Recurring Events

Create recurring events for museums, attractions, tours, and other venues that operate on a regular schedule.

What are Recurring Events?

Recurring Events are designed for locations that:

• Operate on a recurring schedule (e.g., open Tuesday-Sunday, 9am-5pm)
• Accept bookings for specific dates
• Need capacity management per day
• Want to block out certain dates (holidays, maintenance)

Perfect for: Museums, galleries, tours, attractions, coworking spaces, recreational facilities.

Creating a Recurring Event

Step 1: Select Event Type

1. Go to Dashboard → Events → Create Event
2. Under Event Type, select Recurring

Step 2: Set Operating Schedule

Define when your venue is open:

• Operating Days - Select which days of the week you're open
• Opening Time - When visitors can arrive
• Closing Time - When the venue closes

Example: Open Tuesday through Sunday, 10:00 AM to 6:00 PM

Step 3: Configure Booking Window

Set how far in advance visitors can book:

• Advance Booking Days - Number of days into the future people can book (e.g., 30 days)

The system automatically generates bookable dates based on your operating schedule.

Step 4: Add Tickets

Create ticket types for your venue:

• General Admission - Standard entry
• Guided Tour - Entry with tour guide
• Family Pass - Entry for a family group
• Annual Pass - Unlimited visits

For each ticket, you can set:

• Price per visit
• Per-date capacity limits
• Valid days (e.g., weekdays only, weekends only)

Managing Blackout Dates

Block specific dates when your venue is closed:

1. Go to Event → Settings → Blackout Dates
2. Click Add Blackout Date
3. Select the date and optionally add a reason

Common uses:

• Public holidays
• Maintenance days
• Private events
• Staff training

Visitors cannot book tickets for blackout dates.

Per-Date Capacity

Control how many visitors can book each day:

1. Go to Event → Tickets
2. Click on a ticket type
3. Under Date Capacities, set limits for specific dates or a default daily limit

This prevents overbooking on popular days.

Check-In for Recurring Events

Check-in validates tickets for the specific booked date:

1. Open the Delvent Validator app
2. Scan the attendee's QR code
3. System verifies:
   • Valid ticket
   • Correct date
   • Not already checked in

Date Flexibility

Configure whether tickets are valid only on the booked date or within a window (e.g., ±1 day).

Attendance Analytics

Recurring events have specialized analytics:

Date Performance

Track bookings and show rates by date:

• Bookings per day
• Check-in rate
• Revenue per date

Day of Week Patterns

See which days are most popular:

• Average bookings by day
• Weekend vs weekday performance

Booking Lead Time

Understand when visitors book:

• Same day bookings
• 1-3 days in advance
• 1-2 weeks in advance
• 2+ weeks in advance

Show Rate Analysis

Monitor no-shows:

• Overall show rate
• Show rate by day of week
• Show rate by ticket type

Access these insights from Event → Analytics → Attendance Insights.

Best Practices

Capacity Planning

• Start conservative with capacity limits
• Increase based on actual show rates
• Account for no-shows (typically 10-20%)

Pricing Strategy

• Consider dynamic pricing for peak days
• Offer discounts for low-demand days
• Early bird pricing for advance bookings

Communication

• Send reminder emails before visit date
• Include venue directions and parking info
• Share what to expect on arrival

Differences from Regular Events

Feature	Regular Event	Recurring Event
Dates	Fixed dates set manually	Auto-generated from schedule
Duration	One-time or multi-day	Ongoing/recurring
Capacity	Per-ticket or per-event	Per-date
Check-in	Any valid ticket	Date-specific validation
Analytics	Standard metrics	Attendance patterns

Next Steps

• Managing Tickets - Set up ticket types and pricing
• Check-in & Validation - Validate attendees
• Analytics - Track performance