Schedule events and book rooms. Get familiar with event timelines, artist contacts and advances.
About This Article
This article will help you understand some key locations that may be required for your booking workflow. You'll learn how to create events and book rooms as well as find artist info and send advances if you'd like.
Contents
Get to the Point
- The Schedule has two modes, view and edit, for opening and creating/editing events respectively.
- Explore the filters and views to make the most out of the Scheduler.
- Rooms are booked when creating events. Crescat catches booking conflicts.
- Open an event to view the timeline and create assignments for event Members.
- Performances include all info about an artist, so you'll find their Contacts and Advance Link there.
Scheduling
To schedule events for your festival, open the Scheduler in your festival's sidebar.
At the top of the Scheduler is the mode selector. In View mode, you can open the event, while in Edit mode, you can add events to the scheduler and edit their details.
Tip
While in edit mode, click and drag in the Scheduler to select a start time and release the mouse click wherever you'd like the end time to be.
There are several filters in the upper right. Adding venue filters lets you view events, not only by date, but, sorted by venue as well. Dates controls how many days you'll see in the scheduler. Try a few to see how they change things.
The different Scheduler views are also useful. If you feel like the scheduler is hard to follow, there's a cleaner Table View that also has some additional features hidden in its columns. Check out our article on the Scheduler's Table View for more.
Room Booking
If you have your group's venues connected, you can book rooms when creating or editing an event (in edit mode).
If a room is already booked, you'll immediately get a warning upon selecting the room.
Timeline
There is a timeline within each event. Starting from the Scheduler in View mode, click an event and click the Go To Event link in the lower right of the panel that slides out. Once the event opens, select the Timeline tab.
To create an assignment, click and drag a timeframe in the relevant row of the Timeline. Release the mouse click, then fill out the assignment details in the pop-up.
Tip
Adding Members to the event with In Timeline selected will let you create assignments specifically for that person.
Performances
Performances are where you add and view information about an artist; including their travel information, hotel stays, restaurant visits, contacts, advancing, and more. Click Performances in the sidebar for your festival to start exploring.
Performance Contacts
The contacts of the artist, including their travel party, will be listed here. You can add them manually, but any contacts the artist fills out in their advancing form will appear here once the artist submits the advance form.
To add a contact, simply click Add Contact in the upper right of the Contacts tab.
You can also add companies and their contact person on the right of the Contacts area.
These are set up in your festival's settings in Company Types under Performances.
Advance
The advance the artist receives will contain forms for them to fill out, as well as welcome messages and orientation, and an itinerary that's been automatically generated and kept up-to-date by Crescat.Advance Mailout
While artist advancing is mostly handled by the Artist Liaison, in some organization structures, it may make sense if the booking department sends the advance link, because they were the first contact of the artist. If that sounds right for your organization, you'll want to know how to mail out the Advance to the artist.
In the performance's Advances tab, simply click Send in the upper right.
To check what you're sending, click Open, or to copy the link, click the dropdown arrow next to Open and select Copy Link. If you fear the link has fallen into the wrong hands, you can click Replace Link. This will make the advance link invalid and create a new one that will open the advance.
