within Info Collection.

Identify a question in Info Collection you want to activate a payment. For example, you may have a tick-box asking if the event wants to be featured in the brochure. In the Advanced settings for the question click Create a payment and select which payment template you want to be activated (Featured brochure entry in this example)

When the event manager ticks the box, the payment will automatically be added to their payments section.

Override Fees / Change Payment Status

You, as the festival/season manager can override any applied fees. To do this, go to the event you want to change a payment on, click the Payments section, click the edit button

At the bottom of the payment window is Status, click on this for these options:

The post Taking Payments appeared first on Eventotron.

Here are quick links to each How to:

How to… accept applications from venues to join your festival or season

How to … create a venue in your festival or season and assign it to a venue manager

How to … make a venue appear in the Venue Finder

How to … import venues from a previous festival or season

How to … remove a venue from your festival or season

How to … join an event to a venue

How to … remove and event from a venue or move it to a different venue

How to… accept applications from venues to join your festival or season

To open for venue applications go to the Setup Options tab and flip Allow venue applications to Yes.

You can choose to automatically accept all applicants or if you want to approve first, flip automatically approve venues to No.

Once your festival/season is public venues will see it listed in the Join a festival tab:

When a venue manager creates a venue in Eventotron, they have to complete the venue basics form. These are standard questions to give events, festivals and seasons as much detail as possible about the venue.

This is what the venue manager sees at the point they apply to you if you have selected yes to automatically approving venues:

As the festival or season you can create additional venue questionnaire sections that appear to the venue manager in your festival/season tab.

To create venue questionnaires specific to your festival/season, go to Info Collection and click + Create a new venue section

You can also set required venue fields from the standard venue questionnaire sections which means you can select which questions must be answered by the venue manager before they can apply to your festival or season.

If you have set automatically approve venues to yes then when they apply to you, the venue will appear in the Venues tab in your dashboard with a navy blue ID.

If you have set automatically approve venues to no, you will see the venue application in the Venues tab in your dashboard with an orange ID. To approve the venue, select it and hit the Accept button.

To reject, hit Reject – this will permanently remove the venue from your festival or season.

To Unaccept a venue select it and hit Unaccept – the venue will remain in the application state (orange) in your Venues tab

How to … create a venue in your festival or season and assign it to a venue manager

To add venues to your festival or season, go to the Venues tab in the management dashboard and click the +create a new venue button.

Give the venue a name, a capacity (this can be changed later) and if you want to assign the venue to a venue manager at this point put their email address in as the main admin contact. The new venue manager will be notified. If they do not have an Eventotron account, we will create one for them. You can leave this blank and set a Venue Manager later if you prefer.

Festival / season managers automatically have administrative access to venues in your festival / season.

Hit create venue

You can complete all the venue basics forms here – fill in as much detail as you need.

You can input the venue manager as the main admin contact at any time – just click on the Main Admin contact field and add a new contact – enter the email address of the venue manager.

They will be notified by automatic email that they have been made venue manager for the venue and will either have an Eventotron account created for them or if they already have an account the venue will automatically be linked to it.

You can also complete the sections specific to your festival or season.

Intro: This is the description you put in the Welcome Page (Venues) under Setup / Description

Settings:

Here you specify :

Whether events can apply to the venue

Whether event applications must be approved

Whether event managers can edit event details after they’ve joined the venue

Whether event managers can edit performance dates, times and prices

Whether live events with an audience can take place at the venue (this should only be flipped to red if you are creating a digital venue for online events)

Whether events can be live streamed from the venue (there may be occasions where you want to have a live audience in the venue and live stream the event to an audience watching at home)

Whether archive online events can be listed at the venue (again, this would only be blue if you are setting up a digital venue for online events)

Events:

This is where events that have been joined to the venue will appear

Timeline:

Once performance dates, times and prices have been set events will appear in the venue timeline. You can drag and drop to change performance details here.

Events in Conversation: this section only applies if venues are accepting applications from events through the venue finder in your info collection forms. Here you and venue managers can see which events have messaged and expressed an interest in performing at the venue.
If the festival / season is joining events to venues this section is not used.

If you have added your own venue sections they will appear here for completion.

How to … make a venue appear in the Venue Finder

If you require events to apply to and join venues as part of their registration then you will be using the Venue Finder. This is where event managers can browse all the venues participating in your festival or season, they can filter on specific facilities (whether the venue has a sprung floor or lighting rig for example) and then message the venue/s directly to express their interest in performing there.

To ensure a venue appears in the Venue Finder, go to the Venues tab in the management dashboard, click on a venue. Under the General section flip Include in Venue Browser to YES

How to … import venues from a previous festival or season

Go to the Venues tab in the management dashboard.

Click on the black +Import venue button.

You can filter venues by festival / season – select all using the tickbox next to the Venue column or tick individual venues.

Click Import Selected.

Your venues will be imported to your new festival or season.

How to … remove a venue from your festival or season

To permanently remove a venue from your festival or season, select it and hit Reject.

To unaccept a venue from your festival or season (so it remains in the management dashboard Venues tab but is in the application state) select and hit Unaccept.

How to … join an event to a venue

Go to the Events tab in the management dashboard. Select the event/s you want to join to a venue. Click on the Actions button and click Add to a Venue.

Choose a venue from the dropdown and click Add to venue.

Your event and venue are now joined and you can set dates, times and prices.

How to … remove and event from a venue or move it to a different venue

Go to the Events tab in your management dashboard. Click on the event you want to remove or move from a venue. Click on the dates, times and prices section for that venue. Click the black Move / Remove Event button.

Click on Remove Event from venue bar and select a venue to move the event to or select Remove event from venue. Click Go.

That’s it! If you can’t find the answer you’re looking for do contact us: help@eventotron.com

The post Working with Venues appeared first on Eventotron.

Application (optional)

A short section designed to get the basics about an event. To set it up, click on the section you want to make the Application and click Options. Tick Application Form. All newly created festivals/seasons have an Application Form section as a default.

You can choose whether you want to allow events to automatically progress to the next phase or hold them pending a decision about their suitability. You determine this in Setup – Options – Automatically Approve Events. If you choose Yes the event will automatically be accepted at the application phase and will move on to the rest of your registration forms. If you choose No the event will not be able to progress until you have accepted it. How to Accept, Reject or Unaccept an Event.

It’s possible to apply an application fee at this phase. If the fee is required, then the event cannot progress until it is paid.

Please note: Although as the festival or season you will not become aware of an event while it is completing the application phase, progress IS saved so an event manager can go away and come back later. Once they have completed the application phase you will receive a notification and the event will appear in the Events tab of your management dashboard.

Registration (this is the main phase of the process)

Generally this is the longer part of the process, often with a lot of sections / questionnaires.

For some festivals or seasons this is the only phase and events remain in the registration stage as new sections/questionnaires are opened and closed. How to open, close and lock sections.

This is often (but not necessarily) the point at which an event might match itself up with a venue using the Venue Finder.

Most festivals/seasons will use the idea of ‘finalising’ so events see an overall progress bar as they answer required questions.

If the festival requires an event to finalise, they can also ask for a fee when progress hits 100%

To set up the Finalise / Progress bar – click on the grey bar under your festival/season logo in Info Collection. Flip, Require events to ‘finalise’ to YES.

You can change the short ‘ready to finalise’ and ‘finalised’ text here and also identify which sections contribute towards finalising.

Finalised (optional)

The festival/season has the option to lock some or all of their sections / questionnaires for an event that has finalised. To do this click on the section’s Options and set Editable by Show to Until finalised.

If a festival/season assigns events to venues (rather than letting the event and venues managers collaborate to do this themselves) they will often do it at this stage and set session dates, times and prices for their events and venues.

The festival/season can open up new or existing sections / questionnaires at this point and the event manager will be able to return to fill them in or amend them.

There are some additional settings for individual sections/questionnaires that mean they can straddle steps and / or be locked individually if the event manager indicates that they have completed it. How to open, close and lock sections.

The post Understanding Application, Registration and Finalised Phases appeared first on Eventotron.