Creating a New Package using an Existing Event

Wed, 12/30/2009 - 15:39 — bonnie

When you make the decsion to use Theatre Manager for Season Subscriptions, you may already have a past event showing where a patron'favorite seating is located. This Event can be used as a base to create the Season Subscription for the coming year. To complete the setup of a Season Package from an existing Event you will require three things:

An event where season ticket purchasers have been booked into their favorite seats using the price and promotion code they will pay for the season.
An empty Control House in preparation for next Season. For more information on setting up a Control House click here.
The Events for the coming season to be setup in Theatre Manager. For more information on building new Events click here.

To create a New Season Package using an Existing Event as a Control House, you perform the following steps:

Click Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window will open.

For more information on the Season Package List window, click here
Click the New button at the top of the page.
The Season Package Detail window opens.

For more information on the Season Package Detail window, click here.

Enter Last Years Fiscal Year.

This package will become the bench mark for the current season. However, it will be based on last year's event for setting up the Control Houses. The package will then be rolled over and moved into the current Fiscal year. The Fiscal Year To field will update when the Fiscal Year is altered.

Enter an External Description and Internal Description for the package.
The description should accurately reflect the season packages is not a regular package but a starting point for the first time setup of Season Subscriptions in Theatre Manager.
Enter the Event number for the Event containing the Patron Favorite Seats in the This Year field.

The Event selected for this field should be a past event where season subscription patrons have already purchased tickets and the tickets were booked using a Season Sale Promotion. This Event should be set under the Performance tab as a Season Control Performance. This setting is required to use the Event for Control House purposes. The Event can not be available for sale online and be indicated as a Season Control Performance. The Event Lookup icon can be used to locate the past Event.
Click the Save button.
Click the Verify Holds button at the top of the window.
The Verify Season Subscription Packages window opens.
Highlight all listed Performances.
Click the Validate Subscription button in the lower right corner of the window and let the process run.
Click the Done button in the Verify Subscription confirmation window.
Close and open the Season Package Detail window to refresh the displayed information. The Subscription Totals will be populated with the information for the Event listed in the This Year field.
Close the Season Package Detail window.
Single click on the Season Package you created to select it in the Season Package List window.
Click the Roll Over button at the top of the window.
The Season Package Rollover window will open.

Enter the Control House for next year in the Next Year's Event To Use As A Control House field.

Create the Control House before the season package is rolled over. Use the Event Lookup icon to locate the Control House. The Control House can not be an event from the previous year. It must be an event specific to the season package.

For more information on building a Control House click here.

Click the Next button in the lower right corner.
Match the Performance Codes in the This Year column with those in the Next Year Column.
Drag the Performance Codes from the This Year column into the Priority 1 or Priority2 column. This tells Theatre Manager which performances from the prior season, patrons should be assign to. Use the Priority 2 column when the number of performances from the prior year is greater then the coming year. Theatre Manager will seat subscribers in the Priority 1 column first. Then it will seat subscribers from the performance in the Priority 2 column. If seats are not available for the patron from the Priority 2 column, they will be placed on the wait list.
Click the Rollover button in the lower right corner of the window.
The Rollover Confirmation window opens.
Click the Proceed button and let the process run.

This process can take some time, depending on the number of patrons in the package.

When complete, the Rollover Completed window opens.
Click the Done button in the lower right corner of the window.
Double click on the Season Package to open it.

Edit the External and Internal Description fields to accurately reflect the name of the Season Package.
Check off the desired Sales Settings options depending on where the season can be sold and renewed.

It is not recommended the season be available on the web until all setup has been confirmed and the package tested for accuracy.

If required, check off the option to Print Performance Dates on Renewal Notices.
Select the Events tab.
Click the New button in the lower left corner.
The Event List window will open.

For more information on the Event Lookup List window, click here.
Select the events to add to the Season Package.
To select multiple events, use the <SHIFT> key to select a series of events, or the <CTRL> key (Windows) or the <OPTION> key (Mac) to select multiple individual events.
Click the Select button in the lower right corner.
The Events for the coming season will populate into the Events tab.
Select on the Sales Notes tab.

Enter detailed notes for the season package.
Click the Save button.