Old Excel Diary

We don't use this anymore - go to YESPLAN

Arcola Diary Process:

Whenever we take an enquiry for an event, it needs to be properly tracked. This is for everything that goes in the diary, whether it be from one of the team (e.g. Nick and Creative Engagement), Canvas Events, or over the phone/email. This will help ensure that we are following up all enquiries, not missing out on income and communicating with each other. So… please use the following process when you book ANY event:

1.  Go on Google Drive and find the Diary.

2.  Fill in as many of the green boxes as necessary. The blue ones are for the Production Team. To help you fill this in, refer to the list below:

Event Number – Helps us immediately find the event from the Diary

Source – (drop down) Where did it come from?

Enquiry Date – When did we get the booking?

Team Member – (drop down) Who entered the booking? This can be passed onto a member of the Production team.

Event Name – Name of the Event

Event Date – When is the Event? Full date range

Event Type – (drop down) Does it require Box Office? This would be a Ticketed Event. All others are Space Hire.

Client Name – Name of person making enquiry

Client Phone – Their Phone Number

Client Email – Their Email Address

Studio – (drop down) Which Studio/s are they using?

Brief Description of Event – Very brief, but gives us an immediate idea of what the event is. Be really clear.

Notes – This could be any additional requirements (e.g. projector) or a TBC date.

Further Actions – Anything the production team need to follow up, or do in order to get the event confirmed?

Status – (drop down) Where are we with this event? This can be changed later, but in order

3.  Add the Event to relevant dates in the Diary. Please include the following: 

Event Name – Same as on the Arcola Events Tracker

Timings – 24 hour clock is clearest format.

A link – to the relevant folder on the Drive when Confirmed

A note – The most important bit! List the Event Number, who booked it, Brief Description of Event and Notes.

 ***Pencilling in***

The event should be listed in Italics until confirmed. Include a TBC date in the note so Production can chase it up.

Questions/Suggestions  - richard@arcolatheatre.com