Some States and Provinces are implementing proof of vaccine requirements for entry to theatres, bars, restaurants and more.

• Rules varies from place to place and change by the day.
• Please be aware your your local requirements and edit the following web pages as appropriate.

	Theatre Manager does not support uploading vaccination status. Most rules we have seen require proof at the door to avoid issues such as people buying tickets for others.
	Adding Covid 19 related instructions for entry to the venue including those Provinces or States that require vaccine proof or passports means adding text to some fields in web options in Theatre Manager Company Preferences.
	These instructions assume you have not customized the following pages: TMTickets.html which should refer to the following, if not customized: TMtemplates/tmTicketCustomPatronInstructions.html - which has been updated to contain the event list notes. TMcheckout.html

If you want to let your patrons know that they are subject to some specific requirements, editing one or more of the following web pages are things you can do right now:

Warning before purchase	There are three note/warning/danger text areas you can add to the event list in the Event list in the purchasing tab in the Web options on the company preferences window. You can make your event list look like the one to the right be editing the Warning and Danger tabs as per the images below. Note: that the example uses markup to achieve bold, underline and bullet points -- without having to know HTML.
	Sample Warning Note in Markup Sample danger Note in Markup
Explicit acknowledgement at time of payment	There are two notes that pertain to terms and conditions that you can change on the Carts and Check tab in the Web options on company preferences. These are: Terms and Conditions - which show when you click on the 'terms and conditions' tab Covid 19 - which adds a line to the I accept terms and condition per the image above AND also adds a link to the COVID 19 policy page. If the users presses that, it will pop up your covid 19 policy. Acknowledgement Please be sure to enable the Acknowledge Terms and Conditions checkbox to see this warning. If enabled, the user will be required to acknowledge they have read the terms and conditions. This acknowledgement is stored for each cart. The requirement for acknowledgement of terms and conditions must be enabled in company preferences. We suggest only saying that you have a policy and add a link so that they can read the policy on your main web site.
	Terms and Conditions Add your extra terms and conditions that will show when they are enabled on the checkout window.
	Covid 19 Enter your Covid 19 policy in plain text, HTML or markup language and it will appear in the web site automatically. Adding words to covid 19 tab are what causes the 'accept terms and conditions' checkbox on the web site to say that there are Covid 19 conditions per the instructions above.

To help manage online sales based on reporting capacity, the lower part of the map window shows current physical capacity, reporting capacity, sold, held totals and the number remaining that can be sold online.

To limit online sales and monitor the process:

1. Adjust the reporting capacity on each performance to fine tune online sales within a venue.

   For example, if you only ever want 100 tickets sold online for a performance, change the reporting capacity to 100. Once the

   total tickets sold + total tickets held >= reporting capacity

   You will be unable to sell any more tickets online where the event will look sold out, even if there are physical seats that are available which could be sold at the box office.

   

2. Monitor your sales process from the box office window (Which will clearly state when there are helds only left) or from the event map window below which indicates similar information.

   The remaining seats indicate how many more seats can still be sold online. When it is negative, online sales are prevented because you have reached reporting capacity, even if there are seats left that could be sold to the performance. They cannot be sold online unless you adjust the reporting capacity (see step 1).

   You may want to

   • Start with a reporting capacity that allows seats to be sold. Don't forget to add house 'helds' to your capacity at the start
   • As total sold gets closer to your desired capacity, you may want to lower the reporting capacity to restrict seats more tightly

   In the example, you can see sold totals , helds and reporting capacity on the event map window..

   

If you think you are going to be open for performances, but are not sure if:

• You might have to close again - and could do streaming
• You are able to open with social distance seats - and might do streaming, but haven't decided
• Are able to open fully -but might still decide to offer live streaming for those who don't feel comfortable coming

You can follow the steps below and decide what you really want to do at the last minute.

 

Reserved Seating Performances

If you intend to use reserved seating when you open, but you want to hedge your bets in case you can't open, then we'd suggest the general approach of:

• Sell your event using social distance seating
• Near the performance time, decide how much you are able to open. Depending what you decide, you can open the event for more sales and/or user live event streaming to supplement what its available to the patron

The steps we'd suggest are:

Setup for selling

• Create a social distance map according to rules you think will be in place (eg 6 feet distance, etc).
• On the Performance:
  • Turn off the Performance E-Mail Reminder so that no automatic email goes out. We will use this later, but for now, we don't want reminders going out that could confuse patrons since you are not sure how exactly they will see the performance.
  • Add a performance note indicating that how they will see the event is to be determined and subject to re-opening rules
• Sell tickets using the social distance map as you would normally (online or at box office)

Closer to the performance date:

You will need to make some decisions regarding how you want to sell the performance. It may depend on how much you have already sold.

• If you cannot open the venue to patrons and want to stream the performance instead:
  1. Change the sales method from reserved to festival and increase sales capacity of the venue. The capacity increase is to allow selling as much streaming a you wish.
  2. Add your live streaming option to the performance
  3. Add a remind before performance date. TM will then send the 'watch this performance' email to patrons who have purchased.
• If you can open but only with social distancing and might also want to add streaming option
  1. (optionally) add your live streaming option to the performance
  2. Add a remind before performance date. TM will then send the 'watch this performance' email to patrons who have purchased.
• If you can fully open without social distancing
  1. Change the pricing map for the performance to one that does not use social distance seats
  2. On the Maps Tab for the event, Remove the 'Q' holds by:
     • Highlighting all the seats on the map that have social distance holds (anything sold is ignored)
     • Right click, and use the Release Seats option from the context menu to release the holds on the seats you've selected.
     • If you don't want to release some of the holds, then don't select the seats
  3. (Optionally) add your live streaming option to the performance

 

General Admission Performances

If your plan is to can sell general admission tickets and convert it to a streaming event if you can't open, the steps we'd suggest are:

Setup the event

1. Turn off the Performance E-Mail Reminder so that no automatic email goes out. We will use this later, but for now, we don't want reminders going out that could confuse patrons since you are not sure how exactly they will see the performance.
2. Add a performance note indicating that how they will see the event is to be determined and subject to re-opening rules
3. Sell tickets as you normally would

Closer to Performance

If you find you can't open as you thought, simply add live streaming to the performance:

1. Add your live streaming option to the performance
2. Add a remind before performance date. TM will then send the 'watch this performance' email to patrons who have purchased.

If a venue has been using the automatic social distance holds feature, the 'q' holds sold online are PERMANENT since that was the offer made to patrons at the time of booking

As venues reopen after Covid, we suspect rules around social distancing will change, both relaxing and restricting.

However, if rules are relaxed by the authorities, there are two options that you can use in order to sell those Social Distance holds. These are:

• Full Opening: Remove all social distance seats from the venue map and proceed forward as if they were never there. You are telling theatre manager that no further social distancing will be required - ever. Online, these new seats will be available to anybody.
• Selectively Opening Seats: which means you opt to release one or two of the social distance seats at a time to squeeze a patron into those seats. These seats you have released may break bubbles and they will be available for patrons to purchase at the box office or online. However, the social distance map rules are still in force; menaing that the next sale may add some other social distance holds.

  This might be best thought of as opening up only a couple of seats without giving up the full protection of your social distance sales map. It lets a few extra seats be sold and requires special permission to be set up for an employee.