We are hoping to use Tessitura at our Gala Event in 2014 to process all of our auction item sales. It is a large event and we charge everyone for the purchases as they leave the theater on the night of the event. I'm trying to find out if other organizations process their auction sales through Tess, if they do this on the Development or Ticketing Side, and what the most effective approaches have been.
Any information would be greatly appreciated. Thanks!
Hi Steven –
We use Tessitura to process our auction sales, but we don’t run the charges until the next day (instead capturing CC information and signatures on receipts). Auction sales are processed as gifts, and booked to that year’s gala campaign, with source and fund (and corresponding GLs) noted as auction. We use one of our custom gift fields to capture the name of the auction item purchased, along with its FMV (according to the item’s donor), but don’t run acknowledgements for these gifts as the paperwork they receive at the close of the evening contains all the information they need to substantiate the gift. We’ve tried other methods, but this seems to be the most efficient way of working for us.
Feel free to contact me directly if you have any questions or are interested in more detailed information.
Cheers,
-Kat
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Kathryn Gloor
Director of Development
WESTPORT COUNTRY PLAYHOUSE
25 Powers Court
Westport, CT 06880
203.227.5137 ext. 122 (office)
203.221.7482 (fax)
203.227.4177 (box office)
www.westportplayhouse.org
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From: Steven Patton [mailto:bounce-stevenpatton2778@tessituranetwork.com] Sent: Tuesday, November 19, 2013 4:18 PM To: Kathryn Gloor Subject: [Tessitura Development Forum] Tessitura For Auction Items
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Hi Steven,
We did this for a few years. We charged people and put the money in a particular “on account” type on the night of. Development then processes the month as a contribution at their leisure in the next few weeks. It has the advantage that our box office reps can do the charging on the night when development is busy running the event, but then everything gets processed as a contribution later.
Adrienne
Adrienne Steer | Database and Accounts Manager
Kitchener-Waterloo Symphony kwsymphony.ca Conrad Centre for the Performing Arts 36 King St W | Kitchener ON N2G 1A3
519.745.4711 x 285
asteer@kwsymphony.on.ca
From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Steven Patton Sent: Tuesday, November 19, 2013 4:19 PM To: Adrienne Steer Subject: [Tessitura Development Forum] Tessitura For Auction Items
We process auction items in the Ticketing module. Any amount above the fair market value goes on account and a contribution is created with the overage amount. Any amount below FMV is not tax-deductible and not considered a contribution so that’s why we don’t process there. We had a custom report created to combine the revenue from both the Dev & Box module to see the big picture earned that night.
We use Bid Pal devices for the auction night and an express pay form to capture credit card info then process the actual transaction the following week.
Shelley Salinas
Box Office Manager
COCA
From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Steven PattonSent: Tuesday, November 19, 2013 3:16 PMTo: Shelley SalinasSubject: [Tessitura Development Forum] Tessitura For Auction Items
We are hoping to use Tessitura at our Gala Event in 2014 to process all of our auction item sales. It is a large event and we charge everyone for the purchases as they leave the theater on the night of the event. I'm trying to find out if other organizations process their auction sales through Tess, if they do this on the Development or Ticketing Side, and what the most effective approaches have been. Any information would be greatly appreciated. Thanks! Steven PattonAsst. Patron Services ManagerBroadway Rose Theatre CompanyThis message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!