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Events Help

Help Articles for the BAFTA Events Management System

How to Build Auditoria in the System

The Events platform enables Admins to create ‘Auditoria’ and input details that represent the physical rooms or online spaces within Venues in which event/s will be held. Auditoria will be linked to other features within the site, including but not limited to Venues, Seat Plans and Terms & Conditions. For instance, Admins must create the respective Venue first and then during Auditoria creation will be required to select the Venue within which the Auditoria is present.

It is advisable during site setup to create an initial Auditorium, after which additional Auditoria can be added throughout continued use of the site and expansion of events.

Admins can select whether the Auditoria has allocated seating or not – if yes, they are able to build a Seat Plan and set default prices.

They may wish to create both allocated and non-allocated versions of the same auditorium, to facilitate different types of events.

How to Create Auditoria

A Venue may have several Auditoria within it. To add an Auditorium, follow these steps –

  1. Select Venues from the header tabs.
  2. Select Auditoria from the drop-down menu.
  3. Select the Add button from the right hand side, or below the table.
  4. Input the following details:
  • Venue – select the Venue from the drop-down list in which the Auditoria is present.
  • Internal Name – input an Auditoria name to be viewed internally by Admins. This can help distinguish between multiple auditoria e.g. Screen One (Allocated Seating).
  • Name – input an Auditorium name to be viewed externally by Users.

5. Select either ‘Yes’ or ‘No’ accordingly from the Allocated Seating drop-down list. The answer will alter the following questions.

If Yes, input the following –

  • Total Capacity – input the Total Capacity of the Auditoria.
  • Seat Plan – upload an image of the Auditoria’s seat map.

If No, input the following –

  • Total Capacity (inc overbooking) – input the Total Capacity of the Auditoria, including overbooking.
  • Overbook Capacity – input the number of tickets that the Auditoria can be overbooked for. This is on the assumption that either the Auditoria can hold more people, or a percentage of guests will usually no-show to an event. Always ensure this complies with Health & Safety guidance.

Tip – for online events, opt for the Auditoria to be non-allocated seating.

  1. Input the following Accessibility details if desired:

Accessibility Header on Events Page – input a Title for the main Accessibility section on the Event Detail page.

Accessibility Information on Events Page – input copy for the main Accessibility section on the Event Detail page.

Accessibility Grey Box Header on Events Page – input a Title for the Accessibility subsection on the Event Detail page. A use case for this feature could be to signpost Users how to request further adjustments if needed.

Accessibility Grey Box Information on Events Page – input copy for the Accessibility subsection on the Event Detail page.

Tip – If these fields are left empty, the Accessibility component will not appear on the Booker Interface.

  1. Please review this guide for further insights into selecting the Accessibility options.

8. Select or drag any T&Cs from the ‘Available’ column that apply to this specific Auditoria.

9. Review, and ensure to Save & Close.

Viewing Auditoria

Once the Auditoria has been created, it will be displayed on the Auditorium List page. From here, the following can also be actioned –

  • Download – will download a CSV of the Auditorium table data, including ID, Internal Name, Public Name, Venue, Allocated Seating and Seats.
  • Filter By – input text into the ID, Internal Name or Public Name columns to search the table.
  • Clear Filters – will clear any filters as applied above.

Admins can view which Events are occurring or have occurred at what Auditorium –

  1. Navigate to the ‘Actions Menu’ in the left hand column, on the Auditorium List page.
  2. Select ‘Events’ from the drop-down menu.
  3. This will redirect to the Events Listing page and filter by the respective Auditorium.

Seat Plan and Seat Prices

Auditoriums with allocated seating will have Seat Plans and can have auditorium-default Seat Prices, if applicable. The following steps will outline how to navigate to these pages, but please see the respective guides for further instructions on how to action Seat Plans and Seat Prices.

  1. Navigate to the ‘Actions Menu’ in the left hand column, on the Auditorium List page.
  2. Select ‘Seat Prices’ or ‘Seat Plan’ from the drop-down menu.
  3. This will open the respective pages for the Auditorium’s default Seat Prices or Seat Plan.

How to Edit and Delete Auditoria

Auditoria details and suitability can change over time, meaning they may need to be edited or even deleted from the site. To edit an existing Auditoria, follow these steps –

  1. Select ‘Venues’ from the header tabs.
  2. Select ‘Auditoria’ from the drop-down menu.
  3. Navigate to the ‘Actions Menu’ on the left hand side of the table.
  4. Select ‘Edit’ from the drop-down menu.
  5. Update the relevant fields.
  6. Review, and ensure to Save & Close.

If an Auditorium is no longer relevant or required, follow the above steps but select ‘Delete’ from the drop-down menu. Admins will need to confirm the deletion by typing ‘I Am Sure’, to permanently remove the Auditorium from the Admin site and Booker Interface – the Auditorium cannot be retrieved once deleted.

Deleted Auditoriums will still display on their respective Events on the Admin Dashboard, but if an Event is ‘edited’, the system will select the first auditorium generated.