We heard you
Protect time before and after events
You told us back-to-back bookings were leaving no room for setup, cleanup, or turnover. Setup and tear-down time is now built into Vega so you can block the time you need without double-booking your spaces.
See the storyWhat we heard
Facility teams kept getting squeezed: the calendar showed the game at 7:00, but nobody blocked time for chairs, sound check, or cleanup. Another group would book the gym an hour before, and staff were stuck negotiating in email.
“We need time to set up before the event and tear down after, but the calendar only shows the event itself. Then someone else books the room in between.”
“Families do not need to see all our prep time. They just need to know when the program starts.”
What we built
Setup and tear-down gives you a simple way to block off the time needed before and after an event. Whether you need time for chairs, tables, equipment, cleanup, or transitions between events, Vega makes it easier to protect that time on the calendar and avoid scheduling conflicts.
Setup, event, tear-down in one view
Add setup and tear-down blocks directly on the event. Your team sees the full picture: prep time, the event itself, and cleanup. Conflict detection includes all of it, so spaces cannot be double-booked.
- Setup blocks before the event starts
- Tear-down blocks after the event ends
- Included in conflict detection across your spaces
Hidden from the public
Setup and tear-down times are included in Vega's conflict detection, ensuring spaces cannot be double-booked, while remaining hidden from the public so attendees only see the actual event time.
- Staff see the full schedule including prep and cleanup
- Families see event time only on tickets and public pages
What they're saying
Less scrambling before the doors open. Less overlap between groups. Your calendar reflects how your building actually runs, and your community still sees a clean, simple event time.
“Now we block setup and cleanup on the calendar like we always should have. No more surprise bookings in the hour before the event.”
"We finally have room on the calendar for chairs and sound check. Conflict detection catches it before we publish."
Activities director
"Parents see 7:00 PM. We see setup at 5:30 and tear-down until 9:30. Exactly what we needed."
School admin
This is already in Vega.
Setup and tear-down time is live for schools on the platform. See it in a quick demo, or explore reserved seating for your next ticketed event.