Creating Venue Bookings For Agency Exclusive Acts

Our platform recognizes the importance of exclusive partnerships between artists and agencies. 

This guide will walk you through the process of creating venue bookings, for venues where you're designated as the booking agent, for your exclusive acts.

The Booking Station is where you will create the majority of your bookings. 

1. Navigate to the Booking Station: To access the booking station, click on the Booking Station in the main menu.

2. Select the venue - use the drop-down in the Venues Calendar to select the venue you are going to book.  This will then load all of the existing bookings for this venue.

3. Select your exclusive act - use the drop-down in the Acts Calendar to select the exclusive act that you want to book.  

Selecting the act will load the calendar for the act you are wanting to book, and will show the act's bookings and availability.  

4. Select a date to create the booking -  Once you have both the act and venue calendar selected, clicking on a date in either calendar will open the booking sheet.  The booking sheet will automatically be populated with the date, the venue and act details. 

5. Complete the booking sheet

Times: Add the event start and end times, load-in and sound check times if required.

Repeat Booking: You can specify if this booking is to repeat, daily, weekly, fortnightly or monthly, and the number of repeats. 

Event Details:  The Event Title will automatically populate with the {ArtistName} @ {Venue Name} details.  This can be edited if necessary.  The venue details will automatically populate from the venue profile. You can edit the details here if necessary.

Act Details: These will auto-populate from your exclusive act profile.

Socials / Promotion: Can you use these toggles to allow the gig to be posted to Facebook, or shown or hidden from the act public profile.

Gig Fee: You can update the Gig Fee section. Please note all figures entered should be excluding tax (Sales Tax, GST, VAT).  The Agent Commission fee can be entered as either a percentage or a set amount.  The system will then calculate the Fee Paid To Act field. 

Update the Gig requirement: Add the number of sets, dress requirement, vibes and suggested genres if applicable. The Production Requirements and Notes will automatically populate from the venue worksheet template settings.  

Venue Contract: This will be prepopulated from the venue profile. This can be edited as needed to suit the requirements of this booking. 

Agency Contract: This will be prepopulated from your agency profile. This can be edited as needed to suit the requirements of this booking. 

6. Process the Booking & Notify Your Players

Once you are satisfied with all the details on the booking sheet,  scroll to the bottom and click 'Process Booking'.

This will open a booking summary dialogue, showing a quick summary of the booking details. 

Here you have the option to either save the booking as a draft, Notify the Venue, or 'Finalise and select players".

With the 'Finalise and select players' option selected, clicking 'Process Booking' will take you to a step to notify your players.  

Here you will see the artists/players you have added to your exclusive act. Each player will be shown with the status - 'Not Yet Invited'.

You can edit the Fee paid to each artist/player.  Once you have done so, to invite the artist/players, click 'Save and Invite'. 

The artist/players will be sent a notification that you have invited them to this gig, and the gig status will change to "Player(s) Invited'.

You can also use the 'Line Up Messages' section to create a message thread with the players about this individual gig.

Gig Status

Once you have invited the players, the status of the booking is considered to be a sent Booking Request and will be shown in the My Gigs / Booking Requests tab.   You will see the booking created here with the status 'Players Invited'.

The booking will also be shown on the calendar or in the booking station as dark green - 'In Progress' - meaning the artists have yet to accept the booking request.

IMPORTANT: The booking is not considered 'Accepted' and will not show in your, or the venue's Upcoming Gigs, including the venue's promotional channels, until at least one player has accepted the booking.

Artist Acceptance

Once the artist has accepted the booking, you will be notified via the in-app notifications.

You will then see the booking listed on your Dashboard Upcoming Gigs and via the My Gigs / Upcoming Gigs tab.  

The booking will then be added to the Venues Upcoming Bookings and will be included in all venue promotional channels.

The artist's invoice will also be auto-generated based on your Incoming Invoice batching.  You can find out more about incoming invoice batching in this support article.

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