Interactive seatmap booking

How to create a seatmap

Give your guests the opportunity to book directly into a seat or a specific table via interactive seating plan booking.

The prerequisite for the interactive seating plan booking is the creation of the seating plan according to your specifications.

To create a seating plan, proceed as follows:

Send a draft of your seating plan to our local seatmap team
You will then receive a quote from us for the creation of the seating plan. Depending on the complexity, the associated costs average around 50€ to €150 per seatmap.
After checking and approval by the organizer, it will be assigned to your account
The allocated seating plan is then available to you free of charge for all your events

The interactive seating plan booking function can be used by our Business and First Class customers

Create an event with seatmap

To create an event with seating plan booking, proceed as follows:

1. Enter event information

Enter the most important parameters of your event.

“Event title”Choose a simple and short name for your event.

“Event subtitle”You can optionally choose a subtitle for your event. This subtitle is then displayed in the ticket shop as a supplement to the event title

“Start and end”Specify when your event will start and when it will end

“Category”Choose a suitable category for your event. This means that your event can be better advertised and found

“Seating plan”Use the buttons to select the seating plans you would like to use at this event.

“Venue”If you use a new venue, please add the address of this location. If you have already saved an event location, you can use the “My Locations” function via the drop-down menu to accept it.

Click on “Continue to tickets” to go to the next step “Tickets”

2. Create tickets

Enter which ticket categories you need for your events.

“Name of the ticket category” Choose a short and simple name (max. 90 characters). If a ticket category should contain more information, you can add additional text at any time in the “Advanced Settings”.

“Seating Category”Assign a seating category to the ticket category

Multiple price categories can access the same seating plan category

“Ticket price” Enter the ticket price (including VAT).

“Available” Enter the maximum number of tickets from this category that should be available. You can adjust this number at any time during the event. If you don’t specify a number, unlimited tickets will be issued in this category.

“Max. Number of visitors” Optionally, you can limit the total number of visitors per event. If this limit is reached, the sale of all available ticket categories will be terminated, even if there are still tickets available in the individual ticket categories. This limit can be adjusted at any time during the course of the event.

Each saved ticket category can be customized with a variety of options to suit your needs. By clicking on the appropriate ticket category, you can apply these options. By clicking on “Save changes” the corresponding adjustments are applied.

You can change the order of the created ticket categories at any time by clicking on the “=” symbol and moving it to the correct position by dragging it with the mouse.

Please click on “Continue to ticket design” to go to the next step “Ticket design”.

3. Customize ticket design

Since the tickets are sent to the guest as Print@Home tickets, the standard format of the tickets is DIN A4.

You can design this DIN A4 ticket according to your ideas by adding a suitable graphic and/or text.

“Graphic on the ticket”You can design your tickets by uploading a graphic (JPG or PNG). This graphic is always displayed on all tickets.

You can add your own graphics and texts for each created ticket category. To do this, select the respective category from the preview and adjust the graphics and text in the corresponding rock by clicking on the fields provided (yellow with a dashed frame).

” Info text for all ticket categories” By clicking on the yellow area you can enter a text that applies to all ticket categories.

“Info text for this ticket category” durch click on this radio button, you can upload a text that will only be printed on the selected ticket category.

Please click on “Continue to event options” to get to the next and last step “Options“.

4. Select Options

In the “Options” menu, you can make advanced settings at event level. These options then affect the entire event.

Examples of possible options:

- Change expense allocation. With this option you can specify at the event level who should bear the fees and how they are displayed
- Visibility of this event in the shop
- Limit total number of visitors
- Change this event’s control settings
- Add event details or program
- Advertise this event for free in the event calendar
- Upload a promotional banner for this event

5. Activate the event

Each event is saved as a “draft” until you finish entering your event details. The event is finished when the most important event information has been entered. Now you can activate the event by clicking on “Activate event” (top right).

The prerequisite for activating events is a fully set up Eventjet account. You can add missing account information at any time using the checklist.

Besides the account created, the minimum requirements for events are:

Entered event name
Start & Event end date
Registered Venue
At least one created ticket category

An already activated event can be withdrawn from sale at any time. See menu event => active events => Event selection => Options => Visibility of this event in the shop “Never”

Social distancing

Basically, the aim of interactive seat booking is for guests to be able to choose and book their seats freely, depending on their preferences. It may be necessary to book “empty spaces” between guests (social distancing).

In this case, you can enable the “Social Distancing” feature when using Eventjet Seat Map Booking.

This function automatically books a freely selectable number of “safety places” with each transaction of a guest (to the left and right of the booked places). This ensures that people who have booked within a transaction sit together and at the same time can keep enough distance to the next group.

To use the social distancing function, please proceed as follows:

In the main menu (left), click on the menu item “Events”
Select the event for which the function should be activated
Click the “Options”

tab

Turn on the “Enable Social Distancing”

feature

Choose how many seats to add to each transaction
Click “Save”

For optimal utilization of the seating plan, the social distancing function can optionally be combined with the Seatmap Optimizer function

Allotments

What´s an allotment?

After you have created an event with a seating plan booking, all available seats/tables are generally released for online sales.

Sometimes it may be necessary to exclude some of the available seats/tables from online sales. In this case, the “Allotments” function will help you to manage these places.

Allotments have the following properties:

Seats that are booked in a contingent are no longer available online
Allotmants can be set individually for each event
Seats/tables that have been booked in an allotment can, if desired, be issued via direct sales (reservations, cash sales, etc.).
Places/tables booked in an allotment can be released for sale to third parties
Places/tables that have been booked in an allotment can be released again at any time.
By releasing a seat/table, this seat/table is immediately available again for online sales.

Create an allotment

To create an allotment, proceed as follows:

1. In the main menu (left) click on “Events”

2. Select the desired event for which the allotment has to be created

Allotments can only be created once the event has been created

3. Click the Allotments tab

4. Click New Allotment

5. Depending on the purpose, choose a short name for the allotment, e.g. sponsors, guests, third party, etc.

6. Select the seating plan for which the allotment should apply

In an allotmant, seats from different seating plans can be combined

7. Select the places that should be booked in this allotment

The selected seats are automatically no longer available in online sales, but can still be sold by using the “Direct Sales” function. The menu navigation (on the right) provides you with further functions for dealing with the booked seats

Managing an existing allotment

Allotments which have already been created can be edited at any time.

Additional seats/tables can be added to existing allotments
It is possible to remove seats/tables from an allotment.
Seats/tables can be transferred from one allotment to another

If a seat/table is removed from an allotment, this seat/table is automatically available again for online sales.

Seat information

The “Seating info” function is designed to keep you on track of all actual seatmp bookings.

The seat info shows you:

Who booked a seat/table
What categories are available at a specific seat/table
How many seats are still available at a table

To call up the seat information menu, proceed as follows:

1. 1. 1. - In the main menu (left), click on the menu item “Events”
      - Click the Seat Info
      - Click on the seating plan where the seat/table you are looking for is located
      - Click on the table you are looking for to see the seating info
      You can also use the seat information directly when booking direct sales as an integrated function

Seatmap optimizer

Basically, interactive seat booking aims to give your guests free choice of seats within a seating plan.

In order to ensure the best possible utilization of the seating capacity, this free choice of seat can be “intelligently” optimized via the system. In this case, the booking system avoids empty individual seats and moves the guests together accordingly if necessary.

To activate the “Seatmap Optimizer” function, please proceed as follows:

In the main menu (left), click on the menu item “Events”
Select the event for which the function should be activated
Click the Options tab
Enable the “Seatmap Optimizer” feature

Do you have questions? Our team can help: Contact us.