Elevated event challenges

Right -- I guess what I was really looking for was how you react to a situation where a seat changes within the performance side of the puzzle. It seems like either a “gatekeeper” for the event or good communication between the box office and development is the answer there.

 

Thanks!

Matt

 

If you're utilizing the History Tab > Events you can record (by double clicking the notes) their Table & Seat number for the event. To the right of these boxes, there is a "Performance Seat" box where you can type their ticketing information.

Sarah,

 

Thank you very much for the effort in responding.  I think it may be a good idea to clarify what I was looking for on item three. I just whipped this situation up, so please forgive me if I miss anything. We have our patron, named A. Donor, and their friend, A. Guest. Donor has bought tickets to an event like so.

 

 

 

And we have an event record like this. We have keyed in the performance seat.

 

 

 

The rub on this is that our development staff wants to know specifically which seat Andre is supposed to sit in and which Andre is supposed to sit in. Right now, everything is ok.

 

So now let’s assume that the donor changes their seats for some reason. We now are in a situation where either we use the ticketing info like the Performance Seating Book (then we don’t know which seat Ann and Andre are supposed to be in specifically) or we need to update the information in the dialog below, which grants the ability to deliver on what Devo wants but obviously requires more work to keep correct. I went ahead and did it manually again so I can make sure everything is exactly the way we want it.

 

 

I can’t really see what I’m describing being done in code; I think this is more of a communication issue between whoever is maintaining the development end of the event data and the box office. It might be useful to utilize a report that concentrates on exchanges within an event for select patrons to help out with any missed communication. From what I am guessing this is not going to happen that much, but since the event is a big deal to us, I should have a game plan together if it happens. As for the event levels and the invitation statuses, those all make sense to me – we have similar setups.

 

So hopefully I have not wasted too much of your time, and that my response makes sense in its own right.

 

Thanks again,

Matt

 

 

 

 

I'm having trouble understanding your question, so hopefully I don't bomb any further advice for you. If you create a list of everyone attending the Event, you can run a report under Ticketing Box Office Reports > Performance Seating Book and plug in what night the performance is for (same day of the event) and it'll spit out everyone's Row & Seat numbers. To my knowledge the Seating Report has updated information even if they've exchanged into the night of the event.

As far as tracking different types of payment methods for the event, we've set up for Event Levels (double click on notes in history>events) the following Categories: Complimentary, VIP, Volunteer, Regular. And for the Status for the event we have the following categories: Attending, Declined, Donated, Follow-up, Invited, Paid, Pledged, Volunteer. This has been incredibly useful (not matter how confusing it may appear being listed above)

Putting this into action: let's say John Doe purchased two tickets for the event. One for himself, and one for another donor who has their own record - we'll call her Jane Dofus. Under John Doe, we put 2, paid, double click on notes add John Doe - associate the ID number, add Jane Doefus in the same record associate her ID #, and It'll show Jane as attending the event in both Johns & Jane's record. In the Event report it will clump John & Jane as together. Fill out in Johns record what Table & seat # for the event - fill out performance seat for their tickets to their performance - or you can rely solely on the Seating report.

Phew - I hope this wasn't too confusing, and that this response isn't completely useless to your question :P