We know that many of you are thinking about when you'll be able to reopen your doors, and exactly how you'll do it. While there aren’t currently guidelines around how best to enforce social distancing in arts and entertainment venues, it’s likely that you want to start considering some of your options.
In this article we’re going to provide you with some ideas and suggestions about how you can use existing Spektrix functionality to help set up your Events with social distancing measures in mind. As well as explaining how to take certain seats off sale, we’ll cover your options when it comes to adding additional messaging on your seating plans to further explain a new social distancing layout and offer customers guidance about how to go about choosing seats.
For ease, we’ll break this down by seating plan type. There are three commonly used types of seating plans:
- Reserved, which can contain multiple Price Bands and allow customers to choose the exact seats they’d like to sit in
- Unreserved, which only contain one Price Band and allow customers to simply choose the Ticket Type that’s right for them
- Multi-area Unreserved, which contain two or more unreserved areas (each containing only one Price Band) and allow customers to choose the Ticket Type that’s right for them
Reserved seating plans
Masking seats on reserved seating plans to reduce capacity
In order to ensure people are sitting at least two metres apart, it might be the case that you only want to sell a reduced number of seats in your auditorium. If you decide to go down this route, you can easily create a new Layout Overlay to mask seats on reserved seating plans and take specific seats entirely off sale.
You can add a Layout Overlay to any reserved seating plan by editing it in the Admin Interface > Seating. Click the seating plan in question and head to the Layouts tab. In the bottom left corner, click the New button to create a new Layout Overlay:
Name your new Layout Overlay and then click Edit in the bottom right corner. Select the seats you want to mask, and they’ll appear as red crosses:
This allows you to hide rows and/or seats, leaving individual seats and/or groupings of seats for customers to choose from that are a preset distance from each other.
You may find masking seats preferable to locking them – in the online booking journey, a locked seat appears greyed out in the same way as a sold seat; this could be confusing to a customer who is actively trying to avoid sitting next to someone. Masked seats, on the other hand, disappear entirely from the seating plan:
It’s also worth considering that, unlike locked seats, masked seats are not available in the Sales Interface, meaning a seat cannot be inadvertently sold.
Masking seats also means that these seats don't factor into your capacities when reporting, as reports in Spektrix calculate financial capacity based on available seat capacity.
NOTE: you’ll want to consider whether you need to reconfigure your Isolated Seat Detection settings (found in the Settings Interface > Configuration > System Setup > Seating Plans) before putting this in place . Feel free to drop the Support Team a line if you need any help with this.
Editing Layout Overlay background images to explain social distancing measures
Each reserved seating plan Layout Overlay is made up of a combination of masked seats and a background image, making a unique rendering of your original seating plan. The background image usually contains your row letters, seat numbers, area borders and an icon for the stage. However, you can easily amend the background image on any reserved seating plan to include additional information.
When you create a new Layout Overlay for any reserved seating plan (which you can do by going to Seating Plans, selecting the seating plan and going to Layouts), you’ll have the option to upload a new background image:
A few things to bear in mind when creating a new background image:
- You can save the existing background image (right-click the image and select Save image as...) and edit that using the image editing software of your choice
- If you do that, make sure you don’t change the size of the image at all, otherwise the seats won’t line up when you upload the new version
- Make sure you upload your new image as a .jpg or .gif file
By editing your background image in this way, you could add symbols of some sort to the gaps left by the seats you’ve masked to clearly suggest that the space will be kept empty:
Using Info Overlays to offer additional information on a per-seat basis
Another way to communicate additional information to customers is to use Info Overlays. There’s a good chance you’re already using these to highlight seats with restricted views or legroom; you could also use them to provide a small amount of detail about the gaps between seats, or any further information about your social distancing policies on an Instance-by-Instance basis where required.
You can add an Info Overlay to any reserved seating plan by editing it in the Admin Interface > Seating. Click the seating plan in question and head to the Info tab. In the bottom left corner, click the New button to create a new Info Overlay:
Name your new Info Overlay and then click Edit in the bottom right corner. Select the seats you need, then click the Add a label button:
This will create your first label, marked on the seating plan as an A. Bear in mind that these seats won’t appear this way to the customer; they’ll see any seat with a label on it as a circle with an i symbol. This will draw attention to these seats and, when the customer hovers their cursor over them, they’ll see the usual pop-up letting them know the seat number and the price, plus this additional information:
Using Seat Attributes to add further information to ticket designs
Seat Attributes can be used to add further information on a seat-by-seat basis and can be pulled through to a ticket design. For example, you might use them to instruct customers seated in a particular area to use a specific door to enter, or to facilitate a timed entry plan of some description:
Seat Attributes, like all other Attributes, can be created by heading to the Settings Interface > Attribute Templates > Seat and clicking New Attribute Template:
In this example, we’ve created a free text field Attribute that, when added to a seat, can be completed with information about when to enter, and through which door.
You can then add this Seat Attribute to your reserved seating plan by editing it in the Admin Interface > Seating. Click the seating plan in question and head to the Seat Attributes tab, then click Edit. Select the seats to which you wish to add an Attribute, then click Add Attribute Value Set to see a list of all possible Attributes that can be applied. From here, you can define the combination of each set of Seat Attributes and add the additional information you require for those seats:
NOTE: when you click Add, you’ll notice that a capital letter is used to mark the seats you’ve applied this Attribute to; this is only for your reference in the Admin Interface and won’t be shown in the Sales Interface or the online booking pathway.
To add more seats to the same Attribute Value Set, select them and click the capital letter in the bottom menu, or click Add Attribute Value Set again to make a new combination.
You can then add Seat Attributes to your ticket designs, meaning this information will be printed on customers’ tickets. To include this on your ticket design, go to the Admin Interface > Document designs > Tickets and either create a new design or edit an existing one. Using the Ticket Design Tool, you can add this information by selecting Text Fields > Seat > Seat Attributes and dragging the appropriate Seat Attribute onto the ticket design:
Unreserved seating plans
Unreserved seating plans can be created in the Admin Interface > Seating. Building a new version of your seating plan will allow you to cap your capacity and manage all of the seat allocation in-house, with your ushers giving allocating seats and offering assistance to your customers in person.
As with all unreserved seating plans, you’ll need to create the plan with the absolute maximum capacity you could ever need, as you can't increase the size of a plan once it's built. However, by locking and masking seats, you can always change the number of seats available to purchase. Another thing to bear in mind is that, while you can have multiple Ticket Types available, you can only use a single Price Band on an unreserved seating plan.
Multi-area unreserved seating plans
Using multi-area unreserved seating plans to allow multiple unallocated areas
If you need more than one unallocated area, our Support Team can build multi-area unreserved seating plans that would allow you to have, for example, a plan with one unallocated area for the Stalls and another for the Balcony:
Clicking on these areas would take a customer to an unreserved allocation of seats in each of those areas, which you can freely manage as you need by masking and locking seats. A customer could decide on the amount of tickets they require and, as before, all of the management of where the customers will sit within a particular area would be done by your ushers.
Using multi-area unreserved seating plans to facilitate timed entry
A multi-area unreserved seating plan could also work if you’re looking to stagger entry times so that only a set number of people arrive at any one time. In this example, entry times are set to be every 15 minutes:
When an area representing an entry time is selected, the customer will be able to choose how many tickets they’d like to purchase in that area; as before, you can limit how many tickets are available in each area using locks and masks, helping you ensure a manageable number of customers arrive at each designated time.
Each area can also be named for the time slot it represents, meaning this information can be pulled through to your ticket design. To include this on your ticket design, go to the Admin Interface > Document designs > Tickets and either create a new design or edit an existing one. Using the Ticket Design Tool, you can add this information by selecting Text Fields > Seat and dragging the Seating Plan Area Name field onto the ticket design:
Requesting a multi-area unreserved seating plan
If using multi-area unreserved seating plans is the direction you decide you want to go, you’ll just need to send us a request via our Seating Plan Request Form with details of how you want the plan to look, what the areas need to be called, and the absolute maximum capacity you could ever need in each area.
If you have any questions, or would like to discuss any of these suggestions in more detail, please don’t hesitate to get in touch with the Spektrix Support team.