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Seeking Advice for Community Ticket Program

Elise Bargman
$organization

Hello! Our organization distributes hundreds if not thousands of comp ticket coupons to various community organizations each year through our community ticket program.

 

Right now, we send out paper coupons for organizations to distribute, which get redeemed at the box office for actual tickets once the individual is sure they are coming. That process is done using email requests and paper mail, using Microsoft Access to keep track of everything up until the coupons get redeemed. It requires a great deal of manual effort on the part of the program's administrator, as well as on the part of our community partners.

 

I'd like to make this process easier, fairer, and more efficient for everyone involved so that we can help more people take advantage of this program, but I've struggled to find much information on how best to do this.

 

I'd love to hear how other organizations administer similar programs, either over text here or by setting up a quick call if you're willing! I'm also going to the Tessitura conference for the first time this year, and would be happy to talk then too. Thank you!

 

-Elise Bargman

Database Specialist

Overture Center for the Arts

Parents
  • $organization

    I'm particularly interested to hear about the following:

    1. How you use Tessitura for this process (or if not, what you do use and why)
    2. How you process requests for coupons, and allocate them for each show by organization
    3. How you handle coupon/ticket distribution
    4. How you increase the rate your coupons/tickets get used/redeemed, or find ways to reallocate coupons that would otherwise go to waste
    5. How you communicate with & build relationships with individual patrons within this program, not just the organization's administrators.
      • This becomes especially important when there is a cancelation due to COVID.
Reply
  • $organization

    I'm particularly interested to hear about the following:

    1. How you use Tessitura for this process (or if not, what you do use and why)
    2. How you process requests for coupons, and allocate them for each show by organization
    3. How you handle coupon/ticket distribution
    4. How you increase the rate your coupons/tickets get used/redeemed, or find ways to reallocate coupons that would otherwise go to waste
    5. How you communicate with & build relationships with individual patrons within this program, not just the organization's administrators.
      • This becomes especially important when there is a cancelation due to COVID.
Children
  • $organization in reply to Elise Bargman

    Elise-

    We have an online form organizations can fill out for the ticket donation request. Sometimes they send us physical mailing too for request.

    We enter the organization in Tessitura if they are not already an organization within the software. We make a new order for the "donation comp" as the donation for the show it's vetted for. Those are then mailed to the organization to use at their fundraising events. 

    When a patrons redeems the voucher we have two ways, call into our ticket office or go online to fill out a form. That form is sent to our inbox that is monitored during business hours for staff to fill. 

    We created a MOS for Vouchers and used an allocation hold "V" in section we want to allocate to use vouchers on. Then we send the tickets to the patron as a PAHT. 

    Most to the  relationships with community organization have been ongoing.

    If there were ticket donation letters or comp vouchers issued during the 19-20, 20-21 seasons, We ok'd them to be used in the 21-22 season. Those were either ok'd by myself or by my former predecessor's