For Festivals Version 1.2
Table of Contents Page 03 03 Section Add Shows Create a New Show, Enter Show Details 04-05 04 05 Add Artists Create a New Artist Enter Artist Details 06 06 Editing Edit Show, Edit or Add Artists 07-09 07 08 09 Add Artist Merch Access the Nightly Count Page, Add Artist Merch Items Sizes, Prices, Additional Items Item Images 10-12 10 11 12 Counts Count In and Adds Count Out and Comps Multiple Stands 13-18 13 14 14-15 16 17 18 Settlements Access Settlement Page, Confirm Artist Details Nightly Entries Credit Cards, Locating atvenu Register CC Totals Show Costs, Summary Final Payment, Signature / Finish Post Show Edits & Unlocking, Cash Sheet 19 Auto-Advance 20 Images on Mobile Device 2
Add Shows Create a New Show Click on Events > Shows Click on Add Show 1 2 3 Enter the Show Details Enter show details including Start and End Date, Venue Name, Address, Phone, and select Time Zone. If you are using the integrated Cash Sheet, you can also enter the number of Vendors and Locations for the show here. This will be listed on the PDF export of the Cash Sheet. Tax Rates will auto-populate if you ve saved them under Account Settings but they can be edited as needed If you re running Multiple Stands, click the check box to enable and select the stands that apply to your show You can save now by clicking on the Create Show button If you have not yet created Stands, click on the Menu icon in the upper left corner, then click on Account Settings, then click Stands for setup 3
Add Artists Create a New Artist From the Events > Shows page, click on the blue Artists (Click to Add) link 1 Then click on the Add Artist button 2 4
Add Artists Enter Artist Details Enter Artist details including Artist Name, Venue Cuts, Artist Rep Name with contact info, and Tax ID Number. Be sure to select Headline or Support for this Artist and all additional Artists you add. You can return to add or edit all of this information at any time If a Rep email address is entered, the Invite Artist to Connect option is enabled (More on Auto-Advance on Page 19) You can now save by clicking on the Add Artist button or click the Add & New button to continue adding more Artists Be sure to create an Artist for Official Festival Merch so you have a place to add your Festival specific items 5
Editing Edit Show If you ve already saved a show and need to make edits: From the Events > Shows page, hover over the show to reveal the button options Click the Edit Show (Pencil button) Edit or Add Artists If you ve already saved an Artist and need to make edits or add additional Artists: From the Events > Shows page, click the blue Artists link Then on the next page, hover over the Artist panel and click on the Edit Artist (Pencil button) to edit or the X to delete To add additional Artists, click on the Add Artists button 1 2 6
Add Artist Merch Access the Nightly Count Page Click on the Artist Name from the Artists page to access their Nightly Count Page Add Artist Merch Items Click on Item Name to edit the item name / description and select item category (Apparel, Other, Music). It is important to select the appropriate category here. The category of an item is how atvenu applies the Merch or Music Cut at settlement. You can return to add or edit all entered merch item information at any time Apparel and Other categories fall under the Merch Cut. Music falls under the Music Cut 7
Add Artist Merch Add Sizes Click the Sizes link and select available sizes from the menu. Click outside of the menu to close. Add Prices Begin entering prices. The first price entered will auto-populate into all other price cells but these can be edited as needed. Add Additional Items Click the New Merch Item button to build additional products. You can add additional items at any time 8
Add Artist Merch Add Item Images There are multiple options for adding item images which can be done at any time. Drag & Drop the image from your desktop to the Add Image thumbnail which will open the Crop & Save window. From there you can crop, position, and save Or - Click on the Add Image thumbnail which will open the Crop & Save window where you can add your image Crop, Position, and Save Now, in the image editor, you can Drag & Drop an image file, choose a local file, use Dropbox or access the camera on your device. Your image will load in the preview area and you can position and crop as desired. This is handy if using grab sheets for creating item images. When finished, click the Done button in the lower right corner Learn more about using your mobile device s camera for item images on Page 20 9
Counts Count In and Adds Click into the first cell and enter your Count In quantities. Use your up/down arrows to move through rows. atvenu auto-saves your entries. There is not a Save button on the page. Be sure to click into another cell or in the gray margin area around the main working window to register your changes Enter your Count In Enter Adds as needed. If more than 1 Add is required, click the Add cell again and a pop-up will load where you can enter multiple Adds, then repeat as needed 10
Counts Count In Completion Once your Count In Gross is agreed upon and Count In is complete, Artist Rep can click and sign in the signature area at the bottom of the Nightly Count page. This will mark the Count In complete. Count Out and Comps Enter your Comps. You can continue to edit the Comp column as needed Enter your Count Out You can switch between Artist Count pages by using the Select Artist dropdown at the top of the page. You can also filter your view by category, as well as export an Excel sheet 11
Counts Multiple Stands If you are running Multiple Stands you can access them from the Nightly Count page for each Artist. All active stands can be accessed using the tabs above the Master Inventory List. 12
Settlements Access the Settlement Page After Count Out is completed, click the Settle button at the bottom of the Nightly Count page. Clicking the Settle button takes you to the Settlement screen. It does not complete the show and you can return to the Nightly Count page to make edits if needed. All items Counted In must have a Count Out quantity entered (even if it s 0(zero)) to proceed to the Settlement page Confirm Artist Details All of the Artist and Show details are still editable. Simply click into a field to edit. Confirm Artist Rep name, phone, and email Check W9 Received if you have received it from Artist and enter Tax ID if available Enter address for payment remittance in the Send Payment To field Confirm the Venue s Merch and Music Cuts or edit as needed 13
Settlements Nightly Entries Enter Paid Attendance to calculate $/Head Select Venue or Artist for Tax Retained Select Venue or Artist for Cash Collected - If Venue vends, select Venue Blue = Selected Credit Cards atvenu Register will auto-batch your Total CC Receipts by show and for each Artist. If you charge CC Fees on a per Artist basis, follow these steps: 1 Locate the atvenu Register CC Totals Click the Register Reports button in the navigation from any Nightly Count or Settlement page The Total Show CC receipts can be found in the Tenders column 14
Settlements 2 Locate atvenu Register CC Totals by Artist Click on the Artists button at the top of the page Scroll down to see a breakdown of Net Credit($) listed by Artist 3 Apply the Artist CC Total Receipts to the Settlement Take the Artist s Total CC Receipts from the atvenu Register Report and enter it into the Receipts($) cell on the Settlement page You can add a label/name by clicking in the CC/Other Payment field. Enter Register if using atvenu Register for example Make sure Venue is selected for Collected By Enter Fee(%) Fee($) will calculate automatically You can view Register Reports on your mobile device by visiting atvenu.com, logging in, and accessing the Reports as detailed above 15
Settlements Show Costs Here you can enter any Show Costs to be included in the Settlement. Click into the Description field and enter a description Now select where the Show Cost should be applied. Use the Show Cost Type dropdown to select Enter the actual cost associated in the Cost($) field Use the (+) Plus button to add additional rows and repeat Summary All financial details are now calculated below and broken down by Merch and Music with Adjusted Gross Totals for each. Confirm your Gross Sales, the Total Due Artist and the Total Due Venue amounts Venue can adjust the Total Due Venue by using the Venue Adjustment field. This is useful for rounding to even numbers 16
Settlements Final Payments Final Payment shows the balance due to the Artist and how it s to be paid out: Cash, Check or To Follow. The total amount due will be automatically entered when method is selected. You can split this payment if the Artist wants to take a portion in cash. In this case, click on Cash and enter the amount you want to pay in cash. The Check column will automatically update. Signature / Finish Obtain Artist signature in the Artist Signature area. Then click Done to finish. You can go back to your Counts to make edits at any time, prior to hitting Done, by clicking on the Counts button Clicking Done will automatically trigger Settlement emails to all appropriate parties, including the email address saved as Artist Rep 17
Settlements Post Show Edits & Unlocking Once you click Done the Settlement is locked, however, you can unlock it at any time for post-settlement edits. Click the [unlock] link at the top of the Settlement page and make your edits If you want to resent the Settlement email with the new edits, click Done at the bottom of the page If you do not want to resend the Settlement email with your edits, click [re-lock] at the top of the page You can switch between Artist Settlements without going back to the Shows page by using the Select an Artist dropdown at the top of the Settlement page. This applies to the Nightly Count page as well You can also export a PDF version of the Settlement from this area Cash Sheet Once each Artist Settlement is complete, you can continue on to the Cash Sheet to balance the show and account for Credit Cards, Payouts, and Cash Deposits. If you are using the integrated Cash Sheet, you can download our Cash Sheet User Manual from the atvenu Help Center: Working with the Cash Sheet for Venues & Festivals * The numbers used throughout this Manual are for the purpose of context only. Not all numbers shown are actual or accurate 18
Auto-Advance Auto-Advance is a feature built into atvenu to save you time. You won t have to manually build out product lines for any Artist who advances using this feature. When you create a show and enter an email address for the Artist Rep, the Invite Artist to Connect option becomes available. When an Artist is invited to connect, they ll receive an email with instructions for using Auto-Advance. If the Artist is on atvenu, they accept the invitation and their product line will automatically sync into the Nightly Count page, complete with product item images if they have added them in their Artist account If the Artist is not on atvenu, they can still Auto-Advance. They re given the option to manually add their items which will again, automatically populate the Nightly Count page If an Artist was invited to Auto-Advance but has not accepted, you can resend the invite email by clicking the Resend button when hovering over the show. You can also invite them to Auto-Advance from here if you haven t already. 19
Images on Mobile Device Often times you ll need to capture images of each merch item on site. To use a mobile device to capture images, please follow the steps below: Open a new browser window on your device and go to: atvenu.com Log in using your Venue Account login credentials Tap on Events > Shows, then tap on the Artist Name for the Artist and show you want to add images to Tap on the Drag & Drop image thumbnail Tap the blue Choose a Local File button Select the Take Photo option, or if you have already taken the photos, select the Photo Library option Tap to save or use the image Crop and position your image, then tap Done 1 2 3 4 Editing Images 1 2 Tap on the image to be edited from the Nightly Count page just like in the example above You can now adjust placement or crop and tap Done to save If you wish to replace this image, tap the Menu icon in the upper left Tap on Local Files Then tap on the blue Choose a Local File button Select the Take Photo option Tap to save or use the image Crop and position the image, then tap Done 20
Thank You! If you have any further questions or concerns please contact us: or support@atvenu.com atvenu.com