You’re organizing a multidisciplinary festival over three days at several locations. There are concerts, parties and performances.
In principle, the public can visit all program components, but there are a number of performances and mini-concerts for which there are a limited number of places. You call them Extras. Tickets must be reserved for these or an extra ticket must be purchased. In order to allow as many people as possible to enjoy these extras, everyone may only purchase one ticket per Extra.
You’re selling:
Passe-partout ticket for all days.
Day tickets for Friday, Saturday, Sunday.
Tickets for the Extra events with limited seats.
Free tickets for the extra events with limited seats.
Setting up ticket sales
The capacity of the festival is 1500 people.
Ticket numbers:
Passe-partout tickets: 1000.
Day tickets, per day: 500.
Smaller events, varying between 30 and 100 tickets.
How do you manage that?
You create three day events with the name of the day in the title. For example 'Festival Completo FRIDAY'. Here you add the day tickets in the Tickets tab.
You create a multi-access event named 'Festival Completo'. Add the day events as sub-events to this multi-access event on the Main tab and set the right capacity for each sub-event. Now add the right passe-partout tickets in the Tickets tab. For more information on these two steps, see this article.
Create a ticket type under Settings - Ticketing - Ticket Types which you name Extra, for the events where a limited number of tickets are available. Make sure this Extra is listed under ticket category 'Membership', not 'Regular'.
Create an event for each Extra, with the Extra ticket type in the Tickets tab for €0.00 or a small fee. Check that they can be sold online and indicate how many tickets are available for this event specifically.
There it is, your ticket sales are set up.
Reserve seats or purchase extra tickets via Memberships
You still want tickets to be purchased for the extras, whether for €0.00 or €5.00. You want these tickets to be available only to audiences who have already purchased a festival or day ticket. A while after your normal ticket sales go online, you can put your ticket sales for the extras online.
How do you do that?
Find everyone who has bought tickets for one of the events, so navigate to Marketing - Contacts - Audiences and look for ticket holders of one of the four events: Festival Completo Friday, -Saturday, -Sunday or Festival Completo.
Select all relations found, do not forget to click on select all if there are multiple pages, and then go to Edit - Add.
Add a membership at the bottom of the page. Select the ticket type Extra and indicate these memberships are valid until at least the end of the festival.
If needed, limit the amount of Extra events they can visit by limiting the 'Max Tickets'. For example, if you want them to visit a maximum of 5 Extra events, put this limit to 5.
At 'Max per Event' you enter 1, unless you want everyone to be able to obtain more than one ticket per Extra event.
Click Add to save this membership to all ticket buyers.
Now the Extra ticket appears for all people with a passe-partout ticket or a day ticket, when they are logged in in the Shop. Send an email to everyone who bought a ticket, also via Contacts - Audiences and let them know that the Extras are online! Your audience logs in with their account and fixes a ticket for an extra event.
It is likely more tickets will be sold after you have given out Extra memberships. To also add memberships to new ticket buyers, repeat these step with one change. Add the following rule in the Audience builder to exclude ticket buyers you have already given the membership: 'Memberships' - 'Has active memberships of type' - 'For none of' - 'Extra'.
You can even ensure that people who bought a day ticket for Friday only see the extra events that take place on Friday. Then create four extra ticket types; 'Extra Friday', 'Extra Saturday' and 'Extra Sunday'. In the Tickets tab of the event you select the extra that should go online. By assigning a Membership, you only select the Extra Friday for those who have bought a Friday ticket. For those with a passe-partout, add all three memberships.
This way you ensure that ticket sales are fully regulated under your control, and everyone with a ticket is guaranteed a place at the small program components.