Venues

Some organizations may manage all of their events within a single venue. However, other organizations may run events across multiple sites. Using Venues you can clearly display events that are taking place in different locations. You’ll need a Venue to be able to set up Events in Spektrix.

In this article, you’ll learn how to create and set up a new Venue and use, edit or delete existing Venues.

Before you read this article, make sure you’re familiar with:

• Introduction to Seating Plans

What are Venues in Spektrix?

Venues represent the physical location of where an Event Instance will take place. They are designed to distinguish events that are taking place in separate physical locations. For example, if you have two or more separate buildings.

Venues are linked to your Seating Plans, and multiple Seating Plans can be linked to the same Venue. For example, if you have a venue that has two performance spaces, a Great Hall and Black Box Theatre. You may have a Seating Plan for each space but have a single Venue that the two spaces share.

You can also create a Venue for non-physical spaces. For example, a Venue called Online Streaming for your online events.

You can use Venues in Spektrix to:

• Display information about the location where an Event Instance will take place. Venue name and an optional address can display online:
  
  

  

   

• Search and filter Events in the Sales Interface and in the Admin Interface:
  
  

  

   

• Select specific Instances for Event Criteria used in Priority Booking, Offers, Funds, and Pre and Post Show Emails.

   

• Segment on Customers who’ve booked Tickets to a specific Venue to build Customer Lists or Auto Tags.

   

• Filter your data by Venue using Criteria Sets and output Venue information in Reports.

How you set up Venues in your system is up to your organization.

Interested in seeing how you can set up your Venues and Seating Plans? Take a look at these examples:

• 1. You have one main building with a Main Theatre and a Studio.
     You could build one Venue for the building, with two Seating Plans for each space.

      

  2. In addition to a main building, you also have a second off-site venue across town, which has a single space within it.
     You would build a second Venue for this off-site venue, with a single Seating Plan for the space.

      

  3. You have a third venue for which you act as a ticketing agent, which contains a further two spaces.
     You would build a third Venue for this, with an additional two Seating Plans.

      

  4. Finally, you're also running online events such as live streaming or classes.
     You would build a fourth Venue for this, with a single Seating Plan.

      

  5. So in this example you would set up a total of four Venues and six Seating Plans in Spektrix.

      

Setting up a new Venue

Creating Venues takes place in the Admin Interface.

TIP: To access the Admin Interface, you’ll need the General Administrator Role. If you don’t have this Role, ask the Settings Administrator in your organization to add this Role to your User Account.

Navigate to Seating > Venues. Click Add.

The Edit Venues pop-up screen will appear:

Fill in the following information:

1. Name (Required): Enter the name of the Venue. This will appear to your customers online.
2. Address: Enter an optional address. If entered, this address will appear online.

Click Save to create the new Venue. Click Cancel to not save any changes.

Managing Venues

You can view a list of all your Venues in the Admin Interface > Seating > Venues:

Venues will list their Name, Address and have links to Edit and Delete the Venue.

Editing Venues

To update a Venue’s name or address, click Edit next to the Venue.

The Edit Venue pop-up screen will appear.

Make the required changes to the Venue. Click Save to save the changes. Click Cancel to not save any changes.

Any changes to the Venue’s name or address will affect any linked Seating Plans. All Instances with these Seating Plans will update with the new Venue name and/or address. Any Instances visible online will display the new Venue name and/or address.

Deleting Venues

WARNING: You can’t delete a Venue if it’s linked to a Seating Plan with an existing Instance in the past or in the future, Live, Draft or Archived.

To delete a Venue, click Delete next to the Venue.

The Confirm pop-up screen will appear:

Click Confirm to delete the Venue. Click Cancel to keep the Venue.

If you attempt to delete a Venue linked to an Instance, the Unable to delete venue pop-up error screen will appear:

Click OK to return to the Venues list.

To delete the Venue, you'll first need to unlink any Instances with the Venue. You can change the Seating Plan of the Instance or change the Venue of the Seating Plan of the Instance. 

Changing the Venue of a Seating Plan

The Venue assigned to your Seating Plan is chosen during the initial Seating Plan Request. However, you may later decide to change the Venue of the Seating Plan.

REMINDER: Changing the Venue of a Seating Plan will affect all past and future Live, Draft and Archived Instances using that Seating Plan. The new Venue will be displayed alongside all affected Instances and in reports.

Changing the Venue of a Seating Plan takes place in the Admin Interface.

TIP: To access the Admin Interface, you’ll need the General Administrator Role. If you don’t have this Role, ask the Settings Administrator in your organization to add this Role to your User Account.

1. Navigate to Seating > Seating Plan.
   
   
2. Select the Seating Plan you’d like to update.
   
   
3. In the Details screen of the Seating Plan, click Edit.
   
   

   

    

4. From the Venues dropdown, select the new Venue:
   
   

   

    

5. Click Save to link the new Venue to the Seating Plan. Click Cancel to abandon the changes.

All Instances with this Seating Plan will be updated with the new Venue. The new Venue will display alongside any Instances visible online or in reports.

Viewing Venues Online

Depending on your Website Integration, Venues can be visible online alongside Instances.

Website integrations which use iframes display the Venue name and address (separated by a comma) on the Choose Seats iframe:

On Spektrix Subsites, you can see the Venue name and address (separated by a comma) on the Choose Seats page:

Searching for Events by Venue

If your system has more than one Venue, the Event Search in the Admin Interface and Sales Interface will have the option to filter Events from a specific Venue.

TIP: To access the Admin Interface, you’ll need the General Administrator Role. To access the Sales Interface, you’ll need the Sales User Role. If you don’t have either of these Roles, ask the Settings Administrator in your organization to add this Role to your User Account.

Navigate to Events in either the Admin Interface or Sales Interface. In the Event Search section, click Venues to open the dropdown. Check the box next to the Venue you want to filter the results by. You can choose to filter search results by multiple Venues.

TIP: The dropdown will display all existing Venues. You may see Venues with Instances that are not visible or on sale on the Sales Interface. Venues can’t be hidden from the dropdown.

Venues Metric

Venues can be used as a metric to select Events in Event Criteria, segment on Customers and Report on Events.

Event Criteria

You can use the Venues metric in Event Criteria. Venues appears as a metric in the Event Instances wrapper. This metric filters Instances by selecting one or more Venues.

• When you add the Venues metric into your criteria, a pop-up screen will appear.

  

  You can use the Filter by Name search box to narrow down the selection. Type the name in the text field and click Filter to filter the selection.

  A listing of Venues to choose from will appear on the left side of the screen under Venues to choose from. If you’ve filtered the listing, you’ll see that here.

  1. Click on each Venue to highlight it. You can select multiple Venues by highlighting each Venue using the Ctrl key. You can also select multiple consecutive Venues by highlighting the first Venue and pressing the Shift key on the last Venue.
     
     

     

      

  2. Click on the > right arrow button to move the Venues to Selected Venue.
     
     

     

      

  3. The Venues will appear under Selected Venues on the right side of the screen.
     
     

     

      

  4. You can choose to include the following venues or do not include the following venues in Selected Venues.
     
     

     

      

  5. To remove a Venue from Selected Venues, click to highlight the Venue and click on the < left arrow button to move the Venue back to the left side.
     
     

     

      

  When you’ve made your selection, click Ok. Click Cancel to cancel the selection and discard any changes.

  Your selection will appear on the screen:

  

  If you’d like to edit your selection, you can click the pencil icon to take you back to the selection screen, where you can follow the steps above to adjust your selection.

  If you’d like to delete your selection and the metric, you can click the red X button to delete the selection and metric.

You can use the Venues metric for Event Criteria in:

• Priority Booking
• Offers
• Funds
• Pre and Post Show Emails
• Batch Printing
• Bulk Instance Update Tool

Segmentation

You can use the Venues metric in Segmentation. Venues appears as a metric in the Event Instances wrapper. This metric filters Instances by selecting one or more Venues.

• When you add the Venues metric into your criteria, a pop-up screen will appear.

  

  You can use the Filter by Name search box to narrow down the selection. Type the name in the text field and click Filter to filter the selection.

  A listing of Venues to choose from will appear on the left side of the screen under Venues to choose from. If you’ve filtered the listing, you’ll see that here.

  1. Click on each Venue to highlight it. You can select multiple Venues by highlighting each Venue using the Ctrl key. You can also select multiple consecutive Venues by highlighting the first Venue and pressing the Shift key on the last Venue.
     
     

     

      

  2. Click on the > right arrow button to move the Venues to Selected Venue.
     
     

     

      

  3. The Venues will appear under Selected Venues on the right side of the screen.
     
     

     

      

  4. You can choose to include the following venues or do not include the following venues in Selected Venues.
     
     

     

      

  5. To remove a Venue from Selected Venues, click to highlight the Venue and click on the < left arrow button to move the Venue back to the left side.
     
     

     

      

  When you’ve made your selection, click Ok. Click Cancel to cancel the selection and discard any changes.

  Your selection will appear on the screen:

  

  If you’d like to edit your selection, you can click the pencil icon to take you back to the selection screen, where you can follow the steps above to adjust your selection.

  If you’d like to delete your selection and the metric, you can click the red X button to delete the selection and metric.

You can use the Venues metric in a:

• Booking Segment: Segment on Customers who have a Ticket or Seat for an Instance at a specific Venue.
  
  
• Purchasing Segment: Segment on Customers who’ve purchased Tickets for an Instance at a specific Venue.
  
  
• Invitee Segment: Segment on Customers who are Invitees for an Instance at a specific Venue. For more information about Invitees, read our article on Invitation Management.
  
  
• Attendee Segment: Segment on Customers who are Attendees for an Instance at a specific Venue. To learn more about Attendees, read our article on Invitation Management.

Reports

You can use the Venues metric in Criteria Sets, wherever the Event Instances wrapper is available. This metric filters Instances by selecting one or more Venues.

• When you add the Venues metric into your criteria, a pop-up screen will appear.

  

  You can use the Filter by Name search box to narrow down the selection. Type the name in the text field and click Filter to filter the selection.

  A listing of Venues to choose from will appear on the left side of the screen under Venues to choose from. If you’ve filtered the listing, you’ll see that here.

  1. Click on each Venue to highlight it. You can select multiple Venues by highlighting each Venue using the Ctrl key. You can also select multiple consecutive Venues by highlighting the first Venue and pressing the Shift key on the last Venue.
     
     

     

      

  2. Click on the > right arrow button to move the Venues to Selected Venue.
     
     

     

      

  3. The Venues will appear under Selected Venues on the right side of the screen.
     
     

     

      

  4. You can choose to include the following venues or do not include the following venues in Selected Venues.
     
     

     

      

  5. To remove a Venue from Selected Venues, click to highlight the Venue and click on the < left arrow button to move the Venue back to the left side.
     
     

     

      

  When you’ve made your selection, click Ok. Click Cancel to cancel the selection and discard any changes.

  Your selection will appear on the screen:

  

  If you’d like to edit your selection, you can click the pencil icon to take you back to the selection screen, where you can follow the steps above to adjust your selection.

  If you’d like to delete your selection and the metric, you can click the red X button to delete the selection and metric.

If you’re building a Custom Report and would like to include Venue information, the following metrics are available as Output Columns, wherever the Event Instances wrapper is available:

• Venue Name: Output an Instance’s Venue Name as listed in the set up
• Venue Address: Output an Instance’s Venue Address as listed in the set up

Key Takeaways and Further Reading

The key things to remember about Venues:

• Venues represent the physical location of where an Event Instance will take place.

   

• Venues are linked to your Seating Plans, and multiple Seating Plans can be linked to the same Venue.

   

• Venue name and an optional address can display online

   

• You can edit and change the Venues of a Seating Plan.

   

• You can delete a Venue if it’s not linked to a Seating Plan.

   

• You can filter Events by Venue in the Event Search of the Sales Interface and Admin Interface.

   

• Venues can be used as a metric to select Events in Event Criteria, segment on Customers and Report on Events.

For more information on Seating Plans, read more articles in the Seating Plan section of the Support Centre.