The Quantities section of the Rates tab is essential for creating an event. It allows you to define the capacity for each rate, get an overview of all the details, and link the capacities of different rates together.
WARNING
To save the information entered in the Rates tab, you must first:
General admission: Enter a number in the Capacity field; or,
Reserved seats: Select seats directly from your seating plan using the Reserved Seats tab.
Understanding the Different Quantities in a Rate
To manage your rates effectively, it is essential to fully understand the contents of each box in the Quantities section, as it provides a quick, helpful overview of your sales.
Unlike the Capacity and Reserve fields, which you can modify, the figures displayed in Sold, Consigned, Comps and Available fields are automatically adjusted after each change. You cannot modify them from the Rates tab.
Capacity
Capacity refers to the total quantity of tickets available for a specific rate. This figure includes the tickets you reserve, those you plan to print, and any complimentary tickets you wish to issue.
Capacity With Reserved Seats
If your event has reserved seats, you must first configure seat allocation for each rate.
To do so:
Go to the Reserved Seating tab.
Select the desired quantity of seats and associate them with the desired rate.
Go back to the Rates tab to see the capacity adjusted to the number of seats selected.
Reserve
The reserve allows you to set aside a variable quantity of tickets from the total amount available for sale.
Use the reserve to:
Block tickets and make them unavailable for purchase;
Limit access to a certain quantity within your team.
Increase or decrease this reserve at any time by clicking the Reserve field.
Managing a Reserve by Category
If you wish to use the reserve to manage ticket quantities by category, you can configure it from your organization account.
Click Account, then Organization in the left-hand navigation menu to access your organization's account.
Go to the Capacity Reserve section and create your reserve categories there.
Then go back to the Rates tab to use your reserve categories in the desired rate.
Please note that physical ticket printouts, i.e. consigned tickets, are NOT deducted from the reserve, but from the total capacity of the printed rate.
Sold
The Sold field indicates the total number of tickets sold for this rate, including both online and box-office sales.
Consigned
The Consigned field indicates the quantity of tickets you have printed and set aside for your partners or external resellers. These tickets are deducted from the rate capacity and constitute your physical inventory for distribution.
Comps
The Comps field indicates the quantity of complimentary tickets you have issued, both from the external ticket office and from consignment printouts for which the Comps option has been enabled.
Available
The Available field indicates the quantity of tickets remaining for a given rate.
This quantity is calculated as below for each rate:
Available = Capacity - (Reserve + Sold + Consigned + Comps)
Minimum and Maximum Quantities per Order
Depending on the event, you may want to require the purchase of multiple tickets at once or, conversely, prevent the purchase of too many tickets.
In the Quantities section of a rate, you can set the minimum and maximum quantities of tickets a buyer can purchase per order.
Minimum Quantity per Order
In the Min. Qty/Order field, specify the minimum quantity of tickets that a buyer must add to their order to benefit from this rate.
Maximum Quantity per Order
In the Max. Qty/Order field, enter the maximum quantity of tickets that a buyer can add to their order for this rate.
We suggest a maximum of 10 tickets per order to prevent a single buyer from blocking the entire capacity of a rate.
Master Capacity
What is it?
The master capacity concept allows you to link the availability of multiple rates to a shared inventory. In other words, it is the maximum capacity shared by a group of rates.
How does it work?
Rather than each rate having its own independent inventory, the master capacity acts as a shared pool of tickets.
Each time a ticket is sold, regardless of the rate, it is deducted from this shared master capacity.
IMPORTANT
The master capacity can only be used for general admission events.
Furthermore, only one master capacity can be defined per event.
Using a Rate as a Master Capacity
To share your event's ticket inventory across multiple rates:
Create at least two general admission rates, and set the Use as master capacity option under the Seat assignment field for each rate.
Select the desired rate, then select Yes in the Use as master capacity field.
Enter the total capacity for your event in the Capacity field for this rate.
Sales Affect Master Capacity and Vice Versa.
This field appears for general admission ticket types that are not defined as master capacity when master capacity is configured for another rate for the event.
Select Yes if you want sales of this ticket type to be deducted from the master capacity total. Availability for these tickets will then never exceed the master capacity.
Select No if you prefer this rate not to be deducted from the master capacity.
For example, you may want two different rates for the same master capacity, as well as a third rate for a second capacity. In this case, the total quantity of tickets will include the master capacity and that of the third rate.
Scenario
You are organizing an event with general admission and your capacity is 500 people.
You want to offer a regular rate, a student rate, and a VIP rate, while limiting the quantity of VIP tickets to 100.
To set this up, follow these steps:
Enter 500 in the Capacity field for the Regular rate, and select Yes in the Use as master capacity field.
Enter 500 in the Student rate capacity field and select Yes in the Sales affect the master capacity and vice versa field.
Enter 100 in the VIP rate capacity field and select Yes in the ales affect the master capacity and vice versa field.
One week after you start selling tickets, you check your sales report and see that you have sold 60 VIP tickets, 120 Student tickets, and 220 Regular tickets.
This leaves you with a total of 100 tickets available for the event, including a maximum of 40 VIP tickets.