Event Seasons and Series connect related events together for managing and reporting. For example, seasons of performances at a performing arts center or a league or season of games for an arena, stadia or other sporting venue.
An event season contains one or more event series. For example, the event season is the 2030-2031 Presenting Season and it includes the Jazz Series and Broadway Series. You are not required to use both event seasons and event series. You can choose to use only event seasons or only event series.
Event Seasons
Add an Event Season
- Click the Event Seasons link from the Main Menu. The Event Seasons page opens.
- Click the Add button. The Add Event Seasons window opens.
- Enter the necessary information:
- Description - Name for the season.
- Code - Unique alphanumeric code.
- Click OK.
Change an Event Season
You can change the description of an event season after you have already created it. When you change the description of an event season, it updates everywhere the event season is used. If you don't want to update existing event season data, then you must add a new event season.
- Click the Event Seasons link from the Main Menu. The Event Seasons page opens.
- Select the event season to update.
- Right-click and select Edit. The Edit Event Season window opens.
- Update the necessary information.
- Click OK.
Inactivate an Event Season
If you no longer use an event season but want to keep record of it for reporting or other purposes, you can make it inactive. When you make an event season inactive, it is no longer available for selection when assigning an event season to an event.
- Click the Event Seasons link from the Main Menu. The Event Seasons page opens.
- Select the event season to make inactive.
- Right-click and select Edit. The Edit Event Season window opens.
- Check the Retire check box.
- Click OK.
Delete an Event Season
If you want to remove an event season from the software, you can delete it. You cannot delete event seasons already assigned to events. Once an event season is deleted, you cannot recover it. To delete:
- Click the Event Seasons link from the Main Menu. The Event Seasons page opens.
- Select the event season to delete.
- Right-click and select Mark for Delete.
- Click the Save button at the bottom of the screen.
Event Series
Add an Event Series
- Click the Event Series link from the Main Menu. The Event Series page opens.
- Click the Add button. The Add Event Series window opens.
- Enter the necessary information:
- Description - Name for the series.
- Code - Unique alphanumeric code.
- Expand the Event Seasons section.
- Click the Manage Event Seasons button. The Select Event Seasons window opens.
- Select the event seasons for the series from the Available section of the window. Use Ctrl+Click or Shift+Click to select multiple seasons.
- Click the single right arrow button to move the selected season(s) to the Selected section of the window.
- Click OK.
Change the Event Series
You can change the description of an event series or the event seasons assigned to it after you have already created it. When you change the description of an event series, it updates everywhere the event series is used. If you don't want to update existing event series data, then you must add a new event series.
- Click the Event Series link from the Main Menu. The Event Series page opens.
- Select the event series to update.
- Right-click and select Edit. The Edit Event Series window opens.
- Update the necessary information.
- Click OK.
Inactivate an Event Series
If you no longer use an event series but want to keep record of it for reporting or other purposes, you can make it inactive. When you make an event series inactive, it is no longer available for selection when assigning an event series to an event.
- Click the Event Series link from the Main Menu. The Event Series page opens.
- Select the event series to make inactive.
- Right-click and select Edit. The Edit Event Series window opens.
- Check the Retire check box.
- Click OK.
Delete an Event Series
If you want to remove an event series from the software, you can delete it. You cannot delete event series already assigned to events. Once an event series is deleted, you cannot recover it. To delete:
- Click the Event Series link from the Main Menu. The Event Series page opens.
- Select the event series to delete.
- Right-click and select Mark for Delete.
- Click the Save button at the bottom of the screen.
Assign Event Seasons and Series to Events
To assign event seasons and series to events, you need to add the Event Season, Event Series and Event Series Sequence fields to the Edit Event window layout.
- Click the Events link from the Main Menu. The Events page opens.
- Select the event to assign the event season and/or series to.
- Right-click and select Edit -> Edit. The Edit Event window opens.
- Select the season from the Event Season drop-down.
- Select the series from the Event Series drop-down. If no event season is selected, all event series are available. If an event season is selected, only event series assigned to the event season are available in the drop-down.
- Enter the sequence of the event within the series into the Event Series Sequence field.
- Click OK.
You can also assign event seasons and series to multiple events at one time. See Edit Multiple Events for more information.
Event Season and Series Reporting
Event Seasons and Series are available as filters and columns on the following screens:
- Event Functions
- Event Bookings
- Daily Bookings
Event Seasons and Series columns are available on the following screens:
- Service Orders
- Service Order Items
- Work Orders
- Work Order Items
Examples of reporting you can do with series and seasons:
- Summary reporting on attendance, revenue, etc. for all events within an event season or series.
- Summary comparison reporting for all events in an event season or series compared with another event season or series.
- Comparison reporting between individual events within a single event season or series.
- Comparison reporting between individual events across different event seasons or series, including by segment or sequence number. For example, compare game 3 of this season versus last season.
Filtering and grouping is based on the event season and/or event series directly assigned to the event; there are no assumed relationships. For example, you have Season 1 configured with Series A. You assign an event to Series A but do not assign it to Season 1. If you filter a screen to Season 1, the event is not included in the results as it is not assumed that the event is assigned to the season.
The Event Seasons and Series filters do not have a relationship. You can select any combination of event seasons and series.
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