Creating/Adding a New Event

Here are 10 steps to setting up your event.

Please note: If you are using a seating plan, you will need to have created your seating plan prior to set up

1. From your Dashboard (🏠) - Go to "Events" | "New event"

2. Welcome to the Event Designer! Following the steps below, you will work your way through the Event Designer to create a new event. Fields marked with an orange dot are mandatory.

3. In the 'Event' column, click 'Add New Event Details'

Basic Settings

  • Add your event name and a description about the event. This description will show on the public facing pages when a customer clicks on the event title
  • Select your Category / Genre

Advanced Settings

  • If you don't want the event to appear on your public pages, untick the box 'Show Event in Public Searches / Event Listings Pages'
  • Select the settings that suit your event: Such as capturing all attendees details (recommended for conferences)
  • You can password protect your ticket sales if required. This may be useful for priority bookers or private events.
  • Add 'Additional Information' if required. This information will appear on customer e-tickets.  This could be specific instructions for the customer or information about parking, etc

Questionnaire Settings

  • You can ask questions as part of the booking process.  You can make it mandatory for a customer to answer these questions if required.  Please note that the question 'How did you hear about the event?' is already asked as part of the booking process, but it is not mandatory.

Banner Settings

  • To add poster/thumbnail images to your event that will appear on the public sales pages.
  • Check in the information pin for picture dimensions

E-Ticket Settings 

  • To add a Header/Footer image to appear on your e-tickets
  • Check the 'acceptable use policy' to meet picture requirements 
  • Click "Save Changes"

4.  In the Venue column, click 'Add a New Venue'

  • Enter your venue name and address
  • Please provide a Box Office telephone number and/or email address for customers to make contact with you directly if necessary. The number will appear when an event goes off sale.

5.  In the Dates column, click 'Add a New Date'

  • Add the event date or the first date of your event if over multiple days
  • Add your event start time and choose to add doors open time and finish time
  • If you would like your ticket sales to start at a later date, select your tickets on-sale date and time
  • State the date and time to stop ticket sales - this is the off-sale time for your public online sales.  You will still be able to process 'In-House' bookings through the back office section of your account after this time
  • Click "Save Changes"

6.  In the Ticket Allocation column, click 'Add New Ticket Allocation'

  • If your event doesn't require a seating plan, select general admission

  • Click "Save Changes"

7.  In the Sections column, click 'Add New Section'

  • If you have selected a seating plan, skip to step 8.
  • Add a section description (e.g. general admission, unreserved, standing, etc)
  • Add your capacity / number of tickets available for sale
  • Click "Save Changes"

8.  In the Price Categories column, click 'Add New Price Category'

  • Add a ticket category description (e.g. Full Price / Adult / Concession)
  • State the ticket price
  • Add a comment (e.g. if this was a concession ticket you might add what type of concession the ticket covers, or if a child ticket, what age range the ticket applies to)
  • Click on "Advanced Settings''
  • Select any relevant "Availability" options, e.g. password protect this particular ticket, have the ticket available for a limited length of time, ticket only available for sale via your back office, etc
  • If you are creating a group or family ticket, please refer to guidance 'Family/Group Tickets'
  • Click "Save Changes"
  • To add a second price category, click on "Add New Price Category" and repeat as above
  • Continue to add as many price categories as required.

9.  Need to add more Performance Dates?

  • In the "Dates" column, click "Copy"
  • A copy of your first event will appear
  • In the "Dates" column, click "Modify" under the copied event
  • Change the date
  • Click "Save Changes"
  • If you need to modify any other details (e.g. different ticket prices) click "Modify" in the appropriate column
  • Continue adding dates to the run as required
  • Please note: Ticket income is paid to you the week following your event or completed event run.  Therefore, if your event runs over two or more weeks, we would advise you to create each week as a separate event.  For example, create your event for Monday to Friday and then activate the event.  You can then copy this first week run as a separate event and simply amend the dates.  This will ensure that that you get paid the ticket income from week one by the Thursday of the following week - rather than waiting on a full payment the week after your final performance.  For guidance on how to copy events, please refer to 'Copy an Existing Event'
  • Your event is complete and nearly ready to be activated

Check your event's details are correct: only limited changes can be made once an event is live.

10.  Click "Activate Event"

  • Once you have activated your event a box will appear labelled "Web Links". This will provide you with the web links and "Buy Tickets" buttons to link customers to your TicketSource sales pages from your website
  • These web links and html code can also be found at "Events" | "Publicise Events"

Congratulations! You can now start selling tickets online.

Category: Creating Events

Keywords: 1st event, creating, event, new, setting an event, video, general admission, seating plan

Last modified on Fri 23 September 2016