Private Events

Overview

A Private Event is booked for a specific group rather than opened to the general public, and is typically arranged by phone or email. Clubs use Private Events for birthday parties, corporate buyouts, and bookings that span multiple courts. Because a Private Event can be booked on a Customer's behalf, it is also how an Admin books beyond a Customer's Booking Horizon.

Two things make Private Events a strong revenue tool. The Club can collect a single payment from the person organizing the Event, the Event Planner, instead of charging each Attendee. Adding a Replay Package to the Private Event price lets guests capture Quick Replays during the booking in exchange for more revenue.

Create a Private Event

A Private Event uses the Party Event type and defaults to Unlisted, so it is not publicly visible in the App. The Visibility can be changed later.

1. In the Admin Dashboard, highlight the time slot and courts for the Event.
2. Select Create an Event.
3. Choose Party as the Event type.
4. Set the capacity to the number of Attendees you anticipate.
5. Configure the remaining Event details (picture, description, tags, and so on).
6. Leave the Admission Rate at $0 if the Event Planner will be charged separately.
7. Keep the Visibility set to Unlisted.
8. Publish the Event.

Invite Customers to a Private Event

Private Events are not open for general signup, so Attendees join through a signup link rather than finding the Event in the App.

1. Click into the Private Event.
2. Click the three vertical dots in the bottom left corner of the side panel.
3. Click Generate signup link.
4. Copy the link from the pop-up window.
5. Send the link to the Customer hosting the Event, the Event Planner.

The Event Planner can forward the link to everyone else attending. Each Attendee who accepts creates or logs into their Customer Profile and accepts the necessary legal documents. Once a Customer accepts, their name appears in the Attendee list.

At Autonomous Clubs, the Host can cross-check which participants have accepted the invitation and which have not, since acceptance is what creates each Attendee's Profile and legal document sign-off.

The three different ways to create a signup link are:

1. Generate guest link`` (as non-participant) — Sharing this link with Customers will allow for the Customer to join the Event as a Non-participant; Non-participants do not count toward the total participant count and are not charged an admission rate
2. Generate signup link — Sharing this link with Customers will open the Event in their App
3. Open in web app — This opens a new tab in your browser, which can be copied and shared with Customers; it is the same link as the Generate signup link with an extra step

If you want to make the Private Event public, the Visibility can be changed from Unlisted to Listed in app. This will allow any Customer to sign-up for the Event without using the Generate signup link feature.

Charge the Event Planner

Use this flow when the Club collects a single payment from the Event Planner instead of charging each Attendee. Set the Event's Admission Rate to $0 during creation so no Attendee is billed, then charge the Event Planner directly.

Add the Event Planner to the Event before creating the charge.

• If the Event Planner already has a Profile, add them to the Private Event from the Attendee list.
• If the Event Planner does not have a Profile yet, send them the signup link (three vertical dots in the bottom left of the side panel, then Generate signup link).

Once the Event Planner appears in the Attendee list, create the charge.

1. Click the Purchases tab of the Event.
2. Click + Charge.
3. Select the Event Planner's name. You may need to refresh the web page for their name to appear.
4. Click + Add Item.
5. Select Private Event and enter the price and a description.
6. Click Add.
7. Click the blue Create Charge button.

If the Event Planner has a credit card on file, they are charged immediately. If not, click Send Payment Link in the bottom left of the pop-up window. This creates a draft charge and prompts the Customer to enter their card to complete the payment.

A draft charge appears in the Purchases tab of the Event with a status of Draft. The status changes to Complete only after the Event Planner finishes the payment.

Charge multiple items at once

You can bundle several products or services into one charge.

1. Follow steps 1 through 6 above.
2. After clicking Add, click + Add Item again.
3. Repeat for each additional item.
4. Click the blue Create Charge button once every item is added.

This charges the Customer for all items in one transaction.

Replay Package

Private Events (birthday parties, corporate events, and bookings spanning multiple courts) are typically arranged by phone or email and not open to the general public for signup. Adding a Replay package to the Private Event price lets the Club generate more revenue in exchange for giving their guests the option to capture Quick Replays during the booking.

Make a Private Event Public

To open a Private Event to all Customers, change the Visibility from Unlisted to Listed. You can also add the Featured tag to surface it in the Programs/Community tab of the App.