Event Tab

Before an event is entered into Theatre Manager a general ledger account numbers must be created for the new event. There are eight different account number fields in five different ticket types within the events and dates window. The eight accounts are: Sales, Exchange, Refund, Discount, Markup, and Ticket Fee accounts 1, 2,and 3. The five ticket types are: Regular, Season, Other Type 1, Other Type 2 and Internet. Depending on how your accounting system is run, you may only need to create one G/L account for the entire event, or you may need a separate account for each of the account number fields in each of the five ticket type categories. For further information about setting up General Ledger Account numbers in Theatre Manager Click Here. 

Adding a new play can use a lot of space in the database. Each performance requires about 400-600 bytes. So if you create a play with 10 performances, you might require 4K to 6K which is relatively insignificant. Typically, most of the space is required for tickets. Each ticket sold requires between 500 & 1000 bytes, depending on the length of your promotion codes, credit cards, etc.

You can regain the space used by archiving a play when all performances and reports are completed or at the end of a year.

Festival seating

Tickets are created at time of sale and a ticket can represent an admission of a number of people (e.g. admit 10). If a ticket always represents one admission, the number of tickets created will be similar to reserved seating.

Example #1 600 seat house average ticket being admit 3 house sold to 60% capacity for 30 performances This would require: 600 seats * 30 performances * .6 (capacity) /3 (average tickets qty) = 3600 tickets issued 3600 * 500 bytes = approx. 2 Meg	Example #2 200 seat house average ticket being admit 1 house sold to 110% capacity for 10 performances This would require: 200 seats * 10 performances * 1.1 (capacity) /1 (average tickets qty) = 2200 tickets issued 2200 * 500 bytes = approx. 1 Meg

Reserved Seating

Tickets are created at the same time as the performances. One ticket is created for each seat in the theatre so the formula for predicting the amount of space used is relatively constant.

Example 600 seat house and 30 performances would require: 600 seats * 30 performances = 18000 tickets * 500 bytes = approx. 9 meg

2 Year Requirement 600 seat house 5 productions 30 performances using reserved seating may require 9 megs * 5 * 2 = 90 megs for 2 years of tickets online.

Entering Event Information

Event Number	Event Number is automatically entered by Theatre Manager.
Event Code	Event Code is used as a quick reference for an event and may be up to six alphanumeric characters in length. It is recommended that you name your events starting with the fiscal year of the performance, followed by the event number. This allows generating reports on events by year quickly when required. If you have more than one venue or do different types of series, for example a main-stage and a second stage series, a character code can be included after the year. 00-01 - the first event of the 2000 season 00-05 - the fifth event of the 2000 season 00-C01 - the first event in the "C" theatre (assuming multiple theatres) 00-J01 - the first event in the "Jazz" series
Event Title	Event Title is the "official" title of the event as it appears on the ticket.
Season	The season year the event is in. This is based on your financial year.
Map Number	Map number is the number of the venue map that the event will be performed in. Events which are to be sold with reserved seats must take place in venues that have had seats created. Events sold as general admission, Festival Sales or Traveling Troupe, may be sold to events with or without seats created. You can either type the map number into this field or you may click the down arrow button beside the field (this button is only available when a new event and date is entered) to open a list of possible venue maps to choose from. From this list double click on the map you want to use.
Patron Purchase Limit	llows you to set the maximum number of tickets to be sold to one patron for this show via Web Sales. If the Box Office will allow a patron to have more than the allotted number of tickets, the tickets will need to be sold by a Box Office staff member, and not via the internet.
Printing Tickets	You can choose to print ticket for this event (which is set by default), not to print ticket for this event or you may choose to print a ticket based upon the promotion selected. For more information regarding printing tickets by promotion refer to Promotion Detail.
Ticket Face Number	(Boca / Practical Automation Ticket Printers Only) The ticket face selected for the event. You can either type the ticket face number into this field or you may click the down arrow button beside the field to open a list of possible ticket faces to choose from. From this list double click on the ticket face you want to use. By leaving this field blank a built in default ticket face design will be used for printing tickets.
Default Mail List	Theatre Manager automatically updates patron information to ensure they are on the mail list entered in this field - when the patron purchases tickets to an event. If you have a classic event mail list, enter the number for that mail list when setting up the events for any classic event. Theatre Manager checks to ensure the patron who purchases tickets to this event is on the designated mail list. If the patron is not on the mail list, they are added. Should the marketing department want a list of people who have attended classic plays at your facility, an up-to-date mailing list is available. You can either type the mail list number into this field or you may click the down arrow button beside the field to open a list of all mail lists in Theatre Manager. From this list, double click on the mail list you want to use.
Corporate Sponsor	The name of the sponsor for the production. Additional sponsors could be entered in the notes field. This information can be printed on tickets.
Special Note	Additional information such as warnings or special messages that may be required for an event. This information can be printed on tickets.
Director	The director of the event. This information can be printed on tickets.
Playwright	The playwright of the event. This information can be printed on tickets.
Notification	The email notification that will be sent when tickets are purchased to this event. Click here for info on work flow notifications,
Date Archived	This field displays the date the event was archived.
By	This field displays the initials of the employee who archived the event.
	Pressing this button archives the event record you are looking at. For further information about archiving events Click Here.
	(Boca / Practical Automation Ticket Printers Only) Pressing this button prints a test ticket for this event.
	This button will duplicate all event and accounting information for the current event.