See each edition's profit and when cash will run tight

See where your money goes across all your events

The Spend tab in your brand's Event Operations adds up the budgets of all your events in a period. Choose the last 12 months, the next 12 months, this year or last year. Recorded and planned costs sit side by side with the income your events recorded. A promoter running dozens of shows sees where the money went across all of them, without opening one budget at a time.

Budget sections sets each kind of cost against its plan across all your events, largest first. You see whether production, talent or staffing keeps growing. Biggest suppliers ranks the suppliers you pay most on your purchase orders, with how many orders each has. That is the list you want in front of you when you negotiate next year's rates.

Each event in the period shows its planned and recorded costs and its cost per person through the door. The show that ran over plan stands out.

• Recorded and planned costs: all the events in the period added up
• Budget sections: the same section across your events, recorded against planned
• Biggest suppliers: what you pay each supplier and on how many orders

• See what your brand spends across its events

Know what each guest through the door cost you

Cost per checked-in attendee divides your recorded costs by the people your door teams scanned in. You see it for your brand and for each event. It counts the people who came, never the tickets sold. You can compare a sold-out night with a quiet one on what each guest cost you to welcome.

A venue group can see which nights of the week cover the cost of the room. A touring promoter can see which cities cost the most to fill. A festival can see whether last year's bigger site cost more for each person on it. Events that have not started, or where nobody was scanned in, stay out of the figure. A show that has not happened never makes it look better.

• People scanned in: the people your door teams scanned
• Per checked-in attendee: for the brand and for each event

See what each edition made, year after year

Profit and loss sets each edition's income against what it cost and shows its profit or loss beside the editions before it. You see which years grew, which costs grew faster than income and what to change before the next edition goes on sale. The figures come from the budgets your team already keeps for each event.

Running several brands, a tour or a season of club nights? Profit and loss shows each brand side by side, so you know which brands carry the business and where costs are climbing. Each event's own budget already sets total revenue against total expenses and shows the net. The figures behind each edition are the ones your team trusted on the night.

• Profit and loss: income against costs for each edition
• Edition by edition: this year beside the years before
• By brand: all the brands you run, side by side

• Spot an overspend before the invoices arrive

See a cash shortfall coming before deposits fall due

The cash-flow forecast sets the ticket money your sales pace points to against what your events owe. Deposits, balances and supplier payments show on their due dates. You see the week when cash will be tight while you still have time to act. Move a payment, ask for a later balance date or plan your next ticket release.

The payments come from the Payments due list your team works from on each event. It holds performers' deposits and balances, per diems and backline, and supplier orders once you approve them. Payments due across all your brand's events is already in Event Operations. The dates behind the forecast are the ones your team pays against.

• From your sales pace: the ticket money your pace points to
• From your payment dates: deposits, balances and supplier payments when each is due
• Cash in and out: side by side on the dates they happen

• Pay on time and settle each show line by line

Take a one-page board pack to each meeting

The board pack puts your profit and loss and your cash-flow forecast on one page. Share it with your board, your investors and your partners. Nobody stays up the night before the meeting copying figures into slides. Everyone at the table sees the same numbers your team runs the events on.

• One page: profit and loss and cash flow together
• Ready to share: for your board, investors and partners

Know each morning whether you are ahead of last year

Compared with last time sets this event's ticket sales beside your last edition at the same number of days out. One sentence tells you how far ahead or behind you are. It shows on the event's Statistics page and on Today, so your team sees the pace each morning without running a report.

Compare by tickets or by share of capacity, so the comparison stays fair when you moved to a bigger venue or added a day. While the event is on, you see check-ins so far against last time at the same point. You know early whether the gates are busier than last year.

Ask Fai, the assistant in your dashboard, how this edition is pacing or what your events cost over the last year. Ask her which supplier you pay most. Fai answers from the same figures, and she changes which event the comparison uses only after you confirm.

• At this point: the same number of days before each event
• Share of capacity: a fair comparison when the venue size changed
• On Today: the sentence and both sales lines for your team

• Compare your ticket sales with your last event
• Know your day and give each job an owner

Compare with the edition that makes sense

Ticket Fairy suggests your last edition from your brand's earlier events and tells you why. It looks for the same or a similar name, about a year earlier or at the same venue. You keep the suggestion or pick a different event with a search. For a one-off show with nothing to compare with, turn the comparison off.

When a team member changes the event, the comparison names them. If two people change it at once, the second save stops and names the first. Nobody quietly switches the benchmark the whole team uses.

• Suggested event: with the reason for the suggestion
• Find an event: compare with any of your brand's earlier events
• Don't compare: for a show with no earlier edition

Plan your next edition from how this one went

After the event, the comparison tells you how many more or fewer tickets you sold than last time. It sets no-shows beside last time's and charts how fast people arrived. You see whether the doors coped better than last year and how many ticket holders never came, ready for the next edition's plan.

Put that beside the edition's profit and loss and its cost per person through the door. Your talk about next year then starts from what happened: what it cost, what it made and how the crowd behaved.

• No-shows: against last time
• Arrivals from the start: how fast people came through the doors
• Final sales against last time: more or fewer tickets sold, in one sentence

• Learn from this edition and start the next one sooner