What's in it for you
The season card feature allows you to sell season subscriptions that grant access to a customer for a predefined set of events. The customer will have the same seat during the season and receives a single season card granting him access to all the events from that season.
This article describes step by step how to set up a season and start selling season cards.
See how it looks
- Define a season with a season event and multiple accessible events
- Sell a season card (& single tickets) in the online shop. The customer will receive the same seat for each accessible event in the season.
- Manage specific tickets of the season card in the box-office
- One place to manage the season’s seat plan
A dictionary for along the way
A new feature like this doesn’t only add new functionality, it also contributes many new key words:
- Season: All the events to which season card buyers have access to with a single season card.
- Season card: a single ticket that allows access for all the events within the season and grants the customer the same seat for each event. Though only created and managed under the master event, they are also listed under every child event.
- Season event: the 'master' or season event, is the backbone of the season. In this event you define the seat plan and ticket types of the season. This event does not actually take place.
- Accessible event: The 'children' or accessible events, are the actual show events the season card holders are attending. Seats that are not linked to a season card can be sold as a regular/single tickets for every accessible event.
You need this to succeed
- Seasons and season cards are available for event organisers and channel administrators.
- For optimal performance you should use the latest version of the Google Chrome Browser.
- Internet Explorer is not supported.
The quick way to awesomeness
- Set up a season/master event and upgrade it to a season
- Create seat categories and assign them to seats
- Create your season card tickets
- Set up the accessible/children events
- Set up ticket layouts
- Add the accessible events to the season
- Configure the seat categories for the accessible events
- Sell season cards & single tickets at the same time.
Do this step by step
Some steps are interchangeable and the described order might not be the most efficient way to set up your seasons. However, we believe it's important you understand every step of the road so to get a clear understanding of how season cards works. As you will build up experience, you'll find out what order is most convenient for you.
1. Set up a season event and upgrade it to a season
The first step in selling season cards is defining the season event. A season event holds the seat plan for the whole season (and all its accessible events), as well as the different season cards and their prices.
For this example we’ll assume you have a seating plan template ready for your venue of choice. See our guide to create a seating plan for assistance.
Create a master event and link the desired seating plan as shown below. When ready, finish with clicking on 'continue' in the top right corner.
Once the event is created and the seating plan is linked, we are going to create the season and 'upgrade' this event by adding it to the season as the 'season' event.
Note: should you already have created ticket types for this event, then those will automatically be upgraded to 'season cards'.
2. Create seat categories and assign them to seats
Depending on how you want to organise your sale, there are typically three setups that can be used.
- Season cards first, single tickets second: you start with offering season cards for all your seats and after the sale of season cards has closed, you sell the remainder of the seats as single tickets. Use this scenario if you want to maximise the number of season cards sold.
- Simultaneous sale of season cards and single tickets for different seats: you assign specific seats to either a season card category or a single ticket category. At any time you can reasign unsold seats to a different category.
- Simultaneous sale of season cards and single tickets for the same seats: you assign both season cards ands single tickets to the same category. Note that once a seat has been sold with a single ticket, it cannot longer be sold with a season card for the whole season (because at least 1 seat has been sold). This setup is only recommended if you want to prioritise the sale of single tickets.
- Note: A season card will only grant access for the upcoming events relative to the date of purchase. This means that a season card ticket can be purchased for a seat that has already been claimed by a single ticket IF that single event has already taken place.
In this how-to we will be working with the second scenario as this is the easiest and covers all functionalities. It is up to you to decide which one fits your needs the most. You will be able to use any of the setups with the skills you learn with this article.
To create the categories, you need to edit the seating plan of the season event used for your season. It will be under 'Seating plans' and marked with 'Used in name of your season event'. On the right, click on the 3 dots and then the pencil. Alternatively you can go to the master event and locate your seating plan via 'Season event > Seating > View details'
When selecting 'Seat categories' on the left you can add and manage categories. Clicking on 'Add a seat category' opens a pop-up where you can configure name and color'. In this example we have created 2 season card categories and 3 single ticket categories.
Note: we're creating the categories for the accessible events already because we will manage the seat plan for all events of this season in the season event.
- Seat categories used for the single tickets (in the accessible events)
- Best view - single ticket
- Limited view - single ticket
- Normal view - single ticket
- Seat categories used for the season cards (in the season event)
- Best view - season ticket
- Limited view - season ticket
Finally, you need to assign the categories to the desired seats. This is done via the price mapper, which you can find on the left when editing your seating plan. As this how-to is focused on season cards, we will not go into detail about the price mapper. Basically, you need to select the seats, choose the category in the dropdown, click on preview and finish with save in the right upper corner.
3. Create your season card tickets
Now we are going to add the season card tickets, which is done on the season event. Go to events and locate your season event. Select tickets and click on 'New season card'.
Next you fill in the required details and link the season card to correct seat category. Finish by clicking 'Add'. You can add as many season cards as you need.
4. Set up the accessible events
Every individual happening of your season is its own event. We call these the accessible events (or child events). In this example we'll assume that each accessible event has the same categories, prices and tickets. This will make it easy to duplicate your events. However, every accessible event can have its own categories, prices and tickets as long as it is based on the same seating plan.
Create your accessible event by going to 'Events' and clicking on 'New event'. Fill in the fields to your liking and finish with 'Continue'
IMPORTANT: do not select a seating plan as this will be synced from the season event later on.
Now that the first accessible event is created, we are going to add the single tickets for this event. Remember the single ticket categories we created earlier on? These are the tickets we are going to link with these categories as soon as all events are linked to the season.
With the accessible event selected, click on 'Tickets' on the left and on 'New ticket' in the upper right corner.
Fill in the ticket information and click on 'Add' when done. Repeat this for all the desired tickets.
Now that the accessible event is ready, we will duplicate as many times as needed. In the 'Events' list, locate the accessible event you want to copy. Click on the 3 dots on the right and select the 'copy icon'. You can immediately change the name for the duplicated event. Do this once for every individual happening of your seasonal event. You can edit the details per event after the copy by editing every single event.
5. Set up ticket layouts
Let’s assume you already have a generic ticket layout that is used for all your regular tickets. You'll now want to set up a specific layout for your season card with a “badge” layout.
Navigate to 'Ticket layouts' under 'Design' and create a new layout using the season card format.
Note: you'll be directed to the Ticket Layout Creator which you can use to designing your ticket with any text and images you want. You can also add dynamic fields (like the ticket buyer name and many more). A complete guide for the ticket layout creator is not part of this tutorial and will be added in the near future. Should you have questions regarding this module, do reach out.
Once you are happy with the layout we are going to link it to the specific season event. Navigate to 'Ticket templates' under 'Design' and create a new template. In the new window you can configure the template for the desired season event. Now all you season cards will have that layout.
6. Add the accessible events to the season
Next we are going to assign the accessible events to the season. This will cause a season card to generate tickets in each of the assigned accessible events. On the 'Accessible events' page of the season, add every accessible event that you've prepared. This will do the following:
- The season event’s seat plan is copied to the accessible event
- The season event’s season cards (ticket types) are copied to the accessible event and are labeled as 'season card'.
- Season cards cannot be edited through the accessible event and are mainly used for seat category linking & reporting tickets in this specific accessible event.
- If you want to edit the season card info, this can be managed through the season event.
- The links between season card and seat category are copied as well.
- The season card ticket types in the accessible events have a price of 0. Revenue generated for season cards is reported in the season event.
Hooray! Your master and child events have been linked together through your season. We are almost done, just a few more settings.
On your events page, the events are now tagged with their season roles.
You can also find the copied season cards per accessible event. Note: these can only be edited through the season event.
7. Configure the seat categories for the accessible events
Now that the accessible events have received a seat plan, we still have to link the regular (non season) ticket types to seat categories to enable the sales of single tickets.
Locate the accessible event in the Events list, go to seating and link the categories to the desired tickets.
Remember that the season card ticket types (and their linked categories) are managed through the season master event. These were already configured for each accessible event, the moment you added them as an accessible event.
The following seating restrictions are also worth mentioning:
- The seat plan creator can only be opened through the season master event. This will propagate changes to all children seat plans
- The price mapper can be opened on both season master and children events.
- When price mapping on the season master event, all changes will be propagated to all children events
- When price mapping on a child event, the changes will only have effect on this specific event
8. Sell season cards & regular tickets at the same time.
Now that all configuration has been done, you can publish the season and accessible events. In the online purchase shop, customers can purchase season cards through the season event.
Customers can also buy single tickets through the accessible events completely similar to non-season events. There are two seating considerations:
- Claiming a seat in the season master event will claim the seat in every upcoming accessible event. (But not for accessible events in the past!)
- Claiming a seat in a accessible event will set the seat in the season event to the restricted status
- The restricted seat status can only be encountered on season events
- The restricted seat status defines that this seat has been claimed in at least 1 of the accessible events
- The restricted seat status will be lifted as soon as the seat is free in every upcoming accessible event
- When an accessible event is past, it will clear its restricted seats in the season event
In the box-office, the logged in operator can see the different tickets of a season card (1 for each accessible event). In the online web shop a customer can only see the season card.
The operator can lookup the ticket and seat for each event.
Upon reseating the season card ticket, the reseating is propagated for each upcoming accessible event (past events are untouched). Upon reseating a ticket for a specific accessible event, the reseating only has effect for this ticket. In this case it is important to download the specific ticket (Ticket operations > select ticket > download) because the reseat action issued a new barcode for the new seat.
The regular reporting per event can still be achieved through reports such as 'Event sales', 'Ticket sales' & 'Seating' and the 'event overview dashboard'. The copied season cards per accessible event reflect the sale numbers per accessible event. Note that these copied ticket types are configured as free. This is because the revenue of a season card should only be counted once, and not per accessible event.
If you want to report on your season card revenue, use the aforementioned reports or dashboard but for the season event.
A 'Season card holder report' is available, so you can collect the customer data of your season card holders in one easy action.