Venues / Theatres

A venue is a location for some activity. It can be a theatre, conference room, meeting room etc. If a physical location (venue) has multiple configurations, each venue will have multiple pricing maps representing the different configurations - but all within the same venue. Plays or Events are assigned to a pricing map within a venue. The pricing map can be swapped out throughout the sales period, as long as the new pricing map exists within the same venue setup. Resources can be assigned to a venue to be used as a pick list when creating a rental agreement for a venue. Tasks can also be assigned to a venue.

Click here, for quick reference information for Venues and Maps

Diataxis: 
Explanation

Adding a New Venue / Theatre

Click here, for quick reference information for Venues and Maps

When you add the venue, you add:

  • Venue Information
  • Icons and Notes for your internet sales for the venue
  • Then you add the Pricing Maps
    • Venues also have Plays, Tasks, Default Resources and G/L Entries attached to them.

To add a Venue, you perform the following steps:

  1. Click Setup >> Venue.

    The Venue List window opens.

  2. Click the New button.

    The Venue Inserting window opens to the Description tab. Click here for more information on the parts of the Venue window.

  3. Enter the Venue Information.

    Venue #

    		 Unique number of the map, automaticallly assigned by Theatre Manager
    Internal Venue Name The internal name used on the sales window
    External Venue Name The external name for the venue used in web sales and for ticket faces
    Address The Address information of the venue
    Phone The telephone and Fax numbers for the Box Office
    Email Email address of the Box Office
    Fire Rated Capacity The capacity of the venue as allowed by your local Emergency Services Department
    Active If enabled the venue will be shown for selection in reports
    Venue Colour A colour selected here overides the normal task colour shown on the calendar for this venue.
  4. Enter the Icon and Notes for the Web.

    You can add a 200 pixel width by 250 pixel height jpeg that represents the branding for the venue. You only need to do this if your organization uses different icons for the venues instead of a generic icon for the Company. If you leave the field blank, TicketTrove will use the company icon for all venues. Click here for more information on adding a Venue image.

    Enter any additional notes about the Venue. The notes entered here will appear in the internet for web sales.

  5. Click the Save button.
  6. To add a Pricing Map, click the New button in the Pricing Maps section of the window.
Diataxis: 
How To

Editing Venues / Theatres

Click here, for quick reference information for Venues and Maps

When editing a venue, you can change information on the:

To Edit a pricing Map, you first must be aware:

  • A deployed map cannot have the number of seats decreased.
  • Adding seats to an existing map only affects current and future sales. You cannot go back and decrease the number of seats later.

To change the number of seats, it is first recommended you duplicate an existing pricing map and make your changes to the new map.

To edit a Pricing Map, click here.

To edit a Venue, you perform the following steps:

  1. Venues are accessed through Setup >> Venue menu.

    Alternatively you can click on the Venue button in the Theatre Manager main toolbar / ribbon bar.

    The Venue List window opens.

    Click here for a detailed description of the Theatre List window and it's functions.

  2. Open the venue to edit.

    You can filter the list by:

    • map number
    • internal pricing map name
    • external name or notes.
    • the time zone for events in the venue, if different than company preferences
    • Active or inactive
    Theatre Manager will look in all fields for whatever you type.

    Click here for a detailed description of the Venue window and it's functions.

  3. Make your changes to the Descriptions, Plays, Tasks or Default Resources tabs.

  4. When you have finished making your changes, click the Save button.
Diataxis: 
How To

Delete a Venue / Theatre

Click here, for quick reference information for Venues and Maps

You may need to be deleted from the database. To delete a venue, you perform the following steps:

  1. Open the Venue List window and highlight the Venue to be deleted.

  2. Click the Delete button.

    If there are any pricing maps attached to the venue, the following error message opens.

    You will need to open the venue and delete the Pricing Map.

    If there are no Pricing Maps attached to the venue, the Delete Venue confirmation dialog opens.

  3. Click the Delete button.

    The venue is removed from the venue list.

Diataxis: 
How To

Duplicating a Venue / Theatre

Click here, for quick reference information for Venues and Maps

To duplicate a venue/theatre, you perform the following steps:

  1. Open the Venue List window.

    Click here to learn how to access the window.

  2. Select the Venue to duplicate.

    Single click on the venue to select it.

  3. Click the Duplicate button.

    The copied Venue will now appear in the Venue List window. It will also contain the same attached Pricing Maps as the original venue.

Diataxis: 
How To

Merging Venues / Theatres

Click here, for quick reference information for Venues and Maps

Two or more venues can be merged together. This should be done if they occupy the same physical space and are really just alternate pricing maps for the same place.

The process is to:

  • Select one or more venues from the list of venues that are considered to be the same physical space
  • Click the merge button on the venue list
  • Select one of the venues as the 'master' venue
  • Click the Merge button on the window

When merging venues, the following occurs:

  • The pricing maps for the separate venues will be consolidated under the one venue.
  • All performances in the venue being merged from will be disabled for sale and will need to be re-enabled for sale after the merge.
  • If there are tickets in an active order for the venue being merged, the merge will be skipped. Please ensure that nobody is selling tickets for an event in the venue that is being merged from
  • If there are tickets in an open shopping cart in hold state for the venue being merged, then that venue will also be skipped in the merge. It is advisable to take the events in that venue off-sale for a period of time before doing the merge.

Once two venues have been merged into one, there is no mechanism to separate them at this time.

Diataxis: 
How To

Parts of the Venue / Theatre Window

Click here, for quick reference information for Venues and Maps

The Venue / Theatre Window contains all the information about the venues in your organization. If you have multiple Pricing Maps for your venue, they are contained in the Venue window.

For example, The Civic Theatre sells some events with All Seats the same price (Pricing Map 46), while other events may utilize a Three Tier pricing setup (Center Orchestra, Sides, Balcony) and choose to use Pricing Map 61. For some events, they sell Festival Seating and while a Pricing Map will be used, no map will be displayed.

The parts of the window are:

The Task / Ribbon Bar Click here for more information on the Bar and its functions.

The Description Tab - This window is where you enter:

  • Theatre Information
  • Theatre Icons and Notes 
  • Add, Open or Delete Pricing Maps

Click here for more information on the Description tab.

Event / Plays Tab - Lists all the envets / plays that are currently using the currently selected theatre or have used this theatre in the past.

Click here for more information on the Event / Plays tab.

Tasks Tab - The tasks that are associated with the selected Theatre.

Click here for more information on the Tasks Tab

Default Resources Tab - Those resources that are a permanet part of the venue.

Click here for more information on the Default Resources tab.
GL Entries Tab - Shows the GL Entries that have been directly associated with this venue. This allows you to compare the revenues for one venue as compared to another venue.
Diataxis: 
Reference

Theatre Window Toolbar / Ribbon Bar

The Theatre Map window toolbar / ribbon bar is used by all four tabs:

  • Description
  • Plays / Events
  • Tasks
  • Default Resources

Functions

Click on a link to learn more about the features.

Opens the Help file for Theatre Maps. Click here to view the Help page.
Creates a new theatre. Click here for more information on Createing a New Theatre.
Saves the information for the currently selected theatre.
Duplicates the information for the currently selected theatre.
If you change any information, clicking the revvert button returns the information to when it was last saved in the selected theatre.
The current theatre will be deleted if no files are currently referenced.
Checks the spelling of the information entered into the fields displayed.
Exports the currently selected theatre to txt - Tab Delimited, txt - Comma Delimited, xls - Excel 97-2004 or xlsx - Excel 2008 files. Click here for more information on Exporting.

Description Tab

The Description tab of the Theatre Map window is where you enter Contact Information, Theatre Icons for the web and Notes.

Parts of the Description Tab

Contact Information
Venue (or "Theatre") Map # Unique number of the map automatically assigned by Theatre Manager.
Internal Venue Name The internal name of the venue that is used on the sales window.
External Venue Name The external name of the venue used in web sales and for ticket faces.
Address Address of the venue.
City City in which the venue is located.
Province / State Province / State where the venue is located.
Country Country where the venue is located.
Postal Code / Zip Code Postal code / zip code of the venue.
Phone Phone number of the venue.
Fax Fax number of the venue.
E-mail E-mail address for the box office.
Fire Rated Capacity Maximum number of people allowed in the venue by the Fire Marshall.
Time Zone The default is that all events in this venue all occur in the same time zone as company preferences. If you wish to change that, you can uncheck and then set a different timezone for all events in the venue.
Note: changing the time zone affects how things will look online.
Active Indicates if the Theatre is to be shown in reports for selection on reports in the pop-up lists.
Venue Colour You can override the normal play/task colour displayed on the calendar by selecting a different colour for this venue from the colour palette.

Venue Icons for the Web
Icon Here you can add a 250x200 pixel jpeg that the iPhone application will use as a thumbnail to identify your venue as a thumbnail. If no Play picture is provided, this will be the default for any play in that venue. Click here, for information on adding a jpeg.
Removes the mobile app jpeg from the database.

Notes
Notes Any additional notes about the venue. These notes will appear on the internet for web sales.

Pricing Map
Venue Image Displays a Thumbnail of the graphic map. Click the image to Open the Pricing Map window to edit the map.
Icons to indicate what versions have been saved for each Pricing Map.
Opens a New Pricing Map window to enter a new map for the venue. Click here for more information on adding a New Pricing Map.
Opens the selected Pricing Map for editing. Click here for more information on editing a Pricing Map.
Deletes the selected Pricing Map.
Diataxis: 
Reference

Adding a Venue Image

You can add a 200 pixel width by 250 pixel height jpeg that represents the branding for the venue. You only need to do this if your organization uses different icons for the venues instead of a generic icon for the Company. The default icon (if one is not entered here) is located in Setup >> Company Preferences on the Reports/Misc tab.

If you leave the field blank, TicketTrove will use the company icon for all venues.

To add a jpeg, you perform the following steps:

  1. Open the Theatre map window for the venue you are adding a jpeg to
    2. Click here for information on opening the Theatre map window.
  2. Right click on the Theatre Icon for Web field and Select Paste From File.

  3. Choose the desired image. The image should be a 250h X 200w jpeg.

    The file manager for your OS will open, select the file and click the Open button.

    Your image will appear in the Theatre Map window.

    4. Alternatively, you can drag and drop from the file manager to the field.

    To remove the jpeg from the Theatre Map window, click the delete button.

Event / Plays Tab

The Event / Plays tab lists all the events / plays that are currently currently attached to the selected venue.

Note: The term "Play" can be customized in Theatre Manager to more accurately represent your type of performances. It may be called:

  • Event
  • Play
  • Concert
  • Game
  • Or something else of your choice

New events / Plays can be added to the venue through this window clicking the New button. Click here, for more information on creating an Event / Play.

Parts of the Event / Plays tab

Play # The sequence number of the event / play in the database.
Event Code The event code as defined on the Description tab. For more information on the Description tab click here.
Event Title The event title as defined on the Description tab. For more information on the Description tab click here.
Year The Season Year as defined on the Description tab. For more information on the Description tab click here.
# Perf. The number of performances for the event. For more information on the Performances tab click here.
First Performance The date of the first performance. For more information on the Performances tab click here.
Last Performance The date of the last performance. For more information on the Performances tab click here.
Tax The tax structure used for the event (if any), as defined on the Accounting tab. For more information on the Accounting tab click here.
Time The runtime of the performances as defined on the Marketing tab. For more information on the Marketing tab click here.
Pricing Map Name(Internal) The internal name of the map.
Opens the template for creating a new event. For more information on creating a new event click here.
Opens the selected event setup.
Deletes the selected event from the database. Note: you can only delete events with no transactions.

Tasks Tab

Tasks are at the heart of the Facility Management module. A task can represent anything you want to have show up on a calendar or appear on an invoice for a client. Because of its flexibility, it is important to understand all the different kinds of information that can be stored in a task so that you can determine which options to use for your particular situation.

  • Tasks can be associated with plays or events
  • Tasks can be associated with a particular show or performance
  • Tasks can be associated with patrons or employees
  • Tasks can show in the background of a calendar for all users
  • A person can be assigned as the "owner" of a task
  • Individuals can set alarms on tasks for themselves
  • Tasks can have date and time ranges, such as meeting start and end times
  • Tasks can be indicated as ToDo-type tasks that have only a necessary completion date
  • Tasks can have resources assigned to them, such as the number of chairs needing to be set up in a venue, equipment being rented, or the actual rental of a room
  • Tasks can have personnel assigned to them, such as the worker's billing hours for an event

    • When you ask the question "Can I use a task for .....?" the answer is probably Yes.

    For more information about the Facility Management module click here. To read more specifically about tasks and their place within Facility Management, click here.

Default Resources Tab

Default resources can be added to any theatre map (or venue). Default Resources are those that are a permanent part of that venue. These are added in the Default Resources tab.

There are a coupe of rules:

G/L Entries Tab

The G/L Entries tab allows you to track revenues by venue. The advantage here is that you can compare income venue to venue. eg:
  • 'How is my black box doing as compared to my Mainstage?'
  • 'Are we making enough money for of the rental of the lecture hall to support keeping it?'