As an organizer, you want to inform external parties, such as event organizers or promoters, about the dates and times available to book one or more spaces at your venue. In Stager, we call these available spaces "Avails," short for "availabilities." These are generated based on specific conditions and updated in real time (in case a slot is no longer available), ensuring the external party always has access to the most up-to-date options. A list of Avails is grouped into a booking offer.
In this article, we explain how to create, publish, and share these booking offers.
Make your first booking offer
To open Avails, select Planning - Avails. On this page, you’ll find an overview of your created booking offers. Use the Archived button to view all archived booking offers.
To create your first booking offer, click the yellow New booking offer button in the top right corner.
On this page, you define the conditions that a booking offer must meet. Stager uses these conditions to generate a custom list of avails for an external party. To do so you must fill-out the following fields:
Name: the name of the booking offer.
For example: January avails/Available time slots January/Possible events for {Name external party}
Message: fill in a message which will be visible on the booking offer for the external party.
Booking period: indicate for which period you want to include avails in the booking offer.
For example: you want to send booking options to an external organzer for the month of January. In that case, you enter the booking period as: January 1, 2025 - January 31, 2025.
Include days: here, you enter the days on which you want to offer avails and specify the time range.
For example: you want to rent out your venue until 9:30 PM on Tuesdays and Thursdays, and until 2:00 AM on weekends. In that case, you only select Tuesday, Thursday, Friday, and Saturday, and set the appropriate times. See the example in the photo below.
Location: A location must be selected to know what spaces are available.
Space: A location in Stager consists of one or more spaces. Here, you check the boxes for the spaces you want to offer avails for. You also indicate whether at least one space must be available before avails can be offered, or if all spaces need to be available for this to happen.
At least one: at least one of the selected spaces must be available to offer avails for this location.
For example: you rent out multiple spaces and can easily handle multiple bookings at the same time. In this case, you select "At least one," because it doesn’t matter if multiple bookings take place simultaneously.
All: all selected spaces must be available to offer avails for this location.
For example: The Stager Stage consists of a main stage and a backstage. The main stage and the backstage can only be rented out together, so both spaces need to be available. For this reason, you select "all."
Include as available: here, you select whether you want to include the time slots of events in option and cancelled events in your booking offer.
Events in option: if you have marked an event as an option in your calendar but still want to include its time period in your booking offer and offer it as an avail, select Events in option.
Cancelled events: if you want to immediately offer the time period of cancelled events as avails in a booking offer, select Cancelled events.
Booker: here, you select the person responsible for the booking offer. This person will receive emails when the external party submits a booking request.
When you're ready, press save.
Publish & share a booking offer
You saved the booking offer. Now you see an overview of all avails that will be included in your booking offer. If you still want to exclude some avails from the offer, you select "exclude" and click save. If you want to edit the conditions of the booking offer before publishing, click Edit conditions. To publish and share the booking offer, click Publish in the upper right corner.
A published booking offer can be retracted easily by selecting Retract publication in the upper right corner. You can view the final booking offer by selecting View published. If you want to share the booking offer, click on the copy button to copy the link. You then share the link with the external organizer.
If you press the yellow arrow next to the name of the booking offer, or select Planning - Avails, you end up back at the overview page. Here you can open the new created booking offer, retract the publication if you want to and edit the conditions if needed.