Learning centre

Learning Centre

Learn more about features and system basic.

Event Guides

Setting up a Basic Event

Setting up a Registration Event

Setting up a Tabled Event

Setting up to Sell Merchandise


Functions

Welcome to the learning centre

Extending the Booking Time

Free Events Overview   

Cloning an Event

Recycling an Event

Promotional Codes Overview    

Different Levels of Access   

Tracking Overview   

Locking Your Bank Account

Data Collection Fields Overview   

Gatekeeper Scanning   

Seating Plans Overview   

Sample Buttons

Finding the Event URL

Follow up Emails   

Working with Tickets   

Creating a Tax Invoice

Terms and Conditions

Introducing TryBooking to your Community

Gift Certificates Overview   

Waitlists

Donations

Event Homepage

Session Times Overview   

Using Headers

Changing to Daylight Savings Time

Finding a Booking

Refund Overview   

Sections Overview   

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 event.  

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

Option 1 - Simplest Option, Greatest Flexibility – Book and Nominate a Table

The simplest option allowing your patrons to book, pay, plus let you know any special requests such as attendee name, table group requests and 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, although does require a small amount of work at the end.  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 date of booking.  

The advantages of this method are:

  • It is simple for people to book
  • But offers you the greatest flexibility at the end in terms of placement on tables and moving people to make a great mix of personalities on each table or where tables will be situated.
  • Quick and Simple to setup
  • Is less daunting and welcoming 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 which means you then 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 a little more set-up, but allows your patrons to book directly onto a table with table capacities being fixed in terms of size.  You can label your tables, ie 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 and remove tables as required.  You can even name your tables so patrons can quickly find which table they wish to book. eg. year level, sporting group or 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 capacity 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 a small amount of work 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.  You may like to consider holding back some tables in this case and adding them in when required.


Option 3, Patrons book their own seats or whole tables plus 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 flexibility to move from whole to single seats on a table quite quickly if required.

The disadvantages are:

  • There is a small amount of work 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

Work out which option will work best for you.  If you using option 2 or 3, consider adding in a venue template where you 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 precced 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 Event 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.
 

< PREVIOUS      NEXT >