Run a festival, race weekend or club week as a programme

A programme is one event page and one link with sessions inside it. Each session has its own date, time, meeting point, tickets and places, its own headcount and its own door scan. The programme sells nothing itself, and its dates follow its sessions. Use it for a festival, a race weekend or a club week.

For example, Community A runs a club week: a morning ride on five days, a dinner on the Friday and a kids' clinic on the Saturday. That's one programme with seven sessions. Each ride has a free ticket with 40 places, the dinner a paid ticket with 80 places and the clinic a free ticket with 20 places. Community A shares one link, and people choose the sessions they want.

Create a programme

1. Open Operations → Events & Experiences → Events and create an event.
2. Tick This event has sessions, fill in the rest of the form and choose Create event.
3. The programme's page opens with a Sessions panel, where you add its sessions.

To turn an event you already have into a programme, open it and choose Turn into a programme under its tickets. Its page and link stay the same. This is offered only while the event has no ticket on sale and nobody holds a place: Archive its tickets first. An event people have registered for stays an event. Create a new programme and attach the event to it as a session instead.

In your events list, a programme shows how many sessions it has, with its sessions listed under it.

Add sessions

In the Sessions panel, open Add a session:

1. Give it a Session name and, if you like, a short description.
2. Set its Date and when it Starts and Ends. Times are in your club's time zone.
3. Add a Meeting point and, if you like, an address and a pin on the map.
4. Tick A free ticket, A paid ticket or both. Give each its Places, blank for no limit, and the paid one its price.
5. Choose when Registration closes: When the session starts, 2 days before it starts (paid tickets only) or At a time I choose.
6. Check Max per order, the most places one registration can take on each ticket. It starts at 10 so a family can register together.
7. Choose Add session.

Plan one ticket per person for each session, so make a meal a session of its own and give it a diet question: its meal list then counts the places coming by diet, for the kitchen. Add-ons such as bike hire are products.

A new session takes the programme's type, status, picture and wording. It doesn't take the programme's category, the membership benefit it counts as, its questions or Require admin approval for registrations: set those on the session's own page. A session follows its programme's Only signed-in people.

If you move a session, a ticket that closes when it starts, or two days before, moves with it. A move is refused, naming the ticket, when a ticket on sale would then open for sale at or after the session's new start, or close the moment it opens: change that ticket's sales times first.

Duplicate, attach and detach

• Duplicate copies a session with its tickets and settings, nothing sold, at the same time on the day you choose. Leave the day blank to copy it on the same day.
• Detach makes a session an event of its own, with its own page. It keeps its tickets and registrations. Its tickets keep the closing times they have, so if you move it afterwards, change them on its page.
• Attach an event you already have makes one of your events a session of the programme. It keeps its tickets, places taken and registrations. Repeating events, tours' events, RSVPs and other programmes can't be attached, and while the programme is a draft only a draft event can join it.

Publish

Sessions you add to a draft programme are drafts too. When it is ready, choose Publish the programme in the Sessions panel. It lists the draft sessions with a box each: tick the ones to publish. A session you leave unticked stays a draft and isn't on the programme's page, which suits a reserve date. Later, Publish the ticked sessions publishes more. A session can be published only while its programme is.

The programme's page lists every published session that hasn't ended, by day, each with its time, meeting point and a link to its own page, where people register for it.

On the website, your club's page, the events listings and the feed show the programme once, until its last session ends. What's on lists each session at its own time.

On the day

The programme's page brings its sessions together. Its Headcount counts every session's tickets, the attendee list shows the session each place is for, and Download attendee list gives one file with every session. Who is coming to each session counts each session, shows each person with the sessions they're coming to, and has the meal lists and a door sheet for each session to print. Cancel free places from one email covers every session too, and Lucky draw draws from every session or the one you choose.

Each session's own page has the same tools for that session alone, and its own Door scan →. Scan each session's tickets on that session's door scan: the programme's door scan turns them away with "That ticket is for a different event." Door staff you add on the programme's page work every session: their door link opens today's session, or a list of sessions to pick from. See who's coming and check people in covers these tools.

Message everyone registered on the programme's page reaches everyone registered for any of its sessions, once each.

Change, cancel or archive

• Back to draft takes the programme off your public pages, and its published sessions go back to draft with it.
• Cancel the programme… and Archive the programme… first list every session that goes with it and the places each holds. Nobody is told and nothing is refunded automatically. Before you cancel, tell people with Message everyone registered, and refund paid places from the attendee list.
• Restore to draft brings a cancelled or archived programme back on its own. Restore its sessions on their own pages.

What it doesn't do

• There's no single form to register for several sessions. People open each session from the programme's page, add its tickets to their cart, and check out once.
• In the app, a club's list of events shows each session as an event of its own. Share the programme's link so people see the whole programme.
• The app has no Sessions panel. Set up and change programmes on the website.
• The four numbers at the top of a programme's page, such as Registrations, don't count its sessions' places, because the tickets belong to the sessions. The Headcount under them does.