Creating Venue Booking Templates / Draft Bookings

In order to create bookings on the platform, you first have to invite your acts to your Act Roster.  To find out more about this process, visit this support article.

You will also need to have been invited to be the agent for the venue. These venues will be listed in your Venue Roster.

To speed up the process of creating and sending bookings, for venues that have the same gig parameters for a certain day of the week - for example, start time, end times, gig fee, line up, act types etc, you can create recurring draft bookings.  Once these are created, the only thing that will need to be added is the act / artist before sending the booking request to the artist.

Follow the steps below. 

1. Click the Create Booking button.  This will open a pop-up showing Venue Booking and Private Booking.

2. Click Venue Booking.  This will open the Booking Sheet.

3. Enter the first date for the booking, gig start time, end time, load-in, and sound check times if required. 

4. Using the Repeat Booking drop-down, select the booking repetition frequency and then enter the number of times you would like to repeat the booking.

5. From the venue drop-down, select the Venue. This will then pull through the contact details and address for the venue. You can overwrite these values if required.

6. Enter the act details including act type and line-up, from the drop downs in the Act Detail section.  At this stage do not add the act.  The act can be added at a later date.

7. Fee Details - enter the gig fee to the venue and your agency commission.  This can either be a percentage or a set fee.  This will then calculate the 'Gig Fee Paid to Act' and the 'Commission Paid to Agent' fields.

8. In the gig requirement section, enter the number of sets, dress (if applicable), gig vibes, and suggested genres (if applicable).

9. Enter the production requirements. By default, this information will be pulled from the venue settings. You can override this information by updating this field. Be sure to specify what the venue will provide and what the artist is required to provide. If you would like these to be applied to all future bookings at the venue, check the 'Save as Production Requirements Template'.

10.  Enter notes for the gig.  By default, this information will be pulled from the venue settings. You can override this information by updating this field. You can use this section to notify the artist about load-in, parking, db limits, break music etc. If you would like these to be applied to all future bookings at the venue, check the 'Save as Notes Template'.

11.  The venue contract will populate from the venue settings. 

12. The agent contract will populate from the 'Terms and Conditions' section in your agency profile.

13.  Once you have inputted all of the data, scroll to the bottom and hit Process Booking.

This will open the Booking Summary Screen.

Scroll to the bottom and ensure that the 'Save As Draft' option is checked. Then click 'Save Booking'.

This will return you to the Booking Station, with the venue selected, showing each of the draft bookings you have just created.

You can then repeat the process above for all of the other days that you book live entertainment at this venue.

The next step is to add the act to the booking and send the booking request to the artist.

You can view more about that process in this support article. 

If you have any questions about this process, please email us at support@hotgiggity.com.