Fixed Packages/ticket exchanges within the package

Hi Julie,

The process can vary depending on what your organization's policies on exchanges are. For example, if you charge exchange fees.

Here at the ESO we do a ticket for ticket exchange and there is an exchange fee for non-donors.

Yes, the tickets must be printed in order to exchange.

For us to process an exchange for one performance/seat within a package is generally this:

1) Start a new order. We do not process exchanges in the original package order to keep it clean.
2) Change the Mode of Sale to Exchange (this applies appropriate fees)
3) Load the constituent record

4) Add a line item for the performance to be returned and go to the seat map.
5) Right click on the seat(s) to be returned and select Return Seat from the menu

6) Enter the return validation value (if applicable depending on your setup). Seats to be exchanged will now turn yellow.
7) Back at the order details screen, add a line item for the performance to be exchanged into. Choose the appropriate price type.
8) Go to the seat map and select appropriate seats for the new performance.

That's pretty much it. It is very possible that you will have exchanges for more or less expensive seats. Your organization should have a policy for what to do in these situations (ex. do you return the value if there is a negative amount owing or does it get applied to a balance capture fee?).

Hope this helps!

We process exchanges after printing exactly as Shelley & Beth described,
but we also set our min # perfs on fixed packages to 1 less than the total
# in the package. We can then delete an opera from the unprinted fixed seat
package and add a separate line item for the opera they'd rather have (with
the appropriate price type in place so we recover the value lost when
deleting 1 opera plus any upgrade charge in case they move into something
more expensive). This is our "TradeOne" program to accommodate
different-opera trades but I suppose you could do this for
same-event-different-date exchanges too. The opera they trade into is a
one-performance package rather than an individual performance; we did this
so these trades fit into our subscription reporting structure.

Thanks,
Mary Mueller





"Shelley Salinas"

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In order to process an exchange the ticket must be printed. We process our
exchanges in a separate order so as not to affect the original sub seats.
We use an Exchange MOS and will grant any exchange requests to mail out the
accurate seats with the sub mailing. Hope that helps!

Shelley Salinas


From: Tessitura Ticketing Forum
[mailto:forums-ticketing@tessituranetwork.com] On Behalf Of Julie
Gregorchuk
Sent: Friday, June 15, 2012 11:56 AM
To: Shelley Salinas
Subject: [Tessitura Ticketing Forum] Fixed Packages/ticket exchanges within
the package



Hello,


We are just starting out with Tessitura and am feeling very green about a
lot of things. I'm finding the help button and the forum very helpful but
am not finding the clear answer I need. I'm hoping someone can help me out
with a quick response.


* How do you exchange a show/single seat within a fixed package? Can you do
this exchange without having the tickets printed?


If anyone can lead me down that right direction it would be greatly
appreciated!






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Hi All:
I'm going to be presenting on this at the conference in San Diego, but wanted to add the following:  We process exchanges with the method described above (dropping one or more out of a fixed seat package), but what some additions to the process.

What we have done for both processing and reporting purposes, is create an exchange package, set up similar to a design-your-own, with a minimum performance of '1'.  Processing thisway  keeps all of the tickets and all of the money in subscriptions.  You also can use the exchange package during the priority seating process after all the fixed seat packages have been seated, using whatever patron priority report you have.

There are some important caveats (you can't delete a sub line item that has been seated and paid, as an example) that impact reporting. 

If you have more pressing questions, please feel free to give a call.

All the best,

Mark Sackett
Box Office Manager / Treasurer
San Francisco Opera

Mark, 

I'm intrigued by this Exchange Package and I can't really wrap my brain around it. I'm the Subscriptions Manager and when I first started here my subscriptions reports were being thrown off completely by exchanges being done daily by the Box Office.

I'm trying to justify a new method of doing exchanges and I've met with nothing but resistance from the box office. I've now implemented doing exchanges in a new order. We don't have an Exchange Mode of Sale though.

I didn't know that you could set the minimum performances in a fixed seat package to 1 so I could do exchanges in the original order. I've never set up full season performances only "peel off" packages. 

You say there are reporting issues with what you're doing right now. What are the issues? 

 

Thanks. 

 

Adria Gunter

Studio Theatre-Washington, DC