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Setting a Performance Stop Sales Time

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The purchase availability of a performance can be defined for online sales using the stop time settings in Theatre Manager. These settings are controlled at three levels. They consist of:

The web sales module reads these setting in a hierarchy looking first to the Web Settings tab in the Performance Detail window. If performance settings are not defined it then looks to the Event tab of the Event setup and finally to Web & Reporting tab of System Preferences. In other words Theatre Manager looks to the System Preferences first. If you make changes to an Event then it uses the Event settings in place of the System Preferences. If you customize the Performance it uses those settings instead of the Event.

The stop time affects emailing of PDF tickets. You cannot email tickets from the box office if the performance is no longer onsale online. This would be after the start time plus/minus any 'web sales stop time'.

 

System Preferences

System Preferences is accessible by logging into Theatre Manager as the Master User or System Administrator. In the Web & Reports tab there are options listed for Web Sales Stop Time and Web Sales Stop Type. These two settings will define the default performance stop time for Theatre Manager.

Web Sales Stop Time The number of minutes before/after the start time of the performance that it will be displayed online for purchase.
Web Sales Stop Type Indicates if the performance stop time for online sales will be before or after the start time of the performance.

Before performance start time: online sale are available for up to the allocated number of minutes in the Web Sales Stop Time field prior to the date/time of the performances. This cutoff prevents sales from happening the defined number of minutes prior to the performance.

After performance start time: the performance will be available for sale following the performance date/time and will continue to be available for sale up to the number of minutes defined in the Web Sales Stop Time.

 

Event

A traditional theatre experience may have a sales cutoff time 30 minutes prior to the performance to allow for printing and preparing will call tickets. However, there are times when a performance may continue to be available past the performance start date/time. Some examples include:

  • All Day Events - where you want online sales to be available after the gates open
  • Courses - where you may want to allow late registration, say up until the the second class
  • On Demand Streaming - where a video streamed through the ticketing site can be purchased after the original start date/time
These settings are managed in the Event tab of the event setup under Web Sales Controls.

 

Web Sales Stop Time The number of minutes before/after the start time of the performance that it will be displayed online for purchase.
Web Sales Stop Type Indicates if the performance stop time for online sales will be before or after the start time of the performance.

<Use System Preferences Setting>: uses the default option for System Preferences.

Before performance start time: online sale are available for up to the allocated number of minutes in the Web Sales Stop Time field prior to the date/time of the performances. This cutoff prevents sales from happening the defined number of minutes prior to the performance.

After performance start time: the performance will be available for sale following the performance date/time and will continue to be available for sale up to the number of minutes defined in the Web Sales Stop Time.

 

Performance

In an Event where one performance is setup for patrons physically attending the venue and another for live streaming, the sales approach may be different. The ticket sales for those attending in person may stop 30 minutes in advance of the show to allow for printing tickets at will call. Where the live streaming performance may be available for sale following the start time of the performance allowing patrons to purchase and join the event even after it's complete.

The Web Settings tab is located in the Performance Detail window. This is accessed by double clicking on a Performance anywhere in the Event setup.

 

Web Sales Stop Time The number of minutes before/after the start time of the performance that it will be displayed online for purchase.
Web Sales Stop Type Indicates if the performance stop time for online sales will be before or after the start time of the performance.

<Use Event Setting>: uses the setting in the Event. The Event may be set to use the default setting in System Preferences.

Before performance start time: online sale are available for up to the allocated number of minutes in the Web Sales Stop Time field prior to the date/time of the performances. This cutoff prevents sales from happening the defined number of minutes prior to the performance.

After performance start time: the performance will be available for sale following the performance date/time and will continue to be available for sale up to the number of minutes defined in the Web Sales Stop Time.