Galaxy Event Configuration

The following are the steps to creating an event and maintaing events in Galaxy:

Create Events

To create an event that is new, check that there is an applicable resource and event type if there is not then create them by navigating to Event Types and Resource. Then navigate to the Events tab in Galaxy, click create a new event and set the event name, event type, resource, start and end time, default on and off sale, and any special sales channel information provided. Holds and files may be attached at this time if all details are provided. Once an event has been made and more dates of this event are necessary, the auto-creation functionality may be utilized.

To create an already existing event or an event that is ready to copy for more dates and times, navigate to the Auto Creation functionality in Galaxy, select first the event to copy then select the dates, start time and end time, days of the week in which they can be created on (generally not Tuesdays), set duration and/or intervals, set default on sale date, and set default off sale date. If additional sales channel configuration is required not including the default, like having an event offsale a week before the event date and time online, then navigate to the sales channel tab in Auto Creation and set the sales channel and date/time information.

The benefits to Auto Creation include:

• Mass creation of events quickly.
• Attaching files or any complex and specific information to an event will carry over automatically to all mass created events.

The downsides to Auto Creation include:

• If an event is to have anything attached after the auto creation step, there is no way to mass update the events in need. Often times events must be deleted to then auto create with the updated information.
• When events are deleted to add additional information or configurations there is a higher chance of user error occurring.

Event Add-Ons

Files

To create Files, navigate to the Files tab in Galaxy by searching in the finder or Sales Channel Maintenace > Files. Create a new record and fill in the Description with the title customers will see and select the File that will be uploaded. Click “OK” and this File is ready to be added to an event.

To add a file to an event, navigate to the event the file is required by searching Event in the finder or Resource Management > Event and Shows > Events. Find and double click the event and navigate to the Files tab. Click “Add File” and select the correct file to upload then click “OK”.

These Files will be included in Confirmation Emails as attachments at the bottom.

Rosters

To create roster questions/attributes navigate to the Attribute Definitions tab in Galaxy and click new record at the top left. Type the question or prompt to the user in the “Name” text field (characters are very limited), select attribute category to determine where this new question will be grouped into ex: Schools, Programs, Vegetation, etc., enter the entry type and any additional options prompts that may appear based on the different entry types and click “OK”.

Roster templates are pre-created and ordered roster attributes/questions to be added to the events instead of having to select each attribute on the event itself the template can be selected. This is best when roster questions need to be added after events have already been created to save time. To create roster templates, navigate to the Roster Templates tab, select an existing template or create a new one to then add attributes/questions and either check or leave unchecked the required box if desired to ensure that question is filled in order for a user to submit the roster information.

To add roster attributes/questions or a roster template navigate to Events and select a created event then click on the Roster Information tab and click yes to “Collect roster information?”. Add roster questions by either selecting from a template in the dropdown field with pre-ordered questions or I can add questions by clicking the adding attribute button and remove by clicking the remove attributes button. Roster questions will copy to events if the event with roster questions is used in the Auto-Create functionality.

Sales Channel

The purposes of setting sales channels on the event level include having different start/end times and dates as well as capacities by sales channel. To configure a sales channel, navigate to Resource Management > Event and Shows > Events > “event of choice” or search in the finder for Events. Double click into the selected event and click the Sales Channel tab. A “Default” sales channel will be displayed there, this happens upon the initial creation of the event with the set parameters given. The following are sales channel options to set and update:

• Sales Channel
• On Sale Date
• On Sale Time
• Off Sale Date
• Off Sale Time
• Capacity

The online Sales Channel is most often selected for the purpose of maintaining capacity to allow for “walk-up” guests or controlling capacity generally.

Holds

Create Holds

The purpose of adding holds to an event is used to prevent all guests from purchasing tickets for that selected event. To configure a hold, navigate to Resource Management > Event and Shows > Events > “event of choice” or search in the finder for Events. Double click into the selected event and click the Holds tab. Click “create a new record” on the top left and enter the hold Name, Description, Hold Quantity, and check or uncheck “Allow release of Hold”. Then “Add” PLUs or Item Groups to include in the Held event group. This will allow only the hold group to purchase into the event.

Release Holds

To release a hold, navigate to Resource Management > Event and Shows > Events > “event of choice” or search in the finder for Events. Check the box next to the desired event(s) and navigate to the top right of the Events screen. Select the icon at the very right (on hover it reads: “Release Holds”) and select start.