Is there a way to record attendance for an event in Tessitura that is not ticketed? For example, I want to record how many people attended a non-ticketed pre-show talk.
I'm interested to hear these responses as well. Our organization has begun to track attendance through Tessitura. What we do is create ticketed events even for those events that are not technically ticketed. Post event we record attendance by processing ticket sales to represent patrons. When setting up these events in Tessitura, we do a few things to differentiate them from a ticketed event. First, we create an attendance tracking mode of sale. Only managers have access to this MOS, so our staff do not accidentally print off tickets for a non-ticketed event. Second, we group these events in a separate 'non-ticketed' production seasons, so we can easily filter them out from reports if desired. Lastly, we remove the requirement that tickets be printed, so that we are not wasting ticket stock on non-ticketed events. While it is fantastic to see non-ticketed events represented in our reports, the time spent setting up the events is considerable. I would like to hear how other organizations handle attendance tracking.
Hi Brandea,
We use ticketing to track attendance for just about everything in our organization. We are a museum (though we do also have a theater). What you are describing sounds similar to the public tours we offer, to which we don't take advance reservations. People just show up for these optionally, and they are included with admission. We know we want a headcount, but we're not necessarily tracking specific constituents. Is that similar to what you intend?
I create a performance for each tour, with one Complimentary ticket type. In Mode of Sale, there is a checkbox to turn off ticket-printing. We take a headcount from a tour, and enter it in the system under one order. And that's it! The set up is minimal, especially once you've done it once, and are otherwise just copying the perf. The most intensive part is if you have a lot of the same thing (we have a daily 1:00pm tour) to be set up all at once. But, there is a great bulk-copy feature that was introduced in a recent edition of Tessitura that's made this super simple.
If you are concerned about making sure this attendance is separated from your shows, would it work to create a Title and a Season just for these? All of our tour types have their own seasons each year.
I think this is similar to what Joanna described. If I'm incorrect about this attendance being anonymous/walk up (as in, you want to track which constituents attend) there's no reason it can't work that way too. You'd just have to enter each person as a separate order.
Hope that all makes sense, let me know if I can clarify further.
Courtney
Thanks Courtney!
Thanks Joanna!