Learning Centre

Learning Centre

Learn more about features and system basics.

Welcome to the learning centre


Create

Setting up a Basic Event

Setting up a Registration Event

Setting up a Tabled Event

Setting up to Sell Merchandise

Cloning an Event

Recycling an Event

Homepage and Images

Seating Plans Overview   


Customise

Session Times Overview   

Extending the Booking Time

Working with Tickets   

Data Collection Fields Overview   

Using Headers

Sections Overview   

Free Events Overview   

Waitlists

Donations

Creating a Tax Invoice

Terms and Conditions

Follow up Emails   

Gift Certificates Overview   


Promote

Promotional Codes Overview    

Event Publication

Sample Buttons

Finding the Event URL


Manage

Different Levels of Access   

Locking Your Bank Account

Introducing TryBooking to your Community

Finding a Booking

Move a Booking

Refund Overview   

Email Buyers

Changing to Daylight Savings Time

Credit Card Description


Run

Mobile Scanning   

Gatekeeper Scanning   


Report

Reporting Overview

Tracking Overview   


Integrate

Integrations   

Overview to Setting up Tabled Events with TryBooking

There are a number of ways to set up a tabled event. The method you choose will depend on your patrons and the needs of the specific event.  

Before you get started, look at the options below to decide which method will work best for your event.
 

Option 1 - Simplest option, book and nominate a table

This is our simplest option allowing your patrons to book, pay, inform you about any special requests such as attendee name, table group requests or special dietary requirements all at the time of booking. Follow the link www.trybooking.com/n to review this option.

The advantage of this method is that it allows you the organiser the greatest flexibility, however it does require a small amount of work at the end of the event registration process. You will export your final data into a spreadsheet and will sort this spreadsheet based on their table requests/table captain and then move people accordingly to make up your table numbers. If you include on your export the date and time of booking, you can then allocate tables based on the date of booking (to allow for a 'first in, best dressed' scenario).  

The advantages of this method are:

  • Simple for people to book.
  • Offers you the greatest flexibility in terms of placement on tables and moving people to allow for a great mix of personalities on each table or where tables will be situated.
  • Quick and simple to setup.
  • Welcoming and less daunting for your patrons (who may not know enough people to book a whole table but still wish to come).
  • You can still encourage full table bookings by adding a ticket type where the quantity of tickets and price is for a full table.

The disadvantages of this method are:

  • The number of people per table is not capped, therefore it's possible for a group to grow beyond your table capacity. This means that you will have to discuss and decide what to do with these extra bookings.
  • There is a little more work in the final stage, manipulating your export file to make up the tables according to requests.

 

Option 2 - Patrons book their own seats

The second option involves additional set-up, however, it allows your patrons to book directly onto a table with table capacities being fixed in terms of size. You can label your tables, i.e. Table 01, Table 02 or Green, Blue, Red or Reserved for Peters Group etc. To view, follow this link www.trybooking.com/k

You will set up your table sizes (eg. 10 people) and the number of tables for your event. As people book onto a table, the availability left on the table will be displayed. Once the table has been fully booked, it will show as FULL in red.

You can monitor bookings and add/remove tables as required. You can even name your tables so patrons can quickly find which table they wish to book. e.g. year level, sporting group, colour or table captain name.

You can still ask for actual names of the patrons plus dietary requirements as they book.

On the day of your event, all you need to do is export your data collected into your spreadsheet program so you know who is sitting on each table and their dietary requirements.

The advantages of this method are:

  • There is less work for you at the end.
  • Tables have a defined capacity.
  • People can see the seats left on a table and know which table they will be on for the event before they arrive.
  • This method works well for formals, valedictories, trivia nights, debs etc. where groups are well organised.
  • You can hold back tables and release as needed with clear labels on them ie Year 7, Table 01 etc.

The disadvantages are:

  • There is an additional work required in setting this new event up.  If you run a number of tabled events over the year(s) you may consider setting up a Venue Template which can be picked up and used over and over again.
  • If people wish to swap tables they will need to contact yourself where you can move their booking.
  • People can see clearly how your capacity is going - which can take away from the urgency to book. In this case, you may like to consider holding back some tables and adding them in when required.

 

Option 3 - Patrons book their own seats or entire tables 

This option includes the ability to add floor plans. 

The third option is similar to Option 2, patrons book onto a table although there are different pricing schemes available for that table.  This method allows your patrons to book either a whole table or choose a seat on a table.  To view, follow this link www.trybooking.com/gj

You might even like to add a floor plan so you can charge more for your premium tables or have it that these premium tables are for whole table bookings only. 

On the day of your event, all you need to do is run your Export report including any data collected, sort it to table order so you know who is sitting on each table and their dietary requirements.

The advantages of this method are:

  • There is less work for you at the end.
  • Tables have a very defined capacity.
  • Premium tables can be set for premium price points.
  • People can see the capacity left on a table and know which table they will be on for the event before they arrive.
  • You have the flexibility to move from whole to single seats on a table quite quickly if required.

The disadvantages are:

  • There is a small amount of additional work required in setting this new event up. If you run a number of tabled events over the year(s) you may consider setting up a Venue Template which can be picked up and used over and over again.
  • If people wish to swap tables they will need to make contact with yourself and then you can move their booking.
  • People can see clearly how your capacity is going which can take away from the urgency to book. You may like to consider holding back some tables in this case and adding them in when required.
  • Adding a table plan can “lock” you in too tightly in case you need to squeeze in or remove tables.  You may also have less flexibility with groups to move around the room if you later require it.


How-to instructions on getting started:

Work out which option will work best for you. If you using option 2 or 3, consider adding in a venue template where your tables are already created. Contact us if you have up to 100 tables of 10 and we will share our template.

1. Create a basic event (If going with Option 1 proceed to step 3).

2. Add in a Section for each table. The Allocation Type should be Space, and the Maximum Number of Attendees the capacity of the table.

TIP:  To ensure your table numbers list in order for tables 1-9 place a zero in front eg. Table 01, Table 02 etc.

3.  Add in your Data Collection to collect the names and dietary requirements of your guest, and seating preferences if you are going with Option 1.

4.  Consider if you need to adjust your session time to include a finish time.

5.  Adjust your Homepage.

6.  Add in your Terms and Conditions.

7.  Keep clicking on Make a Booking to confirm your event is forming correctly.

8.  Share the reports via Producers Access with others in your group if necessary.
 

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