1 Disable online sales

  1. Log into your Seat Yourself dashboard.
  2. Click on the Settings, Ticket Prices, and Schedule link in the Management panel of the dashboard.
  3. Go to the Per-Show Settings tab. Make sure the performance you are canceling is visible in the dropdown at upper right.
  4. Uncheck the Allow sales box. Remember to use the button at bottom to submit the update.
  5. Verify you have succeeded in disabling sales by clicking on the dashboard's View webstore link to see that you cannot buy tickets to the canceled performance, but you can still buy them to the other performances.

2 Email affected patrons

You need to notify all the patrons that the performance has been canceled, and that anyone who elects not to attend another performance or to donate the ticket price will get a refund. In our experience, reservations that need to be refunded are in the minority, especially if there is a makeup performance. Here is how to get a list of emails for the patrons:

  1. Log into your Seat Yourself dashboard.
  2. Click the emails button on the dashboard's line for the performance you are canceling to get the list of emails for the performance in question.
  3. Have us do the refunds for credit card sales. This step is different for reserved seating versus general admission events. By the time you get to this step, you should be in contact with us. But the sections below will tell you what to expect.

3a Arrange refunds (Reserved Seating)

If you've arranged a makeup performance, please let us cancel the original performance in the system and create the new performance. We will then move all the reservations from the canceled performance into the new one, because in our experience most patrons elect to attend the makeup performance.

To arrange for refunds, you are going to use the Swap seats feature of the Manage Seats tab to make sure that all the reservations that need to be refunded are back in the original (now canceled) performance. We will make sure no one can buy tickets to that performance. When the dust settles, we will refund all the reservations in the canceled performance, and disburse the other ones as usual.

If there is no makeup performance, you can just swap reservations into whatever performance the patron wants to see instead.

Click on the link below for instructions on how to swap a reservation or partial reservation into a different performance.

[Reserved Seating only] Exchange seats for an existing reservation

3b Arrange refunds (General Admission)

What we do depends on whether you have arranged a makeup performance or not. If you have, please let us cancel the original performance in the system and create the new performance. We will then move all the reservations from the canceled performance into the new one, because in our experience most patrons elect to attend the makeup performance. Once that's done, you'll let us know which reservations need to be canceled. If there is no makeup performance, you'll let us know which reservations should be moved into some other performance the patrons want to see. The most important thing here is to make sure we don't cancel the wrong reservation. To that end, we will need redundant information about the reservations you ask us to cancel. The best place to get that information is the Reservations Report [rsvns], which has the full name, ticket details, and most important, the Transaction/Authorization code.

Contact us as soon as you've disabled sales, and we'll go into whatever detail is necessary.