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Group Bookings

Kristian Clark
$organization

Hi All,

We are looking to grow our Group Bookings function in the Box Office and wondered if anyone has any top tips or considerations they would like to offer on how you manage your Group Bookings?

Thanks,
Kristian

  • 0 $organization
    Hello Kristian
     
    We’re due an overhaul on our approach to group bookings, but at present we manage them with CSIs:
     
    Category-
    Group Bookings
     
    Activity Types-
    Initial Reservation
    Amended Reservation
    Confirmed Reservation (when they’ve paid)
    Outstanding Reservation (when payment is overdue)
    Cancelled Reservation
     
    We would then usually pull a CSI tracking report on a Monday, Wednesday and Friday to attend to open issues.
     
    As I say though, by no means is the best way to facilitate groups and we’re looking to improve with this. We’ve been looking at using a report that utilises the hold until date functionality.
     
    Many thanks
     
    Brendan
     
  • 0 $organization
    Thanks for this Brendan,
     
    I actually don’t mind the idea of using CSI’s to log these, using “Hold Until” is a good shout as well.
     
    Thanks again
    Kristian
     
    Kristian Clark | Box Office Manager<![if !vml]> <![endif]>
    Sage Gateshead, St. Mary's Square, Gateshead Quays, Gateshead, NE8 2JR 
    0191 443 4637| Kristian.Clark@sagegateshead.com| www.sagegateshead.com 

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    Our Crisis, Recovery & Renaissance fundraising campaign aims to raise £1m every year for the next three years.
    This will safeguard Sage Gateshead and help place live music at the heart of our region’s recovery and future. If you can, please consider making a donation to our campaign. To give, simply click here.
     
  • 0 $organization in reply to Kristian Clark

    Hi Kristian 

    Happy to talk you through our group bookings process too if useful?

    We currently have a custom SSRS report which acts as an invoice and utilises the hold until date as the payment date. Once paid this report changes wording and becomes a paid booking confirmation. It also has dynamic text, that changes depending on the delivery method selected to inform the customer on how to expect to receive their tickets. 

    We also have a few reports that act as marked seating plans. One that is used in place of individual tickets for a school group, or to offer a visual representation of seating for a standard group booking. And the other being a seat map for our front of house team showing the location of all groups for a performance (so that they don't have to spend hours with highlighter pens and a blank seat map for a schools only performance!).

    We are also looking at adding the group order N-scan barcode to the customer paid order confirmation and marked seating plan currently so this can be scanned to mark tickets as attended in the application. 

    Probably easier to show you over a call, so do feel free to get in touch is any of the above is of interest. 

    Thanks


    Ryan

  • 0 $organization in reply to Ryan Spencer

    Hi Ryan,

    Thanks for getting in touch about this too.

    This sounds great!

    I think you are right that a call would be easier. If you don't mind I will get back to you in a week or so to arrange this as I am only working a short week this week.

    Thanks again,

    Kristian