Skip to content
GigOps.AI

Plan

Bookings

Bookings is the shared record between your company and another company on GigOps for one date: a tour (or a promoter buying the room) and a venue, a tour and its promoter, or a festival and an act. Each side keeps its own account, and the booking holds what both of you see: the venue's tech pack, the advance, deal terms, counts, the settlement, documents and a message thread. In the left menu, under Plan, choose Bookings. It is in every product except CoralOps. The tabs at the top are Venues (venue bookings), Promoters (promoter links; a promoter sees Tours) and, for tours and festivals, Festivals (a festival sees Acts).

How do I request a booking at a venue for one of my shows?

  1. Open the show. When its venue is on GigOps, the show page has a card that says "*Venue* is on GigOps", with its tech pack completeness.
  2. Choose Tech pack to read the venue's public tech pack first, if you like.
  3. Choose Request booking, and add an optional note for the venue.

The venue places a hold on its calendar and answers. Until then the booking sits under Waiting on them in Bookings, and the show card shows its status and hold rank. Choose Open booking on the card to jump to it.

How do I find open dates at venues and place a hold?

  1. In Bookings, on the Venues tab, choose Find open dates.
  2. Set From, To, Near (city, or lat,lng), Radius (mi), Capacity min, Capacity max and Type, then choose Search.
  3. Each venue shows its open dates and held dates (with how deep the holds go). With several rooms, pick the room in the dropdown first.
  4. Click a date to place a hold. It goes on the venue's calendar at once, a show is added to your tour, and the booking is requested.

Under each venue, a line gives the distance from your previous stop: the show before the routing gap you searched from, or else your tour's last show before the From date. With maps set up it is the drive time and road miles ("3h 05m drive (190 mi) from Denver, CO"); without, or where no route is found, it is the straight-line miles, marked "(straight line, not a drive time)". Tell me when it opens sends you a notification when a date in your window opens up, and Similar venues searches rooms of a similar size in the same town. Only venues that share their dates with you, or publicly, appear. A promoter places the hold as the buyer and is asked which act it is for (leave it empty if not decided).

How do I answer a booking request as a venue?

  1. In Bookings, requests waiting for you are under Needs your answer. Choose Open.
  2. Choose Accept.
  3. Pick the Space. If you already hold that date for this act, pick it under Or link an existing hold; otherwise a new hold is placed, ranked behind any hold already there.
  4. Choose Accept.

To turn it down, choose Decline and add an optional reason. Accepting only holds the date: confirm the hold on Calendar & holds when the deal is done, and the booking turns Confirmed.

  1. In Calendar & holds, open the hold or confirmed event.
  2. Choose Link to a tour.
  3. Type the GigOps email of the tour manager, or of the promoter buying the date.

They get a booking request to accept. If nobody on GigOps uses that email, the Invite the promoter to GigOps window opens instead: fill in Promoter, Contact name, Email and an optional note, and choose Send the invitation. When they sign up, the hold becomes a booking with them as the buyer.

How do I accept a venue's request as a tour?

When a venue links one of its dates to you, the booking shows under Needs your answer. Open it and choose Accept. Under Show, pick the show on that date, or Create a new show for this date to build it from the venue's details. Choose Accept.

What do the booking statuses mean?

The list groups bookings as Needs your answer, Waiting on them, Held, Confirmed and Closed. A paused booking means the other company has switched its GigOps account off. Nothing is shared either way until it is back, when the booking picks up where it was. You can still decline or cancel a paused booking, and end a paused promoter or festival link.

How do I cancel a booking?

Open the booking and choose Cancel booking, then confirm. The other side is told, and a hold on the venue's calendar is released. A venue can also release the hold or cancel the event from its calendar, which cancels the booking the same way.

What is on the Overview tab?

The venue's tech pack for the booked room: address, capacity, stage, rigging, power, house PA and lights, loading, parking, backstage, catering, merch, curfew, policies and union crew, plus venue contacts, preferred vendors, photos, nearby places and the house crew call. Wifi details appear once the date is confirmed. On the right is the tour or buyer's side: the show, its times, status, support, promoter and on-sale date, and who requested the booking. History lists every change. Other cards appear when they apply:

How do I work the advance on a booking?

  1. Open the booking and choose the Advance tab.
  2. Fill in Load in, Soundcheck, Doors, Set / show time, Curfew, Hospitality and Production notes. Both sides can edit these.
  3. The venue also fills in Venue contact, Contact email and Contact phone.
  4. Choose Save advance, then Mark complete when your side is done.

Stage, power, parking and wifi come from the venue's tech pack and are read-only here (the venue edits them on Venue profile). When both sides mark it complete, it shows "Advance confirmed by both". The advance opens once the tour has a show linked to the booking.

How do deal terms work on a booking?

  1. On the Deal terms tab, set Deal type, Deal currency, Guarantee, Versus or percentage, %, After-cost split %, Promoter fee % and Notes.
  2. Choose Propose terms. The other side sees them and chooses Accept these terms, or changes them and chooses Propose a change.

A change after acceptance reopens the terms. Once accepted, either side can sign the Deal memo with Sign deal memo (a typed name), and Print memo prints it. The settlement starts from the accepted terms. Two cases have no deal on the booking: when a promoter rents the room (the buyer's deal with the act stays private to the buyer), and when the tour's deal is with a third-party promoter (it is agreed on the promoter link, and Open the promoter link takes the tour there).

How does the venue report counts on a booking?

  1. On the booking's Counts tab, fill in Sold, Gross, Currency, Drop count (night of) and optional Notes.
  2. Choose Report counts.

The tiles show Sold, Gross, ATP, Drop count, Sellable and Sell-through. Edit allocations records holds, kills and comps by tier. Under Manifest, Count from picks the room's manifest to count against (picking one replaces the booking's kills; holds and comps stay). Below, the venue can enter its House takings (bar, food, parking and so on) and tick share to show each to the other side, then Save takings. The tour sees the venue's report read-only. The venue's report counts first, then a promoter's, then the tour's own entries. To report many events at once, use Import counts… (see the Counts guide).

How does settlement work on a booking?

On the Settlement tab, each side adds its lines (Add line; the tour can also Push budget lines, and a venue with settlement defaults for the deal's shape gets a button to add that template's lines). The other side chooses Accept or Dispute on each line. Record payment logs deposits and payments, and the Totals panel works out the net and the balance due. Both sides then choose Sign settlement. When both have signed the same figures, it locks and the booking is Settled. Your internal lines are your own accounting and the other side never sees them. Print, Export CSV and QuickBooks IIF are under the sign-off. Settlement defaults on your Venue profile are proposed here when the booking confirms. See the Settlement guide for the details.

How do I share documents on a booking?

The Documents tab has two columns: From the venue (documents the venue set to the Bookings tier, plus confirmed-tier ones once the date is confirmed, and CAD plans you can Open) and From the tour (rider, stage plot, input list). Each has Download.

How do I message the other side?

Open the booking, choose the Thread tab, type in the box and choose Send (or press Enter). Both companies see the thread. It closes a week after the booking settles, and stays there to read.

What are the checklist, the post-show report and the rating?

What is the Promoter tab on a venue booking?

It appears when the tour marked the venue as the promoter of its show. The venue reads what the tour chose to share with its promoter: budget lines, ticket counts, guest list, schedule, documents and CAD plans. The tour changes what appears with Change what they see.

Open the show. When its promoter is on GigOps, the show page card names it: choose Link promoter (or Ask to link when it was found by name). When the promoter is not on GigOps, choose Invite to GigOps…, fill in Promoter, Contact name, Email and an optional note, and choose Send the invitation. Once linked, What they see… lets you tick the budget lines, ticket counts, guest list, schedule, documents and CAD plans they see, and Link to more dates… asks the same promoter for other dates on the tour. A promoter starts from its own show with Link to the tour….

  1. In Bookings, choose the Promoters tab (a promoter sees Tours).
  2. Links are grouped Needs your answer, Waiting on them, Active and Closed. Choose Open.
  3. To answer, choose Accept or Decline. A promoter accepting picks one of its shows on that date, or creates it in a Market. Several dates asked together can be answered with Accept all… or Decline all.

The link's tabs are Overview, Deal terms (propose and accept terms), Counts (the promoter reports Sold, Gross and Drop, then Report counts), Shared items (what each side shares), Settlement, Credentials and Thread. End link ends a live link, and Withdraw request takes back a request you sent.

Can a show have more than one promoter?

Yes, as co-promoters. The promoter on the link is the lead; other promoters join it on a split of the promoter share.

  1. Open the promoter link in Bookings (the tour or the lead promoter can do this).
  2. On Overview, under Co-promoters, choose Add co-promoter.
  3. Enter their Email. If the address has a GigOps account, that company is asked to co-promote. If not, enter a Name too and they are listed as a contact, with no access.
  4. Enter a Role (for example "Local promoter") and their Split, a percentage of the promoter share, then choose Add co-promoter.

The splits add up to 100% at most, and the lead keeps whatever the co-promoters leave. Edit changes a split or role, and Remove takes a co-promoter off the show (their split goes back to the lead). Either side of the link can do this, if they can work the settlement, and the other side is told each time. Asking for a second promoter link on a show that already has a live one is refused with a pointer here.

How do I co-promote a show? (co-promoter)

  1. In Bookings, choose the Tours tab (or Promoters). The show is listed under Co-promoting; your bell also tells you.
  2. Choose Open. Until you answer you see the date, city, venue, who asks and your split.
  3. Choose Accept or Decline.

Once accepted, the tabs are Overview, Counts (the lead's daily wraps), Marketing (the lead's marketing on the show) and Settlement (the figures the lead and the tour settle on, with the promoter share split into the lead's part and yours). Everything is read only: the lead promoter and the tour keep the settlement. Leave co-promote steps away; your split goes back to the lead. Splits and the settlement are money detail, so seats that do not read money (Ops, Coordinator) see the show and counts only.

A festival invites an act on its lineup from Advances. The invitation lands in the act's Bookings, on the Festivals tab (the festival sees its acts on the Acts tab, along with any invitations sent by email to acts not on GigOps yet, with Resend and Withdraw).

  1. The act opens the invitation and chooses Accept….
  2. Pick One of my shows on this date, or Create the show in a tour from the festival's details.
  3. Choose Accept.

The link's tabs are Overview, Advance, Day schedule, Site map, Info, Credentials and Thread. The festival chooses what acts see with What your acts see…. Decline, Withdraw invitation and End link close it.

Who can do what on a booking?

A Company Admin can change a person's access to Bookings, Settlement or Documents, and that setting wins over the role.