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Events Help

Help Articles for the BAFTA Events Management System

How to Create and Edit Venues

The Events platform enables Admins to create ‘Venues’ and input details that represent the physical or online space in which event/s will be held. It is advisable during site setup to create an initial Venue, after which additional Venues can be added throughout continued use of the site and expansion of events.

‘Venues’ will be linked to other features within the site, including but not limited to Auditoria, Seat Types and Terms & Conditions. For instance, during Event creation Admins will be required to select an Auditorium in which their event will be held and this will be placed within a specific Venue.

Furthermore, Venue details will be displayed throughout the User booking flow and in additional communications such as emails, to inform attendees where to go for their Event.

How to Create and View Venues

Organisations may hold events in several or one main Venue. To add a Venue to the site, follow these steps –

  1. Select ‘Venues’ from the header tabs.
  2. Select ‘Venues’ from the drop-down menu.
  3. Select the ‘Add’ button from the right hand side, or below the table.
  4. Input the following details:
  • Internal Name – input a Venue name to be viewed internally by Admins. This can help distinguish between multiple venues e.g. Venue One (Allocated Seating).
  • Name – input a Venue name to be viewed externally by Users on the Booker Interface.
  • Address for Ticketholders – input the full Venue address. This can only be seen by those who have booked tickets to an event held at this venue.
  • Public for Non-Ticketholders – input a partial Venue address. This will be shown to people who have not yet booked a ticket to an event held at this venue, assisting with privacy.
  • Currency – select the currency at the Venue from the drop-down menu.
  • Apply T&Cs – select or drag any T&Cs from the ‘Available’ column that apply to this specific Venue.

5. Review, and ensure to Save & Close.

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

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

Additionally, as the site setup process is continued, Auditoria and Seat Types may be assigned to respective Venues. To view these, follow these steps –

  1. Navigate to the ‘Actions Menu’ in the left hand column, on the Venue List page.
  2. Select either ‘Seat Types’ or ‘Auditoria’ from the drop-down menu.
  3. This will redirect to pages that outline the Seat Types or Auditoria associated with the Venue selected.
  4. From here, further Seat Types or Auditoria can be added to the Venue.

Alternatively, when ‘Editing’ or viewing a Venue’s details a new section will appear named ‘Other Details’ that lists all the Seat Types and Auditoria applicable to this Venue. Admins can View and Add from this page.

How to Edit and Delete Venues

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

  1. Select ‘Venues’ from the header tabs.
  2. Select ‘Venues’ 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.

Note – once changed on the Admin site, the Venue will now be updated where applicable on the Booker Interface. If a Venue is updated during an event’s sale period, ensure to contact upcoming attendees regarding the change.

If a Venue 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 Venue from the Admin site and Booker Interface – the Venue cannot be retrieved once deleted.