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Setting up tabled events

Indicating that your event has tabled seating is controlled by the Section/s on your event. Typically, a section with the Allocation Type set to Space rather then Seat is required. There are a number of options for setting up tabled events on TryBooking. The method you choose will depend on your patrons and the needs of the specific event. 

If setting up a ticket to purchase a whole table, be sure to select Group Ticket, and enter the number of seats on a table in the Good For field. This will ensure that your capacity is reflected correctly when a table ticket is purchased, all attendee details are captured and a ticket per person is issued.

This article will cover:

  1. Option 1: You assign the attendees to a table
  2. Option 2: The customer selects their table
  3. Option 3: Cabaret Seating
  4. Uploading a floorplan image

Option 1: You assign the attendees to a table

This is our simplest setup option, allowing your attendees to book, pay and inform you about any special requests (such as attendee name, table group requests or special dietary requirements) at the time of booking. 

Table assignment is managed by yourselves externally from TryBooking. However, you will be able to use the Export Data Report to assist you with the assignment. 

An example of how this setup looks from the customer's point of view can be viewed via Tabled Event (Demo): Option 1.

The advantages of this method:

  • Simple for your attendees to book
  • Quick to set up
  • More welcoming for your attendees that may not know others at the event or don't wish to book a whole table
  • You're in control of who is seated on each table. This can be beneficial for stakeholders and networking opportunities

To set up Option 1:

  1. From the Dashboard, click Create an event
  2. Complete Step 1: Event Details, then click Next: Venue Details
  3. Select Create New Venue, and enter in the name of the venue, along with the address 
  4. Select Space for Allocation Type, and enter the total number of attendees for your event
    Venue_Tabled.png
  5. Click Next: Session Times
  6.  Complete Step 3: Session Times, then click Next: Create Tickets
  7. If there is a cost for attending the event, select Paid. Click Create Ticket, to add the cost for an individual ticket. Repeat should you wish to also sell a Table ticket
    Create_Table_tickets_0704_301.png
  8. Click Next: Add Images
  9. Complete Step 5: Add Images should you wish to add images to your event at this stage
  10. Click Create Event

With your event now created, click Event Dashboard and proceed to Data Collection to set up fields to collect attendees names, dietary requirements and any other information you need from your attendees.

To assist you in arranging tables and grouping bookings, we recommend that you also have Data Collection fields set up under Once per Booking to collect appropriate data for this purpose eg. Seating Requests, Year Level or Team Name etc.

Option 2: The customer selects their table

This option allows your customer to select which table they and their guests wish to be seated. This can save you time in the crucial hours leading up to the event, as you will no longer need to draw up seating plans. It will provide the attendee with their table number/name on their ticket, allowing for speedy entry into the event.

An example of how this setup looks from the customer's point of view can be viewed via Tabled Event (DEMO): Option 2.

Advantages of this method:

  • The customer is responsible for where they and their guests are seated. This can see a reduction in enquires relating to the location and seating arrangements of their party
  • Saves you time in the hours leading up to your event
  • Attendees will know what table they are seated at prior to arrival, allowing for them to be seated quickly

To set up Option 2:

  1. From the Dashboard, click Create an event
  2. Complete Step 1: Event Details, then click Next: Venue Details
  3. Select Create New Venue, and enter in the name of the venue, along with the address 
  4. Select Tabled Seating for Allocation Type, and enter the total number of tables, and how many Seats you have per table
    Table_seats_Create_event.png
  5. Click Next: Session Times
  6. Complete Step 3: Session Times, then click Next: Create Tickets
  7. If there is a cost for attending the event, select Paid. Click Create Ticket, to add the cost for an individual ticket. Repeat should you wish to also sell a Table ticket
    Create_Table_ticket_0704_304.png
  8. Click Next: Add Images
  9. Complete Step 5: Add Images should you wish to add images to your event at this stage
  10. Click Create Event, and then Event Dashboard

With your tables now entered, proceed to Data Collection to set up fields to collect attendees names, dietary requirements and any other information you need from your attendees.

You may also wish to upload a image of the table layout in the venue to aid your customer in their table selection. Please see: Providing a floor plan to the customer

Sections are displayed in alpha and numeric order. You will notice that tables 1 - 9 will have a zero in front eg. Table 01, Table 02 etc. This ensures that they are displayed in the correct order. 

Option 3: Cabaret Seating

This option should only be used if you require the customer to select a seat number around the table, and you are numbering each physical seat at the event. Generally, this style of seating is used for shows and performances that have food & beverage table service.

An example of how this setup looks from the customer's point of view can be viewed via Cabaret Seating (DEMO).

To set up Option 3:

  1. From the Dashboard, click Create an event
  2. Complete Step 1: Event Details, then click Next: Venue Details
  3. Select Create New Venue, and enter in the name of the venue, along with the address 
  4. Select SEAT for Allocation Type
    • Number of rows: enter 1
    • Number of seats per row: enter the number of seats around 1 table eg. if your table seats 10, enter 10
      Venue_Cabaret.png
  5. Click Next: Session Times
  6.  Complete Step 3: Session Times, then click Next: Create Tickets
  7. If there is a cost for attending the event, select Paid. Click Create Ticket, to add the cost for an individual ticket. Repeat should you wish to also sell a Table ticket
    Create_table_tickets_0704_305.png
  8. Click Next: Add Images
  9. Complete Step 5: Add Images should you wish to add images to your event at this stage
  10. Click Create Event, and then Event Dashboard
  11. From the left menu, go to Seat/Space, under Allocation
  12. Click Edit Seating Plan, and change the Row Name to SEAT, Save and Close
    8_Table_Cabaret_edit_seating_2101_418.png
  13. Click Edit Stage, and replace the stage image with an image of the table with the seat numbers indicated on the chair, or with text that describes where seat 1 starts on the table eg. Refer to the image above for seat location on table. Click Update
    9_Table_Cabaret_Stage_2001_419.png
     
  14. From the left menu, go to Sections, under Allocation
  15. Click Section 1, and change the Section Name to be the name of your first table (eg Table 01), click Save then Back
  16. Click Add New Section, then Next
    • Section Name: enter the name of your second table (eg Table 02)
    • Description: Not mandatory, but can be used to aid your customer with their table selection 
    • Copy Settings From: Select your first table (eg. Table 01)
      10_Table_Create_new_Section_2101_420.png
  17. Click Create Section. Repeat until all tables are entered

With your event now created, click Event Dashboard and proceed to Data Collection to set up fields to collect attendees names, dietary requirements and any other information you need from your attendees.

Sections are displayed in alpha and numeric order. Should you have 10 or more tables, be sure to place a zero in front of the number for tables 1-9 eg. Table 01, Table 02 etc. This will ensure that they stay in numeric order.

Uploading a floorplan image

Your venue should be able to provide you with a floorplan image that illustrates the table layout at the venue.  Uploading this image into your TryBooking event is only suitable should you be using setup Option 2 or 3 (detailed above). It can help aid the customer in choosing a particular table to book.

There are two options for where you can upload this image; the Header and the Floorplan Button.

Area Description File Type Maximum file size
Header Will display above the first table. Present to the ticket buyer without the need for clicking through to an image jpeg, png, or gif 200kb
Floorplan Button Enables a View Floorplan Button above the sections listing the tables. The ticket buyer can then click to view the floorplan image in a pop-up window jpeg, png, or gif 200kb 

To be uploaded an image in the Header of your first table:

  1. From the left menu, click on Sections under Allocation
  2. Click on the name of your first Section eg. Table 01, and proceed to the Header tab
  3. In the header editor, place your cursor where you wish to insert the image
  4. Click Screen_Shot_2018-12-03_at_3.50.32_pm.png on the toolbar to bring up the image inserter
  5. In the Upload tab, click choose file
    11_Header_2101_426.png
  6. Select the desired image file from your computer, click Open
  7. Click Add image to your page
  8. Adjust the image properties if need be, click OK
  9. Click Save

12_Floorplan1_2101_422.png

To enable the Floorplan Button:

  1. From the left menu, click on Sections under Allocation
  2. Click Upload a floorplan above the table listing the sections
    13_Upload_Floorplan_2101_423.png
  3. Click Choose File
  4. Select the desired image file from your computer, click Open
  5. Click Upload

13_Flloorplan_button1_2101_424.png

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