Venue

Venue profile

The Venue profile is your tech pack, entered once: stage and rigging, power, audio and video, loading and parking, backstage and wifi, catering and merch, policies and crew, contacts, nearby places, photos, vendors, documents and plans. Every tour or promoter that books you gets it on their booking, and it also feeds your public venue page. In the left menu, under Venue, choose Venue profile. It belongs to VenueOps. Owners, admins, managers, ops and coordinators can edit it; View only seats read it.

How do I create my venue profile?

1. In the left menu, under Venue, choose Venue profile.
2. Choose Create venue profile.
3. Type the Venue name (required). When Google search is available, pick your venue from the search above the name and the address, phone and website fill in.
4. Fill in Street address, City, State / region, Country, Venue type, Max capacity, Timezone, Phone, Website and Booking email.
5. Choose Create venue.

The profile opens on Stage & rigging so you can carry on. Picking the venue from the Google search also sets its map position, which tours use to find you by distance.

How do I fill in the tech pack?

1. In Venue profile, choose a tab: Overview, Stage & rigging, Power, audio & video, Loading & parking, Backstage & wifi, Catering & merch or Policies & crew.
2. On the room tabs, pick the Space at the top first (each room has its own tech).
3. Fill in the fields and choose the Save button at the bottom of the tab (for example Save stage & rigging).

The Tech pack completeness bar shows a percentage and lists what is still missing.

How do I import my existing tech pack?

1. In Venue profile, choose Import tech pack.
2. Paste the text of your tech pack or house rider into the box, or under Or read a file (PDF or photo) choose a file, or pick a document you already uploaded.
3. Choose Find fields. GigOps reads it and lists the fields it found.
4. Untick anything wrong.
5. Choose Apply selected.

Nothing is saved until you apply. Room fields go onto the space selected on the profile, so pick the right space first. If nothing is found, try a cleaner copy of the text. Import needs AI to be enabled for your workspace; without it you see "AI parsing is not enabled for this workspace."

How do I change the venue's name or address, or delete the venue?

Choose Edit details at the top of Venue profile, change the fields and choose Save. To delete the venue, open Edit details and choose Delete venue, then confirm. Its spaces, contacts and vendors are deleted; documents and plans are kept but detached.

Can I have more than one venue?

Yes. Choose Add venue at the top of Venue profile. When you have more than one, a dropdown next to the venue name switches between them, and Calendar & holds, Spaces and Avails follow the venue you picked.

What is the public page, and what does it show?

Every venue has a public page anyone with the link can open. Choose Public page to see it, or Copy link to share it. It shows your overview and the public parts of the tech pack, contacts marked Show on public page, preferred vendors, photos and documents set to Public page. Wifi details, house notes, local crew notes, private contacts and other documents never appear on it. If your open dates are public (see Avails), the page links to them and offers a calendar subscription of the open dates. Your logo, when you add one, sits at the top of the page. The page works on a phone and follows the visitor's light or dark setting.

How do people ask me for a date from the public page?

When your open-dates page is off, or has a password, the public page shows a Request a hold form: Your name, Email, Company, Artist / act, Date, the Room (with more than one), Other dates that work and Notes. No account is needed. Each request holds one date: it goes onto Calendar & holds as a ranked hold with the person as agent, the company as the event title and the other dates in the notes, and your admins get a notification. It also shows under Hold requests from your public pages on Avails. The person is told the request was sent and that you will reply by email; the form never tells them whether the date is free, so it cannot be used to read your calendar. A request for a date that is taken, dark or already full on its ladder is not placed; you get a notification with their details to answer by email instead. To turn the form off, untick Hold request form on your venue page on Avails; the page then shows your email address.

How do I add my logo?

1. In Venue profile, choose the Photos tab.
2. Under Logo, choose Upload logo and pick a PNG, JPEG or WebP image (512 KB at most).

The logo shows at the top of your public venue page, your open-dates page and its embed. Choose Replace to change it or Remove to take it off. It is not one of the room photos.

How do I add contacts?

1. In Venue profile, choose the Contacts tab.
2. Choose Add contact.
3. Fill in Name, Role, Email and Phone. Tick Primary contact and, if you want it on the public page, Show on public page.
4. Choose Add contact.

Contacts not marked public are shared with your bookings only.

How do I upload documents and plans?

1. In Venue profile, choose the Documents & plans tab.
2. Choose Upload document, pick the File, give it a Name and Category.
3. Pick the Visibility: Public page, Bookings only, Confirmed bookings only or Private.
4. Choose Upload.

You can change a document's visibility later from its row. Under the plans list, Attach existing drawing links a CAD drawing to the venue and Open CAD opens the editor; Detach removes a plan.

How do I add photos of the room?

1. In Venue profile, choose the Photos tab and Add photos.
2. Pick the Room (or Whole venue) and the tech pack Section (Loading, Rigging, Stage and so on).
3. Choose the photos (PNG, JPEG, WebP or GIF, up to 6 MB each) and an optional Caption.
4. Choose Upload.

Photos are public, like your tech pack: they show on the public page and on bookings beside their section.

How do I list nearby places for visiting crews?

On the Nearby tab, choose Add place, pick the Kind (hospital, pharmacy, laundromat, late food and so on), and fill in Name, Address, Phone, Hours and Notes, then Save. Tours see this list on their booking; it is not on the public page. When drive times are available, they fill in from the venue when you save.

How do I add my preferred or required vendors?

On the Vendors tab, choose Add vendor, fill in the Vendor name, Category and contact details, and tick Preferred or Required by the house (exclusive catering, house security). Choose Find in marketplace to add a vendor from the vendor marketplace, or Copy to other venues to reuse the list. Tours can ask a preferred vendor for a quote straight from their booking.

How do I track insurance, certificates and inspections?

On the Compliance tab, choose Add item. Pick the Kind (insurance, fire certificate, occupancy permit, liquor licence, inspections) and the Room, and fill in Title, Reference, Issued, Expires, Next inspection, an optional File and Notes, then Save. Each item shows Current, Due soon or Expired, and your admins get a notification 30 days before anything expires or falls due. Compliance is private to your company.

What are Settlement defaults and Crew calls?

• Settlement defaults: your standard costs (rent, facility fee, staffing, card fees, tax). When a booking confirms, they are proposed on its settlement automatically. Choose Add default to add one. A tick can show a rough cost calculator on your public page, built from the shared lines only.
• Crew calls: call templates (box office, bar, security, stagehands) with positions, counts, call times and end times. Choose Add template. A template can be for a Show type (Club night, Seated show, Wedding) and In room (one of your spaces). When you confirm an event or add a private event, it gets the template for its show type in its room, else for its show type, else for its room, else the Default one. Fill the positions on Crew, Schedule.

Settlement defaults can be edited by owners, admins, managers, finance and legal.

What does the Analytics tab show?

Booked days by space and month, your promoter book (holds, confirmed, conversion, average gross and whether they settled on time), where holds come from, and bookings with tours, from your calendar, bookings and locked settlements. With several venues, pick This venue or All venues.

How do I change the emails my venue sends?

1. In Venue profile, choose the Emails tab. It lists every email your venue sends promoters and agents: Hold confirmation, Proposal cover, Deposit reminder, Date confirmed, Hold moved up, Hold challenged and Hold released, with when each goes.
2. Choose Edit next to one.
3. Change the Subject and the Body. Click a placeholder, such as {venue}, {date}, {act}, {contact_name} or {fees}, to put it where the cursor is. {fees} lists your shared Settlement defaults.
4. Watch the preview on the right, filled with sample values, then choose Save.

Leave a blank line between paragraphs; a paragraph whose placeholders are all empty is left out. Use the default words fills the form with the original text, and Reset to default puts it back for good. Every venue your company runs uses the same words. View only seats can preview them but not change them.

How do I claim my venue, or dispute who holds it?

A tour's booking request reaches the venue on GigOps that holds its building's Google place. Under the venue's name, Venue profile says where you stand: Confirmed as yours, Not confirmed (only you have registered it), Contested (another company has too, so requests reach neither) or Held by another company.

1. Make sure the venue was picked from the Google search (Edit details); claims need it.
2. Choose Claim this venue (or Dispute ownership when another company holds it).
3. Check the line about your work email: it matches when your email is on the venue's website domain. A personal mail address never matches.
4. Add a Note for the GigOps team and, if you can, a Document such as a lease, a licence or a letter on the venue's letterhead (PDF, JPEG or PNG, up to 5MB). A note or a document is needed when your email does not match.
5. Choose Send for review.

A GigOps Admin reviews it and you hear by email and on the bell. Approved, the building is yours on GigOps and no other company can take it. Owners and Company Admins can claim, and can Withdraw a claim while it waits.

What is the page GigOps built for my venue before I joined?

When tours on GigOps play a venue that is not on GigOps yet, there is a page for it at app.gigops.ai/place/ followed by its Google place code. It shows only the venue's name and town, as the tours entered them, nothing about the tours, and it is kept out of search engines. Claim this venue on it signs you up for VenueOps with your venue profile started from what the tours entered, and files your claim for review. Once a venue on GigOps holds the building, the page sends visitors to that venue's own page.