Venue

Avails

Avails is where you choose who sees your open dates: a public open-dates page anyone can use to request a hold, a listing in the tours' Find open dates search, and private shares with the agents, promoters and tours you pick. It also lists the hold requests waiting for your answer. In the left menu, under Venue, choose Avails. It belongs to VenueOps. Create your venue on Venue profile first. Changing these settings needs an owner, admin, manager, ops or coordinator seat.

What do other people see of my calendar?

Dates only, never names. An open date shows as open, a held date as held (and, at the "Dates and holds" level, how deep the holds go), and booked and dark dates as unavailable. The acts, promoters and agents on your calendar are never shown. When you have several rooms, each room's dates are shown on their own, so a busy main room never reads as open because a smaller room is free.

How do I turn on my public open-dates page?

1. In Avails, under Public open-dates page, tick Public open-dates page is on.
2. Choose Open page to see it, or Copy link to share it.

Anyone with the link sees your dates and can click an open date to request a hold, with no account needed. Your public venue page also links to it. Untick the box to take the page down.

Can I put a password on the open-dates page?

Yes. With the page on, choose Add password under it and enter one (at least 4 characters). Visitors then see "This link is protected" and enter the password once; it lasts the working day in that browser tab. Show looks the password up again so you can re-send it, Change replaces it (everyone needs the new one) and Remove opens the page to anyone with the link again. While the page has a password, your public venue page labels its button Open dates (password), keeps the Request a hold form for everyone else, and your website embed shows a button to the page instead of the dates.

Can people subscribe to my open dates in their calendar?

Yes. The open-dates page has Subscribe (for Google Calendar, Apple Calendar or Outlook) and an iCal link (https), and Copy calendar link on Avails copies the same link for you to send. The feed has the next six months: each open date as "Open at" your venue (naming the rooms that are open when you have more than one), and each held date as "Held", never with a name. With a password on the page, the link carries a key that only the unlocked page shows, and changing the password retires every copy of the old link. Turning the page off stops the feed.

What happens when someone requests a hold from the public page?

The request goes straight onto your Calendar & holds as a ranked hold, behind any hold already on that date, with the person's name, email, phone, company and act, and the note "Requested from the open-dates page". Your admins get a notification, and the request is listed under Hold requests from your public pages with an Open button. A date whose hold ladder is full under your Hold rules shows as taken and takes no more requests. From there you treat it like any other hold: confirm it, release it, or link it to a tour or promoter on GigOps. The person's email gets rank changes and challenges like any agent email on a hold.

How do I show my open dates on my own website?

1. Turn on the public open-dates page.
2. Choose Copy embed code.
3. Paste the code into your website's HTML.

It shows your open dates on your site, and a click opens your open-dates page to request a hold.

How do I appear in tours' searches on GigOps?

Under Discoverable to tours on GigOps, tick Appear in tour searches. Tours and festivals routing near you then see your open dates in Find open dates and can place a hold in one click. This needs the public open-dates page on as well. Tours search by distance, so set your address with the map search on Venue profile (Edit details); until then Avails reminds you.

How do I share my tech pack on the GigOps API?

On the Tech pack on the GigOps API card, tick Share my tech pack on the API. Agents' and tours' own tools can then read your tech pack through the GigOps API with their API key: exactly what your public venue page shows (rooms and their public tech-pack fields, public contacts, preferred vendors and the list of public documents), never the wifi, the confirmed-tier fields or your calendar. Untick it to stop. See the API keys and webhooks guide for how the API works.

How do I share my avails with one agent, promoter or tour?

1. Under Shared with, choose Share avails.
2. Enter their GigOps Email.
3. Pick the Level: Dates only, or Dates and hold depth (also shows how many holds are on each date).
4. Optionally set Expires in (days); leave it empty for no end.
5. Choose Share.

Their whole company sees your dates in Find open dates, even with the public page off, and they get a notification. The email must belong to someone already on GigOps; if not, the message says so, and you can send them the public page instead.

How do I stop sharing with someone?

In the Shared with table, choose Revoke beside the company and confirm. The table shows each Company, the email it was shared Via, the Level and when it Expires.

Where do I answer hold requests from tours?

Under Hold requests waiting for you, each request shows its date, the act or tour, the company and its hold rank. Choose Answer to open the booking and accept or decline it, or Open bookings for the full list. Requests from tours on GigOps also appear in Bookings under Needs your answer.

How do tours find and hold my dates?

On their side, in Bookings, they choose Find open dates, search by dates, distance, capacity and venue type, and click one of your open dates. That places a hold on your calendar (ranked behind any already there) and sends you a booking request. A held date can still take a hold behind the current one. They can also ask to be told when a date in a window opens. A promoter holds the date as the buyer.