Create Special Events

Use this guide when you need to offer your activity on a specific date with a schedule that differs from the normal configuration -- for example, a holiday special, a one-time sunset cruise, or an extra departure added for a busy weekend.

How Special Events Work

A special event is tied to a specific date and defines its own set of time slots and a duration. It interacts with the activity's regular schedule in one of two ways:

• Additive -- The special event's time slots are added on top of the regular schedule for that date. Customers see both the normal slots and the special event slots.
• Substitutive -- The special event's time slots replace the regular schedule for that date. Customers only see the special event slots.

Create a Special Event

1. Go to Activities > [Activity Name] > Settings > Special Events.
2. Click Add Event.
3. In the dialog, configure:

Event Type

• Additive -- Adds time slots to the existing schedule on that date. Use this when you want to offer extra departures.
• Substitutive -- Replaces the existing schedule on that date. Use this when the entire day runs on a different schedule.

Duration

Select one of the activity's configured durations. The special event will use this duration for its time slots. (Durations must be set up in the Scheduling settings first.)

Event Date

Select the specific date for the event.

Time Slots

Add the time slots available for this special event. Click Add to add each time, and enter the time for each slot.

4. Click Create Event.

Edit a Special Event

1. Click the event row in the special events table.
2. Modify the type, duration, date, or time slots.
3. Click Save Changes.

Delete a Special Event

1. Click the trash icon next to the event.
2. Confirm the deletion.

Export Special Events to Other Activities

If you have special events that should apply to multiple activities (e.g., a holiday schedule across all offerings):

1. Click the Export button above the events table.
2. Select the target activities from the list.
3. Click Export to Selected.

This replaces all special events on the target activities with the current activity's special events. Make sure you save any pending changes before exporting.

Examples

Extra Departure on a Holiday

You normally run tours at 9 AM, 1 PM, and 5 PM. On July 4th, you want to add a 7 PM sunset tour.

• Type: Additive
• Date: July 4
• Duration: Select your standard tour duration
• Time Slots: 7:00 PM

Customers on July 4th will see four options: 9 AM, 1 PM, 5 PM (from the regular schedule), and 7 PM (from the special event).

Completely Different Schedule for an Event Day

You are hosting a private corporate event on October 15 and want to offer only two departures instead of the usual all-day slots.

• Type: Substitutive
• Date: October 15
• Duration: Select the appropriate duration
• Time Slots: 10:00 AM, 2:00 PM

Customers on October 15 will only see 10 AM and 2 PM -- the regular schedule is ignored for that date.

Tips

• Special events take precedence over blackout dates only when using the Additive type. A substitutive event on a blacked-out date may still be blocked. If you need to override a blackout, remove the blackout date first.
• You can create multiple special events for the same date with different durations if you want to offer, for example, both a 1-hour and a 2-hour option on a holiday.
• The events table shows each event's date, type (Additive or Substitutive), duration, and number of time slots at a glance.
• Use export to keep special event schedules consistent across activities without manually recreating them.
• Always verify the schedule on the activity's calendar view after creating special events to confirm the time slots appear as expected.