One quote, several dates

A three-day conference with a welcome reception the night before is one client, one price and four dates. A lead holds one date, so the other three used to be created by hand, priced by hand and grouped into a program by hand. A wedding weekend or a three-night festival run was the same job.

A quote with a section for each day

On a quote raised on a lead, click Add a day. Each day is a package of lines with its own Date, Start time, End time and Space. The first day starts on the lead’s date, times and Space, and each day you add follows the one before it. Rename a day to say what it is (“Welcome reception”, “Conference day 1”), then put its lines inside it. A package you already have can become a day with Set a date for this package.

Lines outside a day, such as a travel fee or a flat fee for the job, belong to the whole booking and are billed with the first day.

Your client sees the first and last date at the top of the quote, then each day with its date, times and Space above its prices.

One acceptance

When the client accepts, 1pm creates an event for each day, held as a tentative booking, and groups them in one program. Each day’s lines go onto that day’s own pricing sheet, so each day has its own BEO, runsheet and crew. One confirmation is raised for the whole program: the client signs once, pays one deposit, and every day is confirmed together.

Every day is checked for a double booking before anything is created. If one day’s Space is taken, nothing is created for any of them, so you are never left with half a booking.

Further dates when you create the event

If you’d rather not quote first, Create event on a lead now has Add another date. Each row takes a date, start and end time and a Space. The lead’s own date becomes the first event, each extra date becomes its own tentative event with the same client and guest count, and you land on the program that holds them all.

Quotes and invoices, Turning a lead into an event and Grouping events into a program have the detail.