Your venue may have a number of private/house seats that are available to sell on events where 100% of the income is retained by the venue, rather than the usual percentage split between the venue and the event company or promoter. In this article we will walk through how to set up a private/house Ticket Allocation and which Sales Reports to use to exclude these seats from the sales total.
Before we start, you will need to have an allocated seating Event created. If you're not sure how to do this, we'd recommend reading our guide on how to create a Show.
Create a private/house Ticket Allocation
Go to Manage > Shows > Run > Event and into the Ticket Allocations area.
1. Click Add New+ to create a new Ticket Allocation.
2. In the new allocation complete the following:
- Name - name the allocation so it is clear to Box Office users.
- Assigned allocation should be toggled to on.
- Exclusive? should be toggled to on.
- Allocation level - here you can decide if your private/house seats are available online or only at the Box Office.
- Allocation colour - you can set this to the same colour as your standard Public allocation, or select a different colour if you want to differentiate these seats at the Box Office (we'd not recommend using a different colour if the seats are available online).
- Pricing scheme - select the Pricing Scheme you want to apply to the seats.
- Tags - add the tag 'private' to the allocation.
3. Click Add Ticket Allocation to save.
4. When you have created your House Seats Ticket Allocation, you will see that the Seat editor tab appears. This is where you can now select which seats to put in this allocation.
5. Click and hold/drag to select multiple seats, and then select the correct allocation from the options on the right and side.
6. When the seats have been added you will see that they have a black circle around them and that there is a tick next to the allocation name they have been assigned to.
And that's it! Your private/house seats Ticket Allocation has been created and the seats can be sold like normal.
Excluding private/house Ticket Allocations from Sales Reports
There are two Sales Reports that any private/house Ticket Allocations set up in the above way can be excluded from:
- Events Revenue
- External - Events Summary (external)
Important
Your house/private seats must be in an Assigned and Exclusive Ticket Allocation that is tagged with 'private' for them to be excluded from the below Sales Reports. If you have not done this, please follow the instructions in the above section of this artice to create a private/house Ticket Allocation.
Private/house seats excluded from the Events Revenue report
The Events Revenue report is one of the most popular reports for venues to send out to promoters. However, if you have private/house seats, you will want to run the report to make sure it excludes your private/house seat sales and revenue from the report that the promoter receives. All you need to do is enable a toggle on the report!
1. Tag your Show(s) or Event(s). This is necessary because the Events Revenue report is run by Show or Event Tag.
2. Go to Reports > Sales Reports and find the Events Revenue report.
3. Select if you want your report to be HTML (open up in a new browser tab) or to download it as a CSV or PDF.
3. Add your Show or Event Tag.
4. Toggle Exclude Private Allocations to on.
5. Click to either Save the report or Generate the report.
In the below example we have sold 4 private/house seats.
We can see that when Private Allocations are excluded the quantity and revenue for tickets booked has decreased:
Events Revenue report full:
Events Revenue report with Private Allocations excluded:
For more information on the Events Revenue report take a look at our guide on Ticketsolve's top 5 Sales Reports.
Private/house seats excluded from the External Events Summary report
The External Events Summary will always excluded private Ticket Allocations by default. There's two ways to run it.
To run the External Events Summary for one specific Event only:
1. From Box Office to go Events Summary (calendar icon underneath the ticket availability bar).
2. Select View/Print lists.
3. From the dropdown select Events summary (External).
4. Select the report type to run it.
To run the External Events Summary for multiple Events:
1. Go to Reports > Sales Reports.
2. Find External - Events Summary.
3. Select the report type.
4. Filter down by Program/Show/Run/Event, or by Show Tag.
5. Click to either Save the report or Generate the report.
If you're looking to set up the Events Revenue or External Events Summary reports to send to promoters automatically, read our walk-through of creating and sending Automated Reports.
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