Greetings Tessiturians,
We frequently offer our theatre spaces to other organizations for rentals, and we are looking into offering (or requiring) that their ticket sales go through our box office. I know this is something that is frequently done by other organizations and I am hoping those of you who have managed this may be able to provide some guidance.
What sort of separation do you put in place for these orders? Is it just basic user groups and permissions or is there anything more in-depth you do to protect constituents and data of a separate organization from mingling with your own data? I know Tessitura offers varied levels of separation up to full consortium splits so I would greatly appreciate any advice moving forward.
Thanks!
Joshua,
In general, our practice is similar to that of Gawain. For publicly ticketed events, it is required that it goes through our Box Office and sold on our website. And, again similarly, if they are attending something on our campus, we view them as our customers as well. What we will NOT do is include them in any of our direct marketing pieces until such time as they have a direct interaction with OUR organization; attending a rental event on our campus does not "count", per se.
For data, the rental client may ask for all patron contact information and sales information they want; it IS their event. We provide them as excel spreadsheets, generally (we definitely do NOT offer them access to Tessitura). For internal data separation, the Box Office has access to everything, they have to be able to do that. None of our Marketing/Events/Development departments have access to any rental data; this is all done via control groups. Finance has access to everything, again, that is needed.
We literally use the same ticket design for ALL events, so we have no worries there. We use the same MOSes and everything. Again, like Gawain, generally no issues with packages and single tickets as those are sold separately, and we never have a rental who sells packages.
Feel free to ask if you have other questions. Best of luck!
John A. Moskal II