Log in at https://eventotron.com/login.php in the Existing Users box with the same email address and password you signed up with (or received via email if someone else signed you up). If you cannot find your password, click on the Forgotten or missing password link at the bottom of the box and you’ll receive a reset password email:

Once logged in, click on VENUES in the top menu:

You will see your venue under My Venues. Click on your venue and you will be in the Venue Details tab:

General

Work your way down the the General section completing all red questions and giving as much detail as possible

Extra Photos

This isn’t a required section so can be left but it gives you the chance to upload more images of your space for artists and programmers to refer to.

Type of Space

Really helpful to tick all the ones that apply to your space as YES. It’s fine to leave the ones that don’t apply blank, you don’t have to click NO.

Facilities

Really helpful to tick all the ones that apply to your space as YES. It’s fine to leave the ones that don’t apply blank, you don’t have to click NO.

Technical

Fill in the questions as applicable – leave any that don’t apply to you. It’s very helpful for artists and programmers to get as much information about your venue’s technical set up as possible.

Access

Fill in the questions as applicable. It’s very helpful for artists and programmers to get as much information about your venue’s accessibility as possible. This information is very often shared on websites and via the box office.

People

Here you can add other people in your team who need to be able to manage your venue.

Festival / Season tab

This is where you will find all the information related to the festival or season your venue is part of:

In the intro section you’ll see information about the festival or season plus there may be useful documents here and contracts for signature.

The Updates button will have all the emails sent between you and the festival / season (these are also sent direct to your email inbox)

Settings

Here you or the festival/season manager can set up how your venue will receive applications and permissions for artists (some venues are digital spaces or allow for in real life audiences and those watching a live stream)

Events At Your Venue

This is where confirmed events at your venue will appear. You can click on the events to see information about them.

Timeline

This is a timeline for your venue – you can use it when scheduling in events or as a guide to what has been scheduled and when.

Events in Conversation

This is where you will see events that have contacted you to discuss a performing slot at your space. This feature applies only to festivals and seasons that have artists applying directly to venues.

The festival or season may have added their own sections which will also be visible here.

If you have any questions about your venue set up in Eventotron please contact the festival or season you are working with. We are also happy to help if you get stuck – please use the HELP button or email: help@eventotron.com

That’s It!

The post How to find your venue in Eventotron 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.

This guide will help you set up a venue in Eventotron and, if necessary, join a Festival or Season.

Sometimes a Festival/Season Manager will create a venue for you and invite you into Eventotron to manage that venue. Other times, you may want to create a venue for yourself and ask a Festival/Season if you can take part. This guide covers both situations.

Getting set up

Please read the whole guide if you come across any difficulties. Steps in italic may have been performed on your behalf by a Festival Manager.

Create an account

Log in

Click Venues in the top menu

Click +create a new venue

Fill in the name and seating capacity of your venue

Fill in details in the General section

Fill in the other sections (Extra Photos / Type of Space / Facilities / Technical / Access)

Join a Festival/Season

Wait for approval

Administer your venue

Please read on for more details…

Create an account / Log in

Go to www.eventotron.com in your web browser.

Click on ‘Venues’ in the top menu.

If you’ve already set up an account just fill in the left hand ‘Existing Users’ box with your email address and the password you were sent in your welcome email.

Similarly, if a Festival/Season Manager has created an account for you, you should have received an email with your password. Just pop the details in the left hand box and click ‘Sign in’.

If you (or a Festival/Season Manager) have not created an account for yourself yet, just enter your email address in the ‘New Users’ box then click ‘Register’. You will receive a password by email very quickly. If you haven’t received a password within five minutes, please check your spam / junk email. If it’s not there, please email help@eventotron.com  and we’ll get you sorted out ASAP.

Account already exists? If you get a message saying your account already exists you can follow the process for getting a new password.

Need a new password? If you have forgotten your password or can’t find your welcome email, you can click the link at the bottom of the ‘Existing Users’ box to get a new one.

Create a venue

Once you are logged in, you’ll be looking at the venue section (if you’re not, just click ‘Venues’ at the top of the screen). If you already have a venue to manage in the system (perhaps because a Festival/Season Manager has set it up for you), it will be listed here – just click on the image to go into that venue and fill in the details.

If you think the venue you manage is already in Eventotron but you can’t see it then you should contact a Festival/Season Manager or someone who already has access to the venue in Eventotron – they will be able to add you as a Venue Manager. It is important that you do this rather than creating a duplicate venue.

If you’re ready to create a venue, then just click the +create a new venue button and you’ll see the following pop-up box:

Be sure to read the instructions carefully and then fill in the name of the venue and the maximum seating capacity. Don’t worry if your venue has different seating configurations and capacities – just put the biggest one in the box now and you’ll be able to adjust it for individual events later.

Hit ‘Create Venue’ and then, after a brief pause, you should see something like this:

This is where you fill in details about your venue. Later you will also come here to manage events taking place at your venue.

If your venue has already become part of a Festival/Season, you will see that Festival/Season’s tab next to the Venue Details tab. If you’ve just created your venue, though, you’ll just see the Join A Festival tab. Note that this is currently inactive – you’ll need to fill in some details about your venue before you can apply to be part of a Festival/Season.

If you log out of Eventotron or want to come back to add more details later, you’ll be able to find your venue again by clicking on ‘Venues’ at the top of the page.

Start with the ‘General’ section under Venue Details – you’re probably looking at it already. Work your way down the page filling in as much info as you can.

IMPORTANT: What’s the ‘Include in Venue Browser’ question? Flipping this to ‘YES’ will allow producers and performers to search for your venue and apply to perform with you.

Fill in all the questions in red. Most questions just involve typing in an answer or selecting from a list or ‘Yes/No’ button but there are some special cases:

Images: You will be asked to upload at least one image of your venue. You might want to choose an exterior view so producers can easily recognise you. You will be able to upload more images, perhaps showing your performance space, backstage facilities or bar later on. In all cases, your image should be a JPEG file (you’ll see .jpg at the end of it on your computer or device). To upload it just click on the blank grey box and select the file from your computer’s file section. If the image is rejected it is probably because it is too small or the wrong format. If you have a large image you can select the area you want to show publicly by click the pencil icon and dragging or resizing the non-shaded area:

Map: In the map question, Eventotron will try to focus in on your venue using the address details you provide. Please click on the map to set an exact location. If the map doesn’t show a suitable location, you can zoom in and out using the plus and minus buttons and drag the map around by clicking and holding on it and then moving the mouse around (on touch devices you can do the same by placing two fingers on the map dragging or pinching).

Once you have filled in all the questions marked in red, you’ll be able to apply to be part of a Festival/Season by clicking the ‘Join a Festival’ tab at the top of the page.

IMPORTANT: The other sections (Extra Photos / Type of Space / Facilities / Technical / Access) in the left hand column are optional but we strongly recommend filling in as much as you can to help producers and performers get a sense of your venue. In some cases, a Festival/Season might also display some of this information on their website or in their printed materials for audience members to reference. It is particularly important that you fill out the ‘access’ section to give accurate information to audience members and performers with disabilities.

The ‘People’ Section: This section allows you to add other administrators to your venue.

If you have another staff member who needs to reference information, fill in your forms or administer events at your venue, then please click the ‘Add a person’ button to see this popup:

Enter the staff member’s email address and select whether you want them to be able edit or just view the information in Eventotron (if you choose ‘none’ then the person will not have any access to the system – only use this option if you intend to grant them more access later or if you’re just compiling a list of staff for your own reference.).

Then click ‘Add Contact’ and Eventotron will notify the new contact. If the new contact does not have an Eventotron account already then one will be created for them and their password will be automatically sent to them.

Join a festival/season

You need to join your venue to a Festival/Season in order to accept event applications or create your own events as part of that Festival/Season.

If a Festival/Season Manager created your venue for you then it may already be joined to Festival/Season. If you can see a tab for the Festival/Season near the top of the screen, next to the ‘Venue Details’ tab, then you’re good to go – just click the tab and you can start reviewing applications, setting how your venue behaves and submitting Festival specific information. That process is explained in a separate guide called Working With Events.

If your venue is not yet part of a Festival/Season then please ensure you have filled in as much information as you can and click the ‘Join a Festival’ tab. If the tab is not clickable or has a ‘No Entry’ sign then please see the ‘General’ section in the ‘Venue Details’ tab and ensure you have answered all the required questions in red.

The ‘Join a Festival’ tab looks like this:

Scroll down the list to find the Festival/Season you would like to take part in and click the ‘Apply to…’ button. If you don’t see the Festival/Season or the ‘Apply to…’ then the Festival/Season is not currently accepting venue applications.

After clicking the button you may be asked for further information from the Festival/Season and to agree to the Festival’s/Season’s terms and conditions or code of conduct.

Hit Apply and the Festival/Season will be notified. Some open access Festivals might automatically join you to their Festival, in which case you’ll see a tab for that Festival on your venue’s home page. Most Festivals/Seasons, though, will take a short time to consider your application and go over the information you have provided. Once they accept your venue, you will be notified by email and the Festival’s/Season’s tab will appear on your venue’s homepage.

A Festival’s/Season’s tab is where you submit more information specific to the Festival/Season, decide if you will fill in Festival/Season applications for your producers and events, view / accept or reject event applications and see your venue’s performance schedule. You can also buy an advert to promote your venue or upgrade to a ‘Pro’ venue, which gives you more tools to easily program your venue, accept payments from events, create your own application forms and set defaults and controls for how Festival application forms are filled in. All of this is explained in the ‘Working with Events’ guide.

That’s it

If you have questions about using Eventotron then please email us at help@eventotron.com with as much detail as possible, including the name of your venue and the Festival/Season it is part of (or applying to). If you have questions about a Festival’s/Season’s policies or application process, please contact the Festival/Season directly.

The post Creating a Venue appeared first on Eventotron.

This guide will help venue managers set up their own events or accept other events applying to their venue.

Accepting applications from Events

Once your venue is part of a festival / season, artists and producers can find out about your venue and approach you through Eventotron if they are interested in performing with you.

For detailed help setting up a venue and joining it to a festival / season, please see our Creating a Venue guide. In summary, you will need to do the following:

• Make an Eventotron Account

• Create a Venue

• Fill in the basic information about your venue

• Click +Join a festival from your venue’s page. Some festivals/seasons will admit your venue instantly, while others may ask for further information and then take time to approve your application.

You will now see a tab for the festival/season on your venue’s homepage. Before you go into this section, be sure to set ‘Include in Venue Browser’ to ‘Yes’ in the Venue Details / General section – this will ensure artists and producers can find your venue. You should also have filled in as much detail as possible in all the Venue Details sections so applicants have a good idea of what your venue offers.

Next, click on the festival tab in your venue’s homepage and then ‘Settings’:

A festival or season will typically require a lot of information from an event. In the ‘Settings’ section you, as the venue manager, can set how much control events at your venue have over the information they provide to the festival/season.

You can lock ‘Participants may edit event details’ if you would prefer to fill out all the festival’s/season’s application forms on behalf of the event. You can lock ‘Participants may edit performances’ if you want to keep control of performance dates, times and prices. If you leave this section unlocked, artists and producers will be able to set their own dates, times and prices at your venue.

You are now ready to start considering event applications.

Accepting Event Applications

When an event joins a festival/season, they will be presented with a number of questionnaires to fill in. In many instances, events will search for venues and apply to them as part of the process of completing their registration questionnaires. When an event expresses an interest in performing at your venue, you will receive an email notification. To see the message, click on the link in the email or go to your venue in Eventotron, click the festival/season tab in your venue and then click on Events in conversation:

An email icon will indicate pending messages. Click on the circular event icon to read any messages, respond and to confirm your interest in the event. If you chose not to confirm your interest, the event will stay in the Events in conversation section. Those you confirm will now appear in the Events at your venue section.

When you send a message or confirm venue interest the event will be notified. If you need to know more about the event before confirming your interest, just click the event’s name and you will be able to view the event’s main information.

If you make an offer to the event and they accept, you will be able to edit performance information (dates, times and prices) in line with whatever policies your venue may have in place. Please note that an event may need to consider multiple venue offers. If they accept your offer you will be notified by email and the event will appear in the Events at your venue section.

Archive Conversations

If you don’t wish to continue a conversation with an event – hit the Archive conversation button and this will move the event into your archived conversations section. An event you have archived will be notified.

Other ways to add an event to your venue

If you produce your own shows you can add them to your venue quickly.

If your event is already in Eventotron:

Just choose Festivals & Seasons from the top menu, find the festival that your venue is part of and follow the application process. Some festivals let events join automatically, others may ask you to fill out an application form and then wait for it to be considered or for a lottery draw. Once your event is part of the festival, you will see a section in the left hand menu relating to venues. Click this and then search for your venue. Click ‘more info’ and then ‘apply to venue’. Because you are both the event manager and the venue manager, the venue application / offer process will be skipped and the event will become part of your venue for this festival/season.

If your event is NOT already in Eventotron:

Click Events’ in the top menu and then +Create a new event:

First of all, give your event a title. If the festival/season you want to join is ‘Open Access’ (ie It is not curated and / or does not use a lottery selection process) then you can opt to join the festival immediately from this dialogue box. Furthermore, if you mange a venue that is part of the festival/season you select, you can add it to that venue here too, so it’s a very quick way to get events up and running.

If the festival is not open access, you should create the event from this dialogue box and then follow the instructions for ‘If your event is already in Eventotron’. Finally you have the option to add an event editor. You should only do this if you are creating the event on behalf of someone else. For instance, you may have agreed offline that you are welcoming an event to your venue. Put the event producer’s email address in here and Eventotron will create an account for them (or notify them if they already have an account) and give them editing access to the event.

What to do once an event has been added to your venue

Once an event is part of your venue’s line-up, you have the ability to edit their festival/season application in the same way that the event producer or artist would. Click on the Events at your venue section in the festival/season tab:

Find the show you’d like to edit and click the title to go to their festival registration:

Go through the sections on the left to review what the event producer has already entered and make any necessary changes or additions. Remember – if you previous locked participants out of editing event details, they will no longer be able to edit their registration and it will be up to you as the venue manger to complete all the forms and finalise the event.

Setting Performances – Dates, Times and Prices

Most festivals / seasons will need an event to have some performance dates, times and prices set before the event registration is considered complete. Depending on how you have set up your venue, event producers or artists may be locked out of adding performances. Alternatively, you may allow your artists and producers to set their own performance details but need to review them. To create performances, find your venue in the left hand menu, and click on ‘Dates, Times and Prices’ beneath it:

Click the ‘Add Performances’ button to bring up the following box:

You can easily add multiple performances if they share times and prices. Just fill in the details and select the dates. If your event takes place at multiple times or has different prices on different days, just repeat the process for each set of performances. ‘Drop-in’ should only be selected if you want to signal to an audience member that they can turn up at any time during the event’s duration. For example, the event may be an art installation or exhibition that runs all day and audiences need not turn up at the advertised start time. Depending on the festival / season, you may also be able to set whether a performance is free, paid or pay what you want on the door (with or without the option to pre-buy at a set price).

You can also set any other concessions that the festival / season offers and say whether a performance is taking part in any special ticket offers or membership schemes. Again, depending on how the festival / season is set up, you may be able to adjust the capacity of the venue on a performance by performance level. You may be required to set the allocation of tickets that you will allow the festival’s / season’s box office to sell on your behalf. For example, if your venue has 100 seats and you would like to make 40 tickets available through the festival / season box office and sell the other 60 from your own outlets, the capacity would be 100 and the allocation would be 40%.

Finally, you have the option to specify what accessibility options the performances have. Click the ‘Accessibility’ box to expand the panel and choose the correct offers (for example ‘Audio Described’, Relaxed’ etc). Hit ‘Create Performances’:

If artists or producers are locked out of making changes to dates, times and prices they will still be able to see this view as a reference. Add more performances if necessary. To edit or delete an existing performance, click on the top grey line of the performance and your options will appear to the right of the screen:

Remember to hit save when you have made changes. You will be then be asked if you would like to apply those changes to other performances which is a quick option to, for example, change your prices across all performances.

Timeline

Use the Timeline section in the festival or season tab of your venue to view your venue schedule.

Change performance dates and times by simply dragging and dropping, you will be prompted as to whether you’d like to apply changes to all performances of that event:

To make changes to prices, accessibility etc, click on the performance you wish to edit in the timeline and a pop-up will appear. Make edits and click save. You will again be prompted as to whether you’d like to apply the changes across all performances of that event if required.

Finalising Events

As you or the event producer fills in details and creates performances, you will see the progress bar below the festival / season logo creeping up. Once it hits 100%, the festival / season has all the information they require and you will be invited to ‘Finalise’ your event. At this point the event may also be required to pay a registration fee. Remember, if you haven’t locked participants out they can (and in most cases should) complete, finalise and pay for their own registrations.

Advanced Features

In addition to what is described above, Eventotron has a number of features that can help you run your venue as part of a festival / season or independently. These include:

• Create your own application forms.
• Gather additional information from events.
• Programme your venue on a calendar with drag and drop editing.
• Directly charge events for marketing, technical and other services.
• Generate invoices.
• Create auto-filled, customised contracts and other documents.
• Create digital ‘Departure Boards’.
• Invite events from the entire Eventotron database (currently 25,000+ events).
• Set default and /or locked answers for all events in a festival.
• In-depth reporting and data export.

If you are interested in any of these features please contact venues@eventotron.com

That’s it

Thank you for taking the time to read this guide. If you have questions about using Eventotron then please email us at help@eventotron.com with as much detail as possible, including the name of your venue and the festival/ season it is part of (or applying to). If you have questions about a festival’s / season’s policies or application process, please contact the festival / season directly.

The post Working with Events appeared first on Eventotron.