Vendion
    Table Booking

    Create Recurring Events (Wine Tasting, Comedy Night)

    5 min read#27

    Recurring events automatically generate all upcoming occurrences based on a rule you set. You only configure the event once – the system fills in the rest.

    Open the event settings:

    1. Go to Admin → Bookings (/admin/reservationer)
    2. Click the gear icon in the top right
    3. Choose the Events tab
    4. Click New event

    Fill in the basics:

    FieldExampleNotes
    Name"Friday Wine Tasting"What the guest sees on the booking page
    Description"Five selected wines from Piedmont, presented by our sommelier..."Marketing text
    ImageUploaded poster or URLShown at the top of the booking flow
    Slug"friday-wine-tasting"Auto-generated from the name, editable
    Price per person595 SEKSet to 0 for free events
    Max per booking6Max seats a single guest can book at once
    Requires tableOnLink each booking to a physical table

    Choose event type: Recurring Select "Recurring" in the type switcher. The repeat-rule fields will appear.

    Three common scenarios:

    1. Every Friday (wine tasting)

    • Frequency: Weekly
    • Weekday: Friday
    • Start time: 19:00
    • End time: 22:00
    • Capacity per occurrence: 20 seats
    • Start date: 2026-05-01
    • End date: 2026-12-31

    Result: 35 auto-generated occurrences every Friday May–December.

    2. First Saturday of the month (comedy night)

    • Frequency: Monthly
    • Weekday: Saturday, position: 1st
    • Start time: 20:00
    • End time: 22:30
    • Capacity: 40 seats
    • Start date: 2026-05-01
    • End date: 2027-04-30

    Result: 12 occurrences, one per month.

    3. Every other Thursday (jazz night)

    • Frequency: Weekly (interval 2)
    • Weekday: Thursday
    • Start time: 20:00
    • End time: 23:00
    • Capacity: 60 seats
    • Start date: 2026-05-07
    • End date: 2026-12-31

    Result: 17 occurrences, every other Thursday.

    Click Save – the system generates all occurrences When you save, Vendion walks the rule and creates an occurrence for every matching date. The list appears immediately in the event's detail view.

    Edit individual occurrences: Even if the event is recurring, you can tweak each occurrence:

    • Change capacity – "Midsummer's Eve: only 12 seats due to reduced staff"
    • Change time – "June 30 starts at 19:30 because of a private event before"
    • Cancel the occurrence – "July 7 closed, team off-site"
    • Add a note – "Only 8 seats left – SOLD OUT soon"

    Click an occurrence → pencil icon → edit → save. Existing bookings aren't affected by reducing capacity, but the system warns you if you try to set capacity lower than the number already booked.

    Add extra occurrences outside the rule: Need an extra date? Click "Add manual occurrence" – set date, time and capacity. It's added without touching the recurring rule.

    Activate / pause an event: Toggle "Active" to pause the entire event. Inactive events disappear from the public booking page but stay in admin. Existing bookings aren't affected.

    Pricing tips:

    • 495–695 SEK is the sweet spot for 2–3 hour wine tastings
    • 250–450 SEK works for comedy and live music nights where food is à la carte
    • 795–1 295 SEK for julbord and chef's-table tasting menus
    • Use VAT-inclusive prices to avoid confusion

    Typical capacity matching the venue:

    • Small venue (20–40 seats): set event capacity to 70–80 % of total
    • Medium (40–80 seats): 50–70 % of total for weekday recurring events
    • Larger (80+ seats): full venue for special events (e.g. julbord), but half of the venue for recurring events so regular à la carte guests still get in

    Two pitfalls to avoid:

    Pitfall 1 – Too few initial occurrences Never set just 2–3 occurrences of a recurring event. If they sell out without more dates in place, you lose interested guests. Always schedule at least 3 months ahead.

    Pitfall 2 – Forgetting to activate A common miss: you create an event but forget to toggle "Active". The event doesn't show up for guests. Always verify the toggle before marketing on social media.

    Duplicate an event as a starting point: If you want a new event similar to an existing one (e.g. "August wine tasting" based on "June wine tasting") – click the three-dot menu next to the event and choose "Duplicate". The system creates a copy with all settings; you only change name, dates and maybe price.

    Linking to table assignment: If you ticked "Requires table" on the event, this happens when the guest arrives:

    1. Staff searches for the booking in the POS or admin
    2. Clicks "Check in" → a table is assigned automatically or manually
    3. The guest's orders during the evening are collected on the assigned table
    4. When the guest is done, the booking is marked Completed

    Without "Requires table", the guest still appears in the calendar but without a specific table – good for cocktail events, mingles or standing arrangements.

    Next step: Read Event bookings – guest flow and slot handling to understand how guests buy their seat.

    This feature is part of Vendion Booking.

    Curious how it looks in practice? Read more about the product or book a short demo.

    Read about Vendion BookingBook a demo

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