Naming Seats - Step 4

Once all seats have been placed, the next step is to name the seats so that the patrons can find them. Prior to naming seats, they should be re-ordered into a sequence using the logical seat number.

Each one of the seats must be given a physical location that the patrons understands. Theatre Manager provides the traditional three level naming convention of section, row and seat. Each of these fields is alpha-numeric, so seats can be named to represent the theatre.

Alpha-numeric sorts the numbers 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12 as 1, 11, 12, 2, 3, 4, 5, 6, 7, 8, 9. It is recommended that seats be numbered 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12. These seats would be sorted alpha-numerically as 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12. Similarly A, B, C, AA, AB, AC would be sorted alpha-numerically as A, AA, AB, AC, B, C. To avoid this type of sort, should more than 26 letters be required, use two letters such as AA, AB, AC, BA, BB as a naming convention.

In order to determine the Best Seats, Theatre Manager uses a two-pass system. This two-pass system can protect seats for a second pass. This is particularly helpful in a dinner theatre setting where two seats to each table want to be sold before additional seats to the table are sold.

To utilize this feature, simply use # as modifier when numbering the Best Seats numbers. For example, if seats at Table 1 are numbered logically, 1-4, then when numbering the seats as Best Seat numbers the seats can be numbered 1, 2, 3#, 4#. When searching for two Best Seats, Theatre Manager will skip seats 3 & 4 and move to the next table. However, if searching for four seats, then Theatre Manager will use seats 1-4 as the best seats available. This can also be used in a normal theatre to push patrons into the centre of rows before selling the aisles.

Naming Seats

1. Ensure all seats are in logical sequence.
2. Click the Seat Names tab.
3. The Initial Seat Setup confirmation window will appear.

   

4. Click the Yes button.

   The Seat Names window will populate.

   

5. There are two options for inputting seat names:

   a) Export the data out of Theatre Manager to a file and open the data in a spreadsheet program such as Microsoft Excel, edit and save the document in a tab-delimited format and import them back into Theatre Manager.

   b) Click into each field in Theatre Manager and enter the data manually. Theatre Manager will assist in populating some of the data using predefined equations.

6. Enter values for Section, Row and Seat Code.

   Change the values of these fields to something meaningful to the theatre.

7. Indicate which price codes are valid for the seat.

   If the seat is in the front row, then a balcony price code would not be valid.

8. Enter the Best Available Area and Best Available #.

   Theatre Manager will use the area and number to create a sequential order from which to decide what the best available seats are. Have the best seats (or the seats to sell first) in a higher (ie. A-D) alphabetical area. The seat numbers are used for the system to decide on how many seats are available in an area.

   If entering names manually in Theatre Manager, the Auto-Fill button can be used to assign the best seating area, best seat number and the seat code.

   

9. Repeat the above steps until all data for all the logical seats are entered for the venue.
10. Click the Save button.

    All seats must be named before the data can be saved.

    Return to the Graphic map tab and hold the mouse over seats at random. Double check the seat location is correct and that each seat is named properly.