To show you how to create a birthday party offering let’s do an example walkthrough. In this example we want to make birthday parties available on the weekend only. These are two hour events, starting at 11am and 2pm. We have a standing event on the first Saturday of each month that would make hosting parties difficult for the staff, so we won’t be accepting birthday party bookings for that day each month. Each party can support one booking with 30 participants, and requires the party room as a resource. The price for the offering is $48 for 1 person and $18 for each additional person, with a 5 person minimum; between 20-30 participants the price drops to $10 per person.
Let’s get started! The first thing to do is to create the offering itself.
1. On the main calendar window click Manage Schedule.
2. Click on the Schedules tab.
3. Click the Add button and select Add Offering. Give the offering a title (we called ours Birthday Party) and click OK.
Now let’s define the days and times the birthday party offering is available to book.
4. With the offering selected, click the Add Rule button to bring up the Edit Repeating Rule window. Check Days of Week and select only Sat and Sun. Click OK.
5. Click Add Time. Select Time Slot, a starting time of 11:00 am and a duration of 2 hours. Click OK.
6. Click Add Time again to create the second time slot. Select Time Slot, a starting time of 2:00 pm and a duration of 2 hours. Click OK.
After that we need to create a rule excluding the offering from being offered on the first Saturday of each month.
7. With the offering selected, click the Add Rule button to bring up the Edit Repeating Rule window. Check Nth Week of the Month and select Sat and Week 1. Click OK.
8. This will create a rule with no time slots. If necessary, use the arrow button to place this rule at the top. This will override the lower rule with the normal schedule, making the first Saturday of each month unavailable to book.
Next, let’s assign the party room to this offering so that it gets booked as the same time as the offering.
9. With the offering selected, click the Edit button at the top left of the screen. This will bring up the Edit Offering window. In the Schedule tab go to the section called Resource Use and Dependence and select the party room by checking the box next to its name under the Requires column.
10. Under the When column we’ll accept the default setting of reserving the room for the entire event.
NOTE: Best practices is to also have offerings rely on a Facility Hours resource, so that events are only booked the days the facility is opened (you can exclude specific days, hours, holidays, etc, and any offering reliant on facility hours will only be booked when the facility is open).
Now let’s set the number of bookings and participants for this offering.
11. While still in the Edit Offering window click the Booking tab. Enter 1 for Maximum # of bookings and 30 for Maximum # of participants,
Finally, let’s assign pricing for the offering.
12. While still in the Edit Offering window click the Pricing tab and click the Offering has a price attached.
13. Click Choose to select a booking product.
14. Click Add to assign the pricing rule. Give the rule a name and click OK to bring up the Pricing Rule window.
15. Under the Pricing for this rule tab check All participant types share the same pricing and then click the Change button to bring up the Participant Pricing window.
16. Click Edit to edit the existing rule and then Edit again to bring up the Pricing Element window.
17. Select To Participant Count and enter 10, enter $300.00 for Fixed Amount and $0.00 for Additional Participants. Click OK.
18. Click Add to add another rule dictating the price for 11+ people. This will bring up the Pricing Element window again. This time select To Unlimited and enter $300.00 for Fixed Amount and $35.00 for Additional Participants. Click Close.
19. Click OK to close the Pricing Rule window.
20. Click Close to finish editing the offering.
PRICING RESULT: This results in the first 10 participants being charged $300, and any participants over 10 are charged the $300 base rate, plus $35 for each additional participant.
TIP: Since this is a high frequency event, make sure to set the offering to only show booked events in the calendar display. Other steps you may want to take are to restrict how close to the date a party can be booked, require a deposit or full payment at booking, and set up the online presentation for the offering.
Overview of creating an offering
Defining the schedule and availability for an offering
Using rules to restrict the days an offering is available
Assigning a resource to an offering
Setting the number of participants and bookings for an offering
Assigning pricing to an offering
Setting an offering to only show booked events in the calendar
Setting online booking time constraints
Requiring a deposit for an offering
Changing the online presentation for an offering