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Creating an event

This guide will walk you through the steps to create an event such as Valentine's Day, Mother's Day, Wine Tastings, and Exclusive Dining Experiences with specific menu offerings.

To create an event

  1. Navigate to Events
    • Go to Venue Settings > Diary > Events.
  2. Create a new event
    • Click the + New event button 
  3. Enter event details
    • Event Name: This will appear in the Booking Widget for customers and in your diary for venue staff.
    • Widget Description: Include any details about the event to show customers.
    • Runsheet Notes: Add any specifics you'd like venue staff to note. These will appear in your daily notes section in the diary and the Daily Runsheet view.
    • Email Description: Add information you want included in the customer booking confirmation email.
  4. Set event time
    • Select the Time tab at the top, or click Next in the bottom-right corner.
    • Event Date: Choose the date from the calendar.
    • Start Time: Set the start time of the event. This can be earlier than the first booking time, to allow for preparation.
    • First Booking Time: This is the time the event starts and when customers can begin booking.
      a. If there's only one time for the event, set the Last Booking Time to match the start time.
      b. To override your regular service times, make sure the first and last booking times overlap with your usual service schedule.
  5. Configure settings
    • Select the Settings tab at the top, or click Next.
    • Reservation Interval: Use the dropdown to set interval times. If you're only taking bookings for one interval during the event, set it to match the event duration (e.g. 4 hours).
    • Booking Duration: Set how long the event runs for. If there's only one booking time available, set the booking duration to match the interval time (e.g. 240 minutes).
    • Pax Requirements: Set the minimum and maximum number of guests per booking, or for the whole event. For example, if the maximum capacity is 70 and only one interval is set, the event will sell out once 70 people have booked.
    • Custom Pax: If you have multiple intervals, you can enable custom pax for each one.
    • Online Booking: Make sure the Allow in online booking system toggle is set to "Yes" so the event shows on the Booking Widget.
    • Policy Agreement: Include any terms and conditions, such as refund or cancellation policies.
    • Click Next, or select the Sections & Layouts tab at the top.
  6. Sections & layouts
    • If you're running daily services alongside the event, mark the section as Section Not Used, or Close the section for the event period, to prevent bookings.
    • Note: closing a section will also close any services usually assigned to it.
  7. Set payment details
    • Select a payment method from the dropdown if payment is required. You can charge per pax or per booking. Enter the price customers will be charged when booking, both via the widget and in the diary.
      a. If the event has multiple menu choices, create these as individual Booking Options first, then select Booking Options as the payment type for the event.
      b. Upsell Items: Personalise your event by adding upsell items, so customers can make selections per order to enhance their experience. Upsell options also need to be created as individual Booking Options first.
    • Select Save to create the event.
  8. Get the event URL
    • To find the event's unique URL, open the event again and go to the Payments and Booking Options tab.
    • Use this link to promote the event and take bookings via social media, email, or your website.
  9. Verify the setup
    • Check the Booking Widget to confirm the event appears correctly, with the description and specific booking times displayed.