Setting up a new festival or season

This guide gives step-by-step instructions on how to set up a new festival / season.

 

New to Eventotron?

Go to eventotron.com/login.php

 

Create an account – enter your email address and a password. Confirm the password and click Register.

 

Already have an account?

Go to eventotron.com/login.php

 

Enter your email address and password and click Sign in.

 

You will now see the homepage.

 

Click on FESTIVALS & SEASONS

Click on ALL FESTIVALS & SEASONS

Click +Create a Festival or Season

 

Give your festival / season a name and enter the start date and end date.

 

If this is your first festival/season in Eventotron you will just see create a new company in the Managing Company dropdown, select it and complete the form. If you already have a company/companies connected to your account, they will be listed in the dropdown.

 

Festival Type – choose from the dropdown list.

 

If you have existing festivals/seasons you can choose to create a copy here.

 

 

Click Create Festival

 

After a few seconds a pop-up will appear.

 

Click Set up my festival…

 

You will now see the Management Dashboard for your new festival/season. You will start at General under the Setup tab.

 

Here you can change the name of your festival/season

 

Change the managing company

 

Add the festival/season logo (note that the image you upload will be converted to .jpg measuring 400 pixels wide by 400 pixels tall. You can use the pencil icon to resize and crop your image)

 

Alter the start and end dates

 

Change the last performance and first performance dates (these are usually the same as the start and end dates and those are the dates that will automatically be inputted)

 

Allow performances on all dates – Flip this to YES to allow any event to perform on the expanded date range. Flip it to NO if you want to grant permission on a venue level to allow performances outside of the festival/season dates.

 

Add the festival/season twitter handle (exclude the @ sign)

 

Input Event Terms and Conditions and Venue Terms and Conditions.

 

Everything saves automatically, you will see a green SAVED icon appear at intervals at the top right corner of your screen.

 

Description tab

 

Under the Description tab in Setup:

 

Description – an overview of your festival/season that will appear in the Festival Finder

 

Welcome Image – a header image for your festival’s/season’s welcome page – the image you upload (or drag and drop) will be converted to a .jpg 1024 pixels wide by 200 pixels tall.

 

Welcome Page (Events) – This is the page participants see when they first join your festival/season. Include a description of your festival or season, important dates and contact info and any guidance for completing the application form.

 

Welcome Page (Venues) – Add an introduction to your festival/season for venue managers. If left blank, the event welcome page text will be used.

 

Main Colour – choose a background colour for your festival’s/season’s entry in the Festival Finder

 

Highlight Colour – choose a colour for the buttons and key application/registration information for your festival’s/season’s entry in the Festival Finder

 

Text Colour – choose a text colour for your festival’s/season’s entry in the Festival Finder

 

Options Tab

 

Under the Options tab in Setup

 

Allow event applications – Flip to YES to allow events to apply to take part in your festival/season directly in Eventotron (as long as the festival/season is visible in the Festival Finder*)

Flip to NO to stop taking event applications.

 

Closed text – A short message to display when applications are closed. For example – ‘Opening soon’. By default the message is ‘Applications Closed’.

 

Automatically approve events – You can flip this to YES and events can join your festival/season without having to be approved. You will be prompted to give a Joining Message.

 

Joining message – The message users see before proceeding to the main registration questionnaires. If left blank they will see: Great – your event is now part of this festival. Please continue to the festival’s registration area to provide more information about your event.

 

Allow venue applications – Flip this to YES so that venues can apply to join your festival / season directly in Eventotron (as long as the festival is visible in the Festival Finder*)

 

Automatically approve venues – If flipped to YES venues can join your festival/season without having to be approved.

 

‘Ready to finalise’ text – This will replace the default text in the progress bar that appears when an event has completed all application and registration questionnaires and reaches 100%

 

Lock Applications – If you flip this to YES it means events/venues cannot go back in and make changes to their application/registration forms.

 

Lock Message – this will appear at the top of your application/registration forms once you have locked applications.

 

Permitted Users – If you need to allow a user/s access to your forms after locking applications you can enter their email addresses here and they will still be able to make changes.

 

Emails

 

Event applies to festival – this email will send if you have set Allow event applications to YES and Automatically approve events to NO

 

Event joins festival – this email will send when an event joins your festival/season (whether you are approving events or if you have set automatically approve events to YES)

 

Venue joins festival – This email is sent when a venue’s application to your festival/season is accepted (whether you are approving venues or if you have set automatically approve venues to YES)

 

Registration complete – This email is sent when an event’s registration is completed.

 

Contract Email – The email that will be sent along with any contracts you generate for artists.

 

Box Office

 

Tick the ticketing methods for your festival/season from the list (this is unlimited – you can tick all if appropriate)

 

Donations with an Advance Price – when selected a text box appears allowing you to set the advance ticket price here, if appropriate. Leave blank to allow companies and venues to set their own advance price.

 

Free with Advance Price – when selected a text box appears allowing you to set the advance ticket price here, if appropriate. Leave blank to allow companies and venues to set their own advance price.

 

Priceband Nicknames – Useful if you have different pricebands. For example: previews, midweek, Friday and Saturdays.

 

Nicknames affect pricing – If flipped to YES – all performances sharing a nickname must have the same pricing. If flipped to NO – the priceband nickname won’t affect pricing.

 

Performance Tags – Use this to record things about the performance that you’d like to flag – eg: accessible performance, world premiere or it’s part of a membership scheme. These DO NOT have an impact on pricing.

 

Use for Members’ / Friends’ tickets, 2 for 1 or BOGOF deals.

 

Enter the name of the Tag, a description and specify whether the special tickets should be on by default by typing in YES or NO. Click the + to add your special ticket.

 

Standard Concession Name – enter a name for concessions or leave blank to use ‘Conc’ as the standard concession name.

 

Concessions – Name your concession types, for example: Child, Student, OAP.

 

Allow Capacity Change – You can change the capacity of a venue per performance in specifics events

 

Allocations – Show allocation options in the event pop-up window.

 

Minimum ticket allocation % – refers to the festivals allocation (so the rest goes to the venue)

 

Default ticket allocation % – set this to the maximum % of tickets you, as the festival, want to be able to sell

 

Box Office Provider – choose your box office provider

 

Per ticket fee – for SSBO users, a processing fee per ticket

 

Maximum processing fee – for SSBO users, put a maximum ticket processing fee here (for example, if someone purchases multiple tickets in one transaction, this is the fee they would be charged rather than the per ticket fee you set in the step above)

 

Access Options – We suggest you set this to NO until you are ready to assign specific accessible performances and then flip to YES.

 

Applications

 

Application Procedure – describe your festival’s/season’s application procedure.

 

Application Success – the message to display when an application has been successfully sent.

 

Application Notice –  This text will be shown to events in the application or waitlist state.

 

API Keys

 

Check out the API Keys post here.

 

*To make the festival/season visible in the Festival Finder, flip the Private/Public button at the top right to Public

 

That’s It!

More helpful guides…

Working with Red61

Red61 is a very powerful and versatile box office system that is particularly suited to large festivals. It is a popular choice of box office provider with several Eventotron users. This guide covers set-up, exporting data and syncing.