Several sessions for one event, each with its own capacity
A fest over three days or a play with two shows is one event with several sessions. Each session has its own date, capacity and gate time, and every ticket belongs to one session.
PLANSEvery plan
The problem it solves
- A three-day fest is set up as three events, with three sets of prices to keep in step.
- The evening show sells more seats than the hall holds because the count is shared with the matinee.
- People turn up an hour early and the gate has no rule for when to let them in.
- Day 2 tickets are used on Day 1 because a pass does not say which day it is for.
How it works
- On the event, open the Sessions tab and add a line for each date or show.
- Give it a Label such as Day 1 or Evening show (empty shows the date and time), the Start and the End.
- Set Gates Open at, if people may not come in earlier, and the Capacity: the most tickets of all types for that session.
- Buyers choose the session on the event page and order tickets for it. One order is for one session.
- On the day, the session line fills in Expected, Came in and Inside Now, and the gate refuses tickets of another session.
Everything it does
A session
- Label (empty: the date and time), Start, End and Gates Open at
- Capacity: the most tickets of all types; 0 means only the ticket types limit it
- A session ends after it starts, and the capacity cannot be negative
- Times are shown to buyers in the Entity's time zone
- With SmartMy Facility, a session can name its own facility; empty uses the event's
Counting
- Each ticket type can also have a Limit per Session; the lower of the two applies
- Paid tickets and tickets held for a buyer who is paying both count
- Cancelled and refunded tickets go back on sale
- The event page shows how many are left of each ticket type, per session
At the gate
- Before Gates Open at, a ticket is refused with Not open yet and the time it opens
- After the End, a ticket is refused with Session over
- A ticket of another session of the same event is refused with Wrong session
- Expected, Came in and Inside Now per session on the web, and the Count screen in the app
Changes
- A session with orders cannot be deleted
- Change the Date (tells every buyer) and Cancel Session (refunds) come with Growth
- Reminders go to buyers the day before and on the day of each session
Who uses it
Event organiserAdds the sessions of their events with labels, times, gate times and capacity.
Event managerDoes the same for every event, and cancels a session when needed.
Gate staffPicks the session they work at and sees its live count.
BuyerChooses the session on the event page and gets tickets for it.
Where you use it
- Web: the Sessions tab of the event, with the Live Count button on each line
- The event pages: each session with its date, gate time and the ticket types left
- The SmartMy Events app and the Gate app: the sessions of each event. An event with one session still to come is picked at once (built and in testing, not in the app stores yet)
What you control
Settings
- Capacity: 0 (no limit of its own)
- Gates Open at: empty (no earliest time)
- Label: empty (the date and time are shown)
Notifications
- Reminder the Day Before and Reminder on the Day: to each buyer, with the gate time, by email, WhatsApp or SMS
- Each of these goes out at once. WhatsApp or SMS go where you set them up, from your message credits; app push follows once the apps are in the stores. A person can switch off email, WhatsApp or SMS for themselves, never the event; in-app notices always arrive
Works with
SmartMy FacilityPublishing reserves the venue for every session, with set-up and clear-down minutes; a session can name another facility.
Questions
Can one ticket cover all three days?
No. A ticket is for one session. For a three-day pass, sell one ticket per day, or set up one session that spans the three days.What does capacity 0 mean?
The session has no limit of its own. Only the Limit per Session of each ticket type counts.Can a buyer order for two sessions at once?
No. One order is for one session. For another session the buyer makes another order.Can we add a session after the event is published?
Yes. Add a line on the Sessions tab. It goes on sale with the ticket types of the event.What if a show moves to another day?
On Growth and Scale, Change the Date moves it and tells every buyer, with a refund offer if you give one. On Starter, change the time and tell buyers yourself.Related features
SELLINGEvents with ticket types, prices and sale datesSet up an event once, with its sessions and its ticket types: Student, Parent, Guest or VIP. Each type has a price, tax, a limit and its own sale dates. Publishing checks that nothing is missing, and free ticket types work as registrations.SELLINGTickets held while the buyer pays, never oversoldWhen a buyer places an order, the tickets are taken from the session at once. They are kept for the buyer while they pay, 10 minutes to start with. Two buyers can never both get the last ticket, and unpaid tickets go back on sale by themselves.AT THE GATENamed gates, re-entry, check-in by hand and a live countName your gates and choose whether people may go out and come back. Let someone in by name when their phone is dead. Watch how many have come in, by ticket type and by gate, while the event runs.FANS AND SEATINGCancellations and refunds within your termsYou set the refund terms per event: not refundable, or refundable until some hours before the session, less a fee you keep. Buyers cancel by themselves within them; event managers can refund any time, to the original payment or by hand, from one Refunds list.WITH OTHER SMARTMY PRODUCTSThe venue reserved in SmartMy FacilityWith SmartMy Facility, pick the hall from your facilities as the event's venue. Publishing the event reserves it for every session, with set-up and clear-down time around it, and the reservation moves when a session moves.MESSAGESTickets, reminders and session changes sent to buyersBuyers get their tickets the moment they pay. They get a reminder the day before and on the day with the time the gates open. They get a message when a session moves or is cancelled. Messages go in the app and by WhatsApp, SMS or email.
See your next event on it.
Tell us what you are running, how many people come and how you sell today. We will set up the event with you on SmartMy Events.