The venue reserved in SmartMy Facility
With 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.
PLANSEvery planWith SmartMy Facility
Why it matters
A school sells tickets for a play in the auditorium, and the same evening the auditorium is booked for a parents' meeting. The ticketing and the room bookings live in different places, and nobody sees the clash until the day. In SmartMy Events the venue can be a facility of SmartMy Facility. Publishing the event reserves it for every session, with set-up and clear-down time. An event cannot go on sale over another booking, and once it is on sale ordinary bookings cannot take the hall. Moving or cancelling a session moves or lets go of the reservation.
The problem it solves
- Tickets are sold for the auditorium on a day it was already booked.
- The stage crew arrives to set up and finds a class in the hall.
- A show moves to Sunday and the hall booking stays on Saturday.
How it works
- On the event, choose the Facility under the venue. The venue text is filled in from it when empty.
- Set Set-up before (minutes) and Clear-down after (minutes), 0 to start with.
- Click Publish. The facility is reserved for each session from the set-up time to the clear-down time. If it is booked at that time, the event cannot be published until you change the time or the facility.
- Change the Date on a session moves its reservation, and is refused if the facility is taken then. Cancelling a session lets its facility go.
- The Reservations button on the event opens them in SmartMy Facility.
Everything it does
What is reserved
- Each session that is on (not switched off or cancelled), while the event is published, its sales closed, or done
- From Set-up before to Clear-down after the session; both 0 to start with
- A session can name another facility; empty uses the event's
- Only facilities open to booking are offered
Clashes
- Publishing, a change of date or a new session over another booking is refused with a message
- Once on sale, the reservation is held like an exam: an ordinary booking cannot take the hall
- An event never bumps another booking
When things change
- Change the Date: the reservation moves with the session
- Cancel Session: its reservation is let go
- Cancel Event or Back to Draft: the reservations are let go
- An event that is done keeps its reservations as they were, as a record
- The reservation is titled Event: the event and the session, and made in the name of the first organiser
Before you publish
- Check the facility's calendar in SmartMy Facility for the dates you have in mind
- Add every session before you publish, so that each one is checked against the facility's bookings at once
- Leave the venue text empty to have it filled in with the facility's name, or write it the way buyers should read it
- Give the set-up and clear-down time the stage crew needs
- The facility does not limit ticket numbers: set the session's capacity to the hall's seats
Who uses it
Event managerChooses the facility and publishes the event.
Facility managerSees the event's reservations in the facility calendar.
Staff who book roomsSee the hall taken for the event and cannot book over it.
Where you use it
- Web: the event form, Facility with Set-up before and Clear-down after; the Facility column on the session line; the Reservations button
- Web: SmartMy Facility's calendar and bookings
- Not built: choosing a facility by its free times from the event form; check the facility calendar
What you control
Settings
- Facility: per event, and per session if different
- Set-up before and Clear-down after (minutes): 0 to start with
Works with
SmartMy FacilityThe hall is a facility; publishing reserves it for each session, and the facility calendar shows the event.
Questions
What if the hall is already booked?
The event cannot be published. The message names the clash; change the time or choose another facility.Can someone book the hall after we publish?
No. The reservation is held like an exam, so an ordinary booking cannot take it.Does postponing a session move the booking?
Yes, when you use Change the Date. If the facility is taken on the new date, the change is refused.Can a three-day fest use different halls each day?
Yes. Each session can name its own facility; empty uses the event's.What happens to the hall when we cancel the event?
The reservations are let go, and the hall is free for other bookings again. Taking the event back to draft does the same.Do we need SmartMy Facility for this?
Yes, on the same system. Without it the venue is a line of text that buyers read.Related features
SELLINGSeveral sessions for one event, each with its own capacityA 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.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.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 PRODUCTSInvitations to classes and an Events tile on the parent portalWith SmartMy Campus, invite the whole school or chosen classes and sections to an event. Each parent and guardian is invited once, whatever the number of children, and you can remind only the families who have not bought. Parents also find your events from an Events tile on their child's page in the parent portal.WITH OTHER SMARTMY PRODUCTSParents, students, staff and alumni recognised as buyersWith SmartMy Campus, a signed-in buyer is known as a parent, a student, a member of staff or an alumnus. Each sees the ticket types meant for them, with limits per family such as two parent passes for each child.
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.