Manage venues

What is this?

Under Venues you maintain the rooms and halls your choir uses, for example the rehearsal room, the parish hall or the city hall for concerts. The main choir, its sub-choirs and projects see the same venues.

For each venue you store:

• Venue Name and Description (optional)
• Address with Street, Postal Code, City and Country
• Capacity: how many people fit in (optional)
• Seating plan for ticket sales (optional): price categories and a seating plan with seat rows, areas, stage, tables and obstacles for seating tickets

For events you choose the venue from the list and see whether it is already booked.

How to use the overview

1. Open Ensembles in the sidebar and choose your choir.
2. Open Choir settings > Venues.
3. You see all venues with address, Capacity, the number of seats for venues with a seating plan, and the Next booking. Venues of another choir in the same family (main choir, sub-choirs, projects) show that choir's name. From four venues on, there is a search.
4. Click “Open” to see a venue on its own page.
5. Create new venues via Add venue.
6. Duplicate or delete venues via the ··· menu for each venue.

Bookings

A venue is booked as soon as an event uses it as Venue from the list, no matter which choir in the family the event belongs to.

• Next booking in the list shows the next upcoming event at the venue.
• Upcoming events at this venue at the top of a venue's page shows up to 20 upcoming events. You see the first five right away, the rest via Show all. A click opens the event.
• Events you are not allowed to see only appear as Booked with choir and time.
• If an event is cancelled, the venue is free again. An event marked Tentative counts as booked.

Exporting bookings

1. Open Choir settings > Venues.
2. Click “Export bookings” at the top.
3. Choose the venue: All venues or a single one.
4. Choose the period with From and To. It can be at most 400 days long.
5. Choose the format: Excel, CSV or PDF.
6. Click “Download”.

For each event, the export lists venue, date, start, end, event, choir and status. Cancelled events are left out, events marked Tentative are marked as such. Events you are not allowed to see appear as Booked.

Permission

Viewing and exporting bookings: View venues. By default members have this too. They see a venue's description, address, capacity and upcoming events, but cannot change anything. Creating, editing, duplicating and deleting: Create & edit venues, by default for administrators and moderators. The venue list is only available on the web; you can choose a venue from the list in the event form in the app as well.

Tips

• Create all rooms you use, even without ticket sales. Then you spot double bookings while planning.
• If you don't need seat selection, choose simple tickets for the ticket sale. No seating plan is needed for them.