Creating Gig Booking Templates - Draft Bookings

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 drafts are created, you then only have to add the act / artist and send the booking request. 

You can find out more about the process of inviting acts to the platform in this support article.

The steps for creating your draft bookings are outlined 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 there is no need to add the act unless you are creating a booking for a resident artist.  The act can be added at a later date.

7. Fee Details - enter the gig fee excluding tax (GST/VAT). 

8. Gig requirements - 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.  Venue Contract - The venue contract will populate from the venue settings. 

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

This will open the Booking Summary Screen.  This gives you one last chance to check all of the information. Ensure that 'Save as Draft' is checked and 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 run live entertainment.

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.