Once you have added your show (see Season Setup - Shows), go to the Performances setup screen to build your performances. Performances can be built one at a time, or using the performance generator. Scroll to the bottom of this article for a video tutorial.
Building a performance -
In the blank row, fill in each field with the specific information:
- Date and time: This is where you'll list the dates and times of the performances for this show. You can select a date and time from the calendar and time popup or type the date and time manually. As soon as the date and time have been correctly entered the Save button is enabled.
- Venue: Choose the venue in which this performance will take place. Different performances can take place in different venues, but keep in mind that all performances of your show will either be assigned or general admission (based on your selection in the show setup). If you have a new venue, venues are added in Setup > Venues. Customer Support can assist with venue building for assigned seating if needed (please make sure to give plenty of time to build the venue before you need to start selling tickets).
- Available until (date and time): Optional. If a date and time are entered here, this field specifies when the performance will no longer be available for purchase online. This date and time can be before or after a performance starts. If left blank, tickets for the performance can be purchased online up until the performance begins, or up to five days past the performance's time through the Box Office Sales screen. If the date and time entered are more than five days past the performance starts, the performance can still be purchased online and through the Box Office Sales screen until the date and time listed in this field.
Note: This field was previously titled "Online sale ends."
- Perf. Notes for Web: This appears on the "Select a performance" page below to the performance date/time. Perf notes for web can be used for announcements or supplemental information like "This performance is sign language interpreted" or "Please join us following the performance for a talk back with cast."
- HOLDS or General Admission Holds: If the show is assigned seating, the HOLDS link takes you to the seating chart to put holds on specific seats. If the show is General Admission, you can enter the number of seats you want on HOLD. Holds prevent the public from buying these seats online. They can be released by your box office staff (make sure they have proper permissions in Setup > Administrators). See Putting seats on Hold for more information on holds.
- General Admission Seating Sections: Performances for a General Admission show can have different G/A Seating Sections, giving you the ability to specify seat counts and different pricing for different sections of a G/A venue. Sections can be built on the venue itself and can be copied over automatically when building new performances. You can also edit seating sections on individual performances and make adjustments to these section seat counts if needed. The seat counts in the different sections must add up to the total G/A seat count numbers on the venue setup screen itself for that venue. If they do not, the system will prevent tickets from being sold to the performance. For instructions on setting up seating sections see Venues.
- Perf Groups: Performance groups are used in pricing. By putting a single letter code in this field, price terms can be assigned to the specific performance group code.
- Perf. Notes for Ticket: Performance notes for ticket are similar to show notes for ticket (described here), but apply to the specific performance.
- Enforce group distance X-axis, Enforce group distance Y-axis, and Enforce group distance mode: These are used to create social distanced seating. Read more on how to use these here.
- Not available online: Prevents performance from displaying on the public purchase path. Tickets to performances marked "not available online" can only be sold through the box office.
- Save: Click to save the performance. You can modify performance details by clicking the Edit button. You also Delete a performance as long as no sales are currently on that performance.
Building performances using the Performance Generator -
The performance generator allows you to quickly create the entire run of a show in a very short time. The performance generator is in the lower half of the performance set up screen.
- Use the date picker to enter the first performance date in the "First perf date" field
- Use the date picker to enter the last performance date in the "Last perf date" field
- Choose the first day of the week you want to generate
- Input the time of day of the performances on this day of the week. E.g. "8:00pm", or "2:30pm"
- Select the venue for these performances
- Input an optional Online sale ends. This is the number of hours prior to the performance that you no longer want tickets for sale through the public pages, such as 2, or 1.5. Tickets can still be sold via the box office.
- If you wish to have all performances (this day of the week) referenced with a performance group code, input that letter here, such as A (note that it is less common to do this using the generator) Performance groups are used in pricing. By putting a single letter code in this field, price terms can be assigned to the specific performance group code.
- Click Generate to create the performances for the day of the week specified. You will see message indicating the number of performances that were created.
- Repeat this process for each day of the week of your run by changing the day of the week and other details as appropriate.
NOTE: If you are doing barcode scanning that must be done via an external system, such as if you are performing in a TicketMaster controlled venue, you will need to download barcodes to provide to the venue to upload into their system. This can be done via the "download barcodes" link found on each performance row on the Performances setup screen. In some cases you will need to have your settings to 1-barcode-per-seat and/or 12 digit barcodes. This should be determined before you build the show for sale.