Basic Info
Here you can add basic details such as event date and time, event name and description and also set the status of the booking (Confirmed, Tentative, Blocked, etc).
Adding Multiple Events
Click "+ Add Events" or "Copy Event" and a popup will show. Click the (+) besides the first gig date to add multiple dates in sequential or non-sequential order.
Adding Series of Events
Click 'Add Series', select a date range and apply an attribute. For instance, create an event for "every 1st Friday from January 1st, 2020 - Jan 1st, 2021". It will create 12 events total.
Customizing Each Event
After clicking 'Add Events', you can customize details for each event. Click each row and it will highlight in blue (as shown in image). Below you will be able to update each event details.
Gig Status
You can change and overwrite the status for each event. Confirmed, Canceled, Tentative, Blocked and Auto. Auto will let the status change automatically with the flow of the booking. Blocked dates allow agents and artists to put holds, vacation dates, studio times or any other reasons by typing it in.
Published Date
You can set a date on when the event should be published. For instance, the date is confirmed today but the promoter won't be able to announce it until a later date. This function will publish the event live in the Gigwell profile of the artist and only confirmed gigs get published.
Artists & Location
You can create events with one or multiple artists. Here you can add or change the event location.Billing is what the artist gets for the show on the marquee, poster, flier or any marketing material. 100% Headline is the most common and recommended.
Tickets & Merch
Here you can add ticket and RSVP links to be displayed in the artist public Gigwell profile, venue capacity and age restriction.
You can also add "Soft" and "Hard" merchandise percentages of what the artist or venue will sell.
For those agencies that use ticket scaling, our feature will give you more context on what the potential ticket revenue is. You can alternatively use this table for post-event finals.
Schedule
Set the event schedule: Load in, soundcheck, performance time and length and curfew.
Notes
Shared notes are to collaborate with the artist, buyer and agent. You can add details such as repertoire, logistics and more. This notes section is in the itinerary form as well so the promoter can easily add details there.
Artist notes are private between the agent and artist. These notes will be displayed on the artist Google Calendar, Gigwell we-app, and Itinerary document.
Multi-date shows: one booking or several
When a run of shows belongs together, you can either group the dates under one booking as a multi-date event, or create a separate booking per date. The deciding question is how many contracts you need.
Choose based on the paperwork
One contract covering every date? Use a multi-date event. All the dates sit under one booking, one contract and one invoicing chain.
A separate contract per date, separate invoices, or different terms per date? Use separate bookings, even when the buyer is the same. Different travel terms, different guarantees or different venues per date all point this way.
A multi-date event cannot be split into separate contracts later without rebuilding, so decide before you generate documents.
To build a multi-date event
Create the booking on the first date.
Use Add Events / Add Series to add the remaining dates to the same booking.
Generate the contract as normal — it will cover the whole run.
To build separate bookings
Open the booking you want to copy and go to the Buyer tab.
Click Clone.
On the clone, change the date, venue or terms before saving.
Generate documents from each booking's own tabs, so every date gets its own contract and its own invoices.
Cloning is worth doing carefully — read the article on cloning a booking safely before you start, especially if the original booking already has a contract on it.
Good to know
Each cloned booking is fully independent once created. Changing terms on one has no effect on the others, which is the whole point, but it also means a correction has to be repeated on each.
Reporting follows the booking. Separate bookings give you per-show numbers; a multi-date event reports as one line.
If you have any questions or need additional help, please reach out to support@gigwell.com or use the chat widget on your screen.