Greetings,
Apologies if this has been posted before. I suspect that this topic may have been brought up under different terms.
I'd like to informally poll the community about how one tracks invitations as membership benefits. For example, STC offers invitations to a certain number of opening night performances during a membership. We track this with attributes as the memberships are created. This allows us to invite members close to their donation date, but it's a manual process that can be cumbersome, time consuming and in the worst case, error prone.
How do others track this kind of information? Does anyone use premiums, CSIs, or the events module itself? Does anyone simply pull on membership, and if so, how do you ensure the correct number of invitations during the membership? Does anyone assign levels to certain productions (for example, all $500 members come to Show 1).
And of course, what are the challenges you face and benefits of your method?
Thank you so much,
Meridith
Meridith Young
Development Operations Manager
Shakespeare Theatre Company
516 Eighth Street SE
Washington, DC 20003-2834
T: 202.547.3230 x2323
F: 202.608.6381
myoung@shakespearetheatre.org
Meredith,
I have experienced a similar situation with our Open Rehearsals/Dress Rehearsals. Activities worked for us, because we would send out all of the invitations/dates at the beginning of the season, to which people could choose from 2 out of the 4 or whatever their membership allowed. I would then mass create them in the Activities tab (when the mailer was sent out) and when they RSVPed for the selections, would decline everything else so they were not still in an invited status. If people joined mid-year, the invite would go out and the activities would be added into their accounts on a weekly basis when the acknowledgement/mailer went out.
I would only suggest using the Events Module if there is a dollar amount tied to the invitation. Because activates are date driven, it worked for our purpose, though we had to re-think how we sent everything out!
Hope this helps!
~Rebecca
Thanks! So how does that work with events that require theatre/table seating? Do you put that info in the activity notes?
Hi Meredith,
It might be worth exploring the special activity functionality for this purpose… you would be able to pull lists on members and how many activities (Opening Nights) they’ve been to, and also track invited vs declined/attended/no show, along with number of guests and any special requirements (needs aisle seat, allergic to peanut canapés, etc.). Using lists of members, you could also use some development and data reports to mass invite/update records. Feel free to give me a shout if you want to.
Cheers,
Kathleen
Kathleen Smith
Application Support
Arts Centre Melbourne
T +61 3 9281 8578
E kathleen.smith@artscentremelbourne.com.au
W artscentremelbourne.com.au
From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Meridith NimkeSent: Friday, 13 April 2012 5:35 AMTo: Kathleen SmithSubject: [Tessitura Development Forum] membership benefits tracking: invitations
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From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Meridith NimkeSent: Thursday, April 12, 2012 3:35 PMTo: Rebecca SachSubject: [Tessitura Development Forum] membership benefits tracking: invitations