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Ticket Reservations Chief Task List

Last Revised on: October 1, 2006

Welcome to your Task List! The Sudbury Savoyards Task Lists are designed to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information

The Ticket Reservations Chief is responsible for advance ticket orders by telephone, mail and website, including collecting money and either mailing tickets or delivering them to the House Manager. The Reservations Chief must have an email account to handle any orders coming from the website.

Quick List

Complete? Task Timeframe
Change Voice Mail approx one month before first performance
Get Tickets from Tickets Chief approx one month before first performance
Web Orders approx one month before first performance
Handling Ticket Orders mid-January
Change Voice Mail- Performances approx one month before first performance
Turn in money one week before opening
Ticket Accounting - Performances early February
Change Voice Mail- Post Show immediately following production
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date.

Task Details

Change Voice Mail

When reservations are ready to be taken over the Savoyard message line, change the outgoing message to reflect show dates, times, and what information the caller should leave (generally name, phone number, number of tickets). The message can be updated once the show opens. Samples of phone messages are included at the bottom of this task list. Bear in mind that the outgoing message can only be 45 seconds. Coordinate the change with the Secretary so there is no lag in checking the messages.

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Get tickets from Tickets Chief

Start with the following quantities: 100 adult, 100 Student/Senior, 50 mid-week, and 50 child. Get more from Tickets Chief if supplies run low.

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Web Orders

If web orders are to be used, there is existing HTML code that can be edited to use the correct dates. The editing does currently require knowledge of HTML code - this is in the process of being documented. The code is designed to stop orders for a particular performance three hours before curtain, so that someone will not place an order when the Reservations Chief will not have time to retrieve it. Orders are automatically emailed to tickets@sudburysavoyards.org. Work with the Webmaster to make sure the email is being routed properly and the code has been updated to include correct dates and prices.

Patrons may also order tickets simply by sending an email from a link on the website.

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Ticket Orders

Set up a spreadsheet (or any system) (name, address, phone, show, #, type, price paid) to keep track of ticket orders that includes: name, address, phone, show, # of tickets, type, total price. Create envelopes for those who order tickets without paying. Label each envelope with last name, first name, number of tickets and total price. If tickets have been paid for, mark the envelope "paid in full"; if not, clearly mark the amount due.

Mail tickets to those who paid by mail, assuming there is time to mail; generally, mailings stop one week before a performance. Send a "thanks" note with the following suggested text: Thank you for your order. Please note that seating is unreserved, so you should plan to arrive early for best seating. We hope you enjoy the show." Add a handwritten "thank you" note for any additional donation that accompanies the ticket request.

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Change Voice Mail- Performances

Once performances start, and tickets can no longer be mailed, change the Call Answering voicemail message to something like the following:
'The Sudbury Savoyards will present (show) at Lincoln-Sudbury Regional High School on (day, date, and time of each performance). Ticket prices for all performances are (price) for adults and (price) for students and seniors. There is adequate seating in the large handicapped-accessible auditorium, but if you are calling at least one day before the show you wish to attend, we will hold tickets for unreserved seats for you at the door. Please leave your name, address, telephone number, show time, number, and price category of tickets at the tone. We can't accept credit card payments. To inquire about rentals, please leave your name and number at the tone, or check our web page 'www dot Sudbury Savoyards dot org'. Thank you.'

The message should be changed again after the first weekend to remove the references to past performances.
Also assure callers that tickets will be available at the door.

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Turn in Money

Turn over money collected so far and corresponding ticket counts to the Tickets Chief.

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Ticket Accounting - Performances

Discuss and agree with the Tickets Chief and the House Manager how unpaid advance orders are to be accounted for. The tickets themselves have come from the Reservations Chief's stock and they must account for them to the Tickets Chief. The House Manager has collected the money and it is to cumbersome to ask them to keep the money separate from the at-the-door and concession sales. What has worked in the past:

Clearly mark any envelopes given to the House Manager with a "TR"
The House Manager makes sure that all claimed envelopes are returned to the reservations chief (after the last performance, return all envelopes, claimed or not).
The reservations chief will be able to tell the House Manager how much of the total collected was for advance reservations.
This amount is then attributed as sales by the Reservations Chief and SUBTRACTED from the House Manager's total for the performance.

The alternatives are for the Reservations Chief to "turn in" those tickets in envelopes and the Tickets Chief "assigns" them to the House Manager. The disadvantage to this is that it is not an accurate number of advance sales, though to be honest, these are "reserved" and not "sales" unless the tickets are picked up. Back to Quick List

Change Voice Mail- Post Show

Change the Call Answering voicemail message to something like the following.
"The Sudbury Savoyards would like to thank our audience, advertisers, sponsors, and members for making our recent production of (show) so successful. You have reached our voice mail service. For information on renting costumes, sets, or props, you may call (Second Trombone's name at phone). Leave a message at the tone and we will return your call, or check our web page "www dot Sudbury Savoyards dot org". Thank you."
Replace the beginning of the message with an audition announcement for the Summer Show, if we are having one, e.g. "The Sudbury Savoyards are holding auditions for lead roles in our summer production of (show). Auditions will be held at Sudbury United Methodist Church, 251 Old Sudbury Road, Route 27, in Sudbury Center, on (day and date) and (day and date) at (7:30pm)."

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Attend Debriefing Meeting

The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.

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Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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Tasks that require your input, but are the responsibility of others


Related Documents:

Sample Phone Texts