Before you continue, go to your event settings and make sure you have the Display other members option is turned off. This prevents your artists from seeing who else has been assigned to the event.
There are several ways to manage bookings in Band Pencil, and most users develop a process that mirrors how they’ve worked previously. We encourage you to choose an approach that works best for you and to clearly communicate that process to your members.
One of the most effective and commonly used methods for first-come, first-served bookings is outlined below.
Assign members to the event
Assign all members or artists you may wish to book for the event.
Hide the event if needed
If you need time to finalise event details, set the event as not visible so members cannot see or respond yet.
Make the event live and notify members
When ready, make the event visible and send an email to all assigned members at the same time.
Clearly state that the booking is first come, first served, and that the selected member will receive a confirmation email.
Track responses in Band Pencil
Use Band Pencil to monitor availability responses and see who replied first.
Alternatively, you can rely on email notifications when a member updates their availability.
Confirm the booking
Once the first respondent is identified, email them to confirm the booking.
Remove other members
Remove all remaining members from the event to avoid confusion.
Optionally (but recommended), email them to let them know they have not been booked.
To speed things up, you can create member groups and assign an entire group to an event instead of adding members individually. This can significantly reduce admin time when managing gigs.
On the event page, look for the gold trophy icon 🏆. This automatically highlights the first member to submit their availability.
Please note: