How to Create an Event in VenueSumo
Step 1: Start a new event
Go to Operations > Events > + New Event.
Step 2: Event Details
Field | Description |
|---|---|
Name | Display name (internal + booking site) |
URL | Slug for the event's booking page |
Location | Venue the event runs at |
Tag | Category for filtering |
Unit / Unit Plural | Display label only, e.g. "Ticket" / "Tickets" |
Event Date | Date the event runs |
Event Time / From Time / To Time | Event schedule |
Admin Only | Hides from public site |
Stop Sell | Pauses sales without deleting the event |
Is Hidden | Hides from public view, stays active internally |
Check In (Minutes) | Pre-check-in window |
Require Waivers | Waiver required at booking |
Require Names | Individual names required per booking |
Block Capacity | Blocks other booking types from using capacity during this event |
Sold Message | Shown online if sold out and Block Capacity is on |
Location Overrides | Contact details override for confirmation emails |
From Email / Phone / Fax | Contact details for this event |
Referrer Name / Referrer URL | Referral tracking |
Description | Shown on the booking page |
Summary Message | Short confirmation summary |
Email Content | Custom confirmation email |
Step 3: Add Availability
Field | Description |
|---|---|
Name | Label, e.g. "Session 1" |
Date | Date this block applies to |
Qty Available | Total spots |
Qty Sold | Spots sold |
Qty Remaining | Spots left |
Add multiple blocks for multiple dates/sessions.
Step 4: Add Products
Field | Description |
|---|---|
Name | Product name |
Priority | Sort order |
Stop Sell / Admin Only | Visibility control |
Description | Shown on booking page |
Check-In Message | Shown to staff at check-in |
Categories | For reporting |
Linked POS Products | Maps to POS items |
Public / In-Venue / Member / Restaurant Cost | Pricing by channel |
Tax Category | e.g. GST |
GL Account Code / GL Cost Center | For reporting |
Availability Pools | Pool + Unit value (see below) |
Image | Optional |
Availability Pools - Unit = capacity consumed per ticket. Always set to 1 unless one ticket should represent multiple spots (e.g. a 4-person family pass). Setting Unit to the pool total means one sale empties the whole pool.
Step 5: Add Extras (optional)
Extras tab > Add New Extra.
Fill in and save.
Field | Description |
|---|---|
Name | Extra name |
Priority | Sort order |
Stop Sell / Admin Only | Visibility control |
Extra Info / Terms Label | Additional detail |
Categories | For reporting |
Auto Update | See below |
Cost / Member Cost / Restaurant Cost | Pricing |
Tax Category | e.g. GST |
GL Account Code / GL Cost Center | For reporting |
Auto Update (default Yes) syncs the extra's quantity to the ticket quantity every time it changes, overwriting any manual edit. Set to No for extras that shouldn't scale with ticket count.
Step 6: Set Terms & Conditions (optional)
Enter terms text in the product's Terms field.
Set Show terms on page to Yes.
Common issues
Sold out after one sale → check Unit on the product.
Extra quantity won't stick → check Auto Update.
Waivers/Names not showing at check-in → check Check-In Message.
Other bookings blocked unexpectedly → check Block Capacity.
Event not visible → check Is Hidden / Admin Only / Stop Sell.