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Selling Merchandise and/or Concessions in PatronManager: https://help.pm.leapevent.tech/a/858377
You can use Ticketable Events in PatronManager to track your merchandise and concession sales. By taking the time to set up these sales in PatronManager, you’ll not only be able to track your inventory, you’ll also gain more in-depth information into your relationship with your patrons. Think about these possible scenarios:
- Donor/subscriber Margie Turner always buys a chocolate chip cookie online, in advance of attending a performance. You’re about to approach them to ask for a large donation. Why not bring them one of her favorite chocolate chip cookies to <ahem> sweeten the deal?
- Long time subscriber Matt Jones finally made their first donation and it was for $500.00!!! Why not surprise them with a t-shirt? Look in their record and see they've purchased three t-shirts in the past, all in size XL. Now you know what size to send them!
- Your logo t-shirts are in demand! Thanks to the inventory report you’ve built and scheduled to send to your marketing assistant daily, they know you need to order more shirts in size XL ASAP!
Note: All Events and Instances in the following examples use General Admission (GA) seating
Merchandise Example 1: T-Shirts
Track t-shirt colors using the Instance as well as quantities and sizes using Allocations. You’ll likely want to use the last day of your fiscal year as the Instance date.
If you order more shirts because a particular size is popular, you can always add to the Retail Quantity.
T-Shirt "Event":
- Name your event according to what you'll be selling
- Select the "Tickets" type, which tells the system these are single items
- Make it Active so you can sell from this event
- Choose the delivery methods applicable to the items you're selling
T-Shirt "Instances":
T-Shirt Allocations and Prices:
- Each allocation is a size, which allows you manage your inventory by size
- The Sale Status on the allocation determines whether or not you offer online sales
- The Retail Quantity field indicates how many items are available to sell in each allocation
Merchandise Example 2: Tchotchkes
Here, you’ll be able to track items using the Instance as well as colors, quantities, and sizes using Allocations. You’ll likely want to use the last day of your fiscal year as the Instance date.
If you end up ordering more of a particular popular item, you can always add units by increasing the Retail Quantity. Here's how to make that adjustment.
Tchotchkes "Event":
- Name your event according to what you'll be selling
- Select the "Tickets" type, which tells the system these are single items
- Make it Active so you can sell from this event
- Choose the delivery methods applicable to the items you're selling
Tchotchkes "Instances":
Tchotchkes Allocations and Prices:
- Each allocation is an item, which allows you to price items differently (if required), and, more importantly, manage your inventory by item
- The Sale Status on the allocation determines whether or not you offer online sales
- The Retail Quantity field indicates how many items are available to sell in each allocation
Combine both merchandise options in order to sell t-shirts AND tchotchkes.
Concessions: One Instance per Performance Night
Inventory of drinks and munchies fluctuates as items are sold and new shipments arrive. This option requires the bare minimum of setup at the beginning of your season (or fiscal year) and lets you clone your instances when needed allowing you to track the inventory you stock for each performance (but not your overall inventory for an item).
Note: In order to preserve your templates, Do NOT make any sales to the template instances.
Selling concessions for the Friday, Oct. 14, 8 pm performance of Death of a Salesman? Use the same date for your concession sales Instance, but set a later time (e.g. 10 pm) to allow you to sell during intermission.
You’ll want to start off with a minimum Original Quantity and add to the Retail Quantity as needed. For example, let’s say you always start a performance with at least 30 boxes of M&Ms, but you’re expecting a large crowd Saturday night. You can add an additional 20 units to the Retail Quantity, following the instructions here.
Do you only need to process the sales and overall inventory rather than performance-by-performance? You can copy the merchandise examples above!
Selling Concessions is easy with PMBO
Make your concessions Instance Date the same as your Event Instance Date!
Sell them all in one go by using the Date Range filters!
Or you can pin your concessions Instance in PMBO for easy selling!
