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General Statement

The University Union offers a wide rang of activities and programs for the campus community. Some of these events necessitate the sale of tickets for the event to come to campus. Working with the Central Ticket Office, tickets for Union events will be placed on sale according to the procedures below.

Guidelines and Procedures

Putting Tickets on Sale

For the purpose of arranging the sale of tickets for admission to University Union programs by the Central Ticket Office, the following procedures apply:

  1. Arrangements to put tickets on sale are made by the Program Advisor in charge of the event, or a professional staff designee.
  2. An initial memorandum is sent to the Central Ticket Office Manager, including the following information:
    1. Name of event.
    2. Day and Date of event.
    3. Ticket prices and categories.
    4. Number of tickets to be sold.
    5. Date to begin selling tickets.
    6. The account to which the revenues should be distributed upon final reconciliation.
    7. The names of any designees authorized to be given an update on the numbers of tickets sold.
  3. A follow-up conversation should take place to clarify any questions or concerns regarding the sale.
  4. A poster, press release, and any other pertinent publicity and customer service information for the show are given to the Central Ticket Office Manager as soon as possible.
  5. Frequent verbal communication between the Program Advisor and Central Ticket Office is essential.

Discount Ticket Arrangements

Discount tickets may be arranged for group sales as a special service to organizations, at the discretion of the Program Advisor. These arrangements may be made through the initial memorandum, or a later memorandum, to the Central Ticket Office Manager. Such sales should be reflected on the "Box Office Settlement" report.

Complimentary Tickets

"Hard" complimentary ticket arrangements are also made through the Central Ticket Office, as per above and at the discretion of the Program Advisor. Such tickets should be reflected on the "Box Office Settlement" report.

As a general policy, employees of the University Union are sometimes admitted ("comped") into shows, free-of-charge, depending on seating availability. Rather than being given hard tickets, a list of employee names would be kept at the door for each show. It is the responsibility of employee supervisors to give updated employee lists to the Program Advisor, if they want their employees to be comped into Union-sponsored events. Professional employees are comped "plus one guest"; part-time employees are comped for themselves only, unless other arrangements have been made with the Program Advisor in advance. Employees may be requested to show an I.D. at the door. Occasionally, employee comps may be restricted due to program expense or space limitations.

In addition to the above, Union Board of Directors and Policy Board members may request to be "comped" into particular events. The names of those members should be given to the Program Advisor as early as possible, for inclusion on the list at the door on a show-by-show basis.

Box Office Revenue and Settlement

For the purpose of the proper deposit of revenues and a final reconciliation from the sale of tickets for admission to University Union programs by the Central Ticket Office, the following procedures apply:

  1. As soon as possible, the Program Advisor requests a preliminary "Box Office Settlement" report from the event.
  2. Upon receipt of the final report and a check payable to the University Union, the Program Advisor takes the following steps:
    1. Check the report, verify that they are in order, and make copies.
    2. Make copies of the check.
    3. Turn the check in to the ASI Business Office, along with the revenue account number to which it is to be deposited, and obtain a receipt.
    4. Make a copy of the receipt.
    5. Distribute the paperwork to the Associate Director for Programs and keep copies as part of the office event file.

Change History

Adopted: January, 1991

Updated: February 14, 2002

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