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Super Packages & renewals

Tommy Looney
$organization

Hi.

My question is specifically for those organizations who have at one time been dealing with a single house, Fixed Seat Package and are now using multiple venues in a Super Package season.

What tips or suggestions can you provide since we cannot rollover our Super Packages from season to season - how do you function and structure your renewal data so that it is accurate for the Renewal Invoices since we can't use Tessitura.

I am continuing a practice that I started last year, our first moving from Fixed to Super.  I run a list of all current subscribers and populate it in the Customer Data Export Utility - this gives me their patron information as well as their previous seating information for the season in each different configuration.

I take that and save it into an Excel spreadsheet.  I have to manually go in and clean the list so that seating information from the current season will be correct for the upcoming season.  I also manually add pricing information, since it will change from current to the upcoming season.  Then once I have all that information in a spreadsheet I do a simple mail merge onto a Word document so that the fields I want populate where I want on a blank renewal document.

This is EXTREMELY time consuming, especially since our sub base has grown so much.  Is there an easier way to do this?  Maybe a way that utilizes Tessitura that I am not aware of?

It was so much nicer to have the rollover functionality, but since it's not available with Super Packages it makes it difficult to be accurate and precise with our renewals.

Also, do you still utilize a paper renewal or do you also utilize the Online Renewal functionality even though with a Super Package, non-rolled over renewal it would appear that patrons are purchasing a new subscription online?

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  • $organization
    Kevin:
     
    We are a bit unusual in that our stage configurations will not be the same from season to season because of our new flexible space.
     
    This season we had a 5 show season with shows 1 & 4 in a Thrust configuration, shows 2 & 5 in Proscenium, and show 3 in a Black Box.
     
    Our upcoming season that we are renewing for is now a 6 show season with shows 1 & 5 being in a yet-to-be determined environmental configuration, shows 2 & 6 in a Proscenium configuration, show 3 will be in Thrust, and show 4 will be at our old location, a modified Proscenium.
     
    So I guess the only way to rollover Super Packages is if the configurations and everything were consistent from season to season, correct?
     
    To be honest I feel like I am making more work for myself that is necessary, and I know that however perfect I think I am that I am bound to make some mistakes.
     
    Do you know of any other Tess users that have been operating successfully with a flexible space and how they have adapted the system to be beneficial with renewals and packages in general?  I know that Lookingglass in Chicago is a LORT with a flex space plan, but are they on Tess?

    Thanks.
     
    On Mon, Apr 5, 2010 at 8:37 AM, Kevin Sheehan <bounce-kevinsheehan4372@tessituranetwork.com> wrote:

    Hi Tommy,

     

    You can roll over super packages.  To do so you roll over the sub packages separately.  As long as all the sub packages end up in the same order, a super package is created.  See the Package Administration document, section 2.D.2, for details.

     

    Kevin Sheehan

    Documentation & Learning Resources Specialist

    Tessitura Network

    1 888 643 5778 ext 329 Office

    ksheehan@tessituranetwork.com



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    Tommy Looney
    Assoc. Director, Ticketing & Patron Services
    Dallas Theater Center
    2400 Flora St | Dallas, TX 75201

    214.252.3925 (direct)
    214.252.3927 (Subscriber Courtesy Line)
    www.dallastheatercenter.org
  • $organization in reply to Tommy Looney

    If the proscenium and thrust configurations this year are the same as they were last year then you can rollover last year's subpackages for each into this year's subpackages for each respectively. The yet-to-be-determined would have to be seated manually. But you can still do it. However, if last year's proscenium is a different facility than this year's, etc. then you can't rollover.

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  • $organization in reply to Tommy Looney

    If the proscenium and thrust configurations this year are the same as they were last year then you can rollover last year's subpackages for each into this year's subpackages for each respectively. The yet-to-be-determined would have to be seated manually. But you can still do it. However, if last year's proscenium is a different facility than this year's, etc. then you can't rollover.

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