The Multiple Private Events feature in Xola maximizes the use of your resources by enabling you to host several private bookings—each as its own exclusive group—at the exact same time, as long as you have enough equipment to accommodate them.
This flexibility means you can book multiple private vehicles, rooms, boats, guides, or any type of resource-backed experience simultaneously without risking overbooking or guest overlap.
Instead of restricting your business to just one private event per time slot, Xola automatically tracks your equipment inventory and allocates available resources across multiple private reservations, giving you a powerful way to boost capacity and maximize your revenue potential during peak hours. This is especially valuable for operators with fleets, rental items, or spaces that can be run in tandem, ensuring you make the most of every available asset while still delivering an exceptional, truly private guest experience for every group.
User Access: Administrator or Curator roles have access to set up Multiple Private Events in the Experiences.
Administrator or Equipment Manager roles have access to set up Equipment used for Multiple Private events.
To grant access to users, click here.
What's covered in this article:
How to set up
- To enable Multiple Private Events for your experience and equipment, please reach out to our support team.
- Once enabled, any experiences with equipment assigned to them and with private pricing enabled or set to per outing will allow customers to reserve the same time slot if there is available equipment.
Setting up your Experience
You will want to enable private pricing on your experience if they are per-person pricing.
Note: Private Pricing can only be enabled when an experience is per person. All per-outing experiences are already considered private, and Multiple Private Events will work automatically.
- Navigate to Product > Experiences, find the experience, and click Edit.
- Now go to the Pricing tab on the left-hand side.
- Next, choose your Experience Type as either 'Private Experience' or 'Public & Private Experience'.
- Now, scroll down to Private Pricing and configure your private pricing.
To learn more about private pricing and how this looks to your customer, click here.
Setting up your Equipment
- Navigate to Resources > Equipment Management.
- Click the blue "+ Create" button in the upper right corner to add a new piece of Equipment.
- Set the name, capacity, and count of that particular item.
- Count: The number of identical equipment items.
For example, if you have 3 buses that hold the exact same number of people, set the count to 3.
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- Capacity: The number of spots a single equipment item can accommodate.
For example, a bus with 10 seats should have a capacity of 10.
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- Click Save.
- Add Schedules: Create a schedule to designate specific days/times that this equipment item is available or unavailable. Leaving the schedule blank will default the equipment to always be available.
- Product Assignment: Select which experiences the equipment will be utilized by.
To learn more about Equipment Management, click here.
Note: If you have private pricing or your experience is per outing and equipment is tied to that experience, once Multiple Private events are enabled, multiple private groups will be able to reserve the same time slot as long as there is available equipment to facilitate the event.
How Multiple Private Events work
Let's look at an example. Let's say you run/have a Historical Downtown Walking Tour, that requires 1 vehicle per tour, that holds up to 20 people. You also have 3 vehicles you can have out on tour at the same time.
After you set up your experience and equipment, your customers can reserve this experience as a shared experience on your website. They will see it as no different than before. If you enable Public & Private pricing, your guests will be able to choose between a Shared or Private experience.
After a customer reserves, if you still have additional equipment available to facilitate another event, you will see that Xola has opened an additional event for the same time.
You can reserve another group from the Dashboard as normal, or a group can still reserve this time slot on your website checkout. This will continue until all your equipment is occupied. In this example, you could reserve up to three different groups at 6:00 p.m. because you have three vehicles tied to this experience from equipment.
Note: If you have the Experience Type set up to allow 'Public and Private Experiences' you can combine both types of reservations with Multiple Private Events.
If you click into your time slots, you can see which equipment is being used, and even modify that equipment, if needed.