Policies and Sponsor Agreement FY 2016

Transcription

1 Agreement Policies and Sponsor Agreement FY 2016 This document serves as the ticket operations, sales and services agreement between the Stanford Ticket Office and. This agreement is for an event presented during the fiscal year. Any agreement with Stanford Ticket Office is with Stanford University. Ticket Office Services To accommodate the varied ticketing needs of our clients, we have established three levels of service. Additional services listed at the end of this section may be ordered individually. Service Level Options Free Events Customers can either choose their own seating upon entering the venue or seats can be assigned at the time of purchase. A processing fee of $.75 per ticket will be charged to the sponsor for all ticket transactions, including complimentary tickets. A fee of $.40 per ticket will be charged for ticket printing. General Admission Customers choose their own seating upon entering the venue. A processing fee of $1.25 per ticket will be charged to the sponsor for all ticket transactions, including complimentary tickets. A fee of $.40 per ticket will be charged for ticket printing. Sponsor will be charged 3.75% of the credit card revenue. Reserved Customers are assigned seats at the time of purchase, either through their selection of available seats or through the best seating option, which are then noted on the printed ticket. A processing fee of $1.50 per ticket will be charged to the sponsor for all ticket transactions, including complimentary tickets. A fee of $.40 per ticket will be charged for ticket printing. Sponsor will be charged 3.75% of the credit card revenue. Summary of Basic Ticket Office Services and Fees Free Events General Admission Reserved Ticket Printing $.40/ticket $.40/ticket $.40/ticket Ticket Printing & $1.25/ ticket $1.50/ticket $2.00/ticket Distribution Credit Card Charges n/a 3.75% 3.75% Event Staffing $20.00/ hour Cashier $40.00/hour Management $20.00/ hour Cashier $40.00/ hour Management $20.00/ hour Cashier $40.00/ hour Management Ticket Services include: Building of all events in the Tessitura ticket system. This includes venue/event set-up, price structure and basic ticket formatting. Selling of tickets to the event(s) via phone, internet and in person at the Stanford Ticket Office in Tresidder Union during regular business hours Monday thru Friday, 10 am to 5 pm. MasterCard, Visa,

2 American Express, personal check with ID, and cash are accepted forms of payment. A customer service/handling fee will apply to orders made over the phone, and the Internet. Tickets will be placed on sale on the Stanford Ticket Office website, to which the presenting organization is encouraged to link. Mailing of tickets to customer(s) if selected event is at least 10 days from purchase date. Tickets purchased within 10 days of event will be held for pick-up at Will Call in the venue at the time of the event. Monitoring sponsor holds and complimentary tickets for house, artist, service and press needs. Providing advance sales reports at the request of the sponsor. Processing refunds for cancelled event. Providing, within 10 business days after the event(s), an Event Closing Statement, detailing gross ticket sales, ticket office service fees and net ticket sales income. The Stanford Ticket Office will transfer net ticket sales income to sponsor s University account. Optional Ticket Services and Fees: Consignment $.50/ticket (Sponsor may request printed tickets to sell through sponsor members. Unused tickets and any money collected for these tickets must be returned to Ticket Office no later than one week before the performance.) Rush Event Set-up Custom Ticket Formatting Marketing/Mailing list $50.00 (Build event on ticket system with less than 5 days notice) $50.00/hour (1 hour minimum, additional time billed per quarter hour) $25.00/list (5 or more days notice) / $50.00/list (less than 5 days notice) Event/Venue On-Site Services When requested, the Ticket Office will provide ticketing services at the venue, beginning one hour prior to event and continuing one-half hour after event starts. Extended hours are possible by prior arrangement with the Stanford Ticket Office. The Ticket Office management will determine the number of staff necessary for on-site sales with guidance from the sponsor. On-Site Services includes the following: Prepare tickets for sale at the event/venue ticket office. Prepare cash box, change fund and cashier ticket sales forms in compliance with campus cash handling procedure Prepare Will Call ( tickets to be picked up by customers at the venue) Prepare complimentary tickets, as provided by sponsor. Provide and fulfill sales and service Reconcile and prepare event/venue ticket sales report for Event Closing Statement On-site labor will be charged as follows: Cashier labor, per hour: $20.00 Director/Ticket Office Manager, per hour: $40.00 Page 2

3 Day of Set Up For events taking place at venues in which the ticket office is located outside of the building (i.e. Memorial Church or Memorial Auditorium), the sponsor is required to arrange, at the sponsor s expense, tables, chairs and a working electrical outlet for selling tickets and providing customer service. Security At the request of the Stanford Ticket Office staff, the sponsor will provide, at the sponsor s expense, approved police or security services for the ticket office staff selling tickets in an unsecured location, such as Memorial Church or Frost Amphitheater. Security services are available through Stanford Police Services. Sales and Service Procedures Customer Service Charges A service charge of $2.00-$5.00 per ticket will be charged to the customer for all orders placed by phone, mail, or online for paid events.this includes orders dropped off in person at the ticket office where the ticket office must mail the tickets to the customer. A service charge of $11-15 per order will be charged to the customer for package orders placed by mail, phone or for three or more performances. This includes orders dropped off in person at the ticket office and requires the ticket office to mail the tickets to the customer. Ticket Text All tickets will contain the following text on the front and back of the ticket. Front of Ticket: Stanford University logo and seal Location, date and time Type and price of ticket Customizable: o Sponsor Name (30 character maximum, including spaces) o Event Name (30 character maximum, including spaces) o Additional Text (50 character maximum, including spaces) Back of Ticket: No refunds or exchanges. Please arrive in time to allow for parking. Latecomers will be seated at the discretion of the House Manager. All children, regardless of age, must have a ticket. Food and drink are prohibited in all indoor venues. Cameras and all recording devices are prohibited. Please turn off cell phones, pagers and alarms during the performance. Use of a ticket to gain entry shall be deemed consenting to the above and any other conditions set by Stanford University at its events. Stanford Ticket Office Contact Information (initial) Page 3

4 Cancelled Events If an event is cancelled, it is the responsibility of the sponsor to notify ticket buyers of the cancellation. This may include having a sponsor representative at the venue during the time of the cancelled event. Ticket buyers should be instructed to return their unused ticket(s) to the Ticket Office to obtain a refund. The actual ticket must be returned in order to receive a credit there are no exceptions. Credit will be given based on the method of payment: a check will be issued and mailed to the customer for tickets purchased by check or cash; the customer s credit card will be credited for tickets purchased by credit card. One month after the cancelled event, the event will be closed and an Event Closing Statement issued to the sponsor. The sponsor will be charged appropriate commissions and fees for each ticket sold and subsequently returned. Returned tickets will be charged to the sponsor at an additional Level 1 rate of $2.00 per ticket refund processing fee. Any ticket buyer requesting a refund after the Event Closing Statement has been issued will be referred to the sponsor for further action. (initial) Complimentary Tickets All complimentary ticket requests must have a business related reason supporting Stanford University. All complimentary ticket requests must be submitted to the Stanford Ticket Office on the STO Complimentary Ticket Form. These requests must be submitted one business day prior to the event. Ticket Office Service Holds The sponsor will allocate a certain number of seats to be used at the discretion of the Stanford Ticket Office. The exact number of these seats will be agreed upon before the event goes on sale and will be based on the capacity of the venue and the expected sales. These seats are used to resolve any seating problems or customer service issues at the event. Unused seats will be released for sale no later than fifteen minutes before the event. Sales Reports Daily, weekly or monthly reports of ticket sales can be printed or ed to the sponsor upon request. On the day of show, sales up to that day are available, and the report of day of event sales can be added to it for a day of show settlement upon request. Estimates Written or verbal estimates will be provided upon request. Final charges will be for actual ticket processing, printing fees, credit card charges, labor, and other applicable charges. Marketing and Event Information To better serve the ticket buyer, the sponsor will complete the STO Information sheet as well as provide the Ticket Office with information about the event/artists, parking, directions, concessions or prohibited items. A directional map and a diagram of the venue are desirable. Please initial the 3 statements below acknowledging you will advise the STO of any advertising and promotional events, discount, coupons or vouchers. The Director of Ticket Services or the Ticket Office Manager must review and approve ticket information on all promotional materials prior to printing. (initial) All advertising must include the Ticket Office phone number, , hours, website, and state that tickets are on sale through the Stanford Ticket Office, Tresidder Union. (initial) The Ticket Office must be advised of all promotional events and special discount promotions or coupons prior to their publication. (initial) Page 4

5 Post-Event Procedures Event Closing Statement The Event Closing Statement contains a detailed summary of ticket sales and billing/accounting information for the event. The gross ticket sales are broken down by tickets sold through the in-house ticket system (Tessitura) and tickets printed on consignment to the sponsor. The ticket processing and printing fees, credit card charges, infrastructure fees, labor and other applicable Ticket Office charges are itemized and deducted from the gross ticket income. The net ticket income, due to the sponsor, is transferred to the sponsor s account. Upon sponsor request, a preliminary Event Closing Statement may be available the second working day after the close of the event. Settlement and Billing Our normal practice is to process the performance settlement and billing within ten working days. Financial accounting for each event is done electronically through the University s accounting system by way of a University journal transfer. The PTA account number will be credited for sales; that same account number (or other number provided by the sponsoring department) will be debited for amounts owed the Ticket Office for commissions and other charges. The journal transfer will be sent to the Sponsor s departmental business manager or other designated person for approval. The Ticket Office Event Closing Statement, showing detailed sales information, debits, and credits will be sent to the Sponsor. Off-campus sponsors should discuss an alternative payment method with the Stanford Ticket Office staff when arranging for services. Credit Card Chargebacks Credit card chargebacks are a normal part of any business that conducts sales through a credit card terminal. We aim to follow through with chargebacks in a timely manner but there are times in which we receive charge backs past the settlement period. If this is to happen with your event, the Stanford Ticket Office will provide the sponsor with the amount being disputed, the reason for the dispute and any supporting documentation as quickly as possible. If the customer is favored in the dispute, the Stanford Ticket Office will submit a closing statement addendum and debit the amount owed back to the Ticket Office for this dispute. Any questions concerning any aspect of the event closing statement or financial settlement should be referred to the Director of Ticket Services and Operations. We agree the Stanford Ticket Office will provide ticket services for the event(s) described on the Event Set-up Information sheet and at the service level selected by the sponsor. Both parties are subject to the policies of the Stanford Ticket Office and Stanford University: Authorized Sponsor Signature Date Stanford Ticket Office Management Date Page 5

6 Event Set-up Information The Stanford Ticket Office requires a minimum of five (5) business days from receipt of completed paperwork to program event and prepare for sale or rush fees may apply. Sponsor Name: (As it will appear on printed ticket 30 characters maximum, including spaces) Sponsor Contact: Daytime Phone #: Other persons with authorization to receive sales information, complimentary or consignment tickets: Event Name: (As it will appear on printed ticket 30 characters maximum, including spaces) Day: Date: Time: On Sale/Pick up Date: Additional Ticket Text: (As it will appear on printed ticket 30 characters maximum, including spaces) Venue: Memorial Auditorium (1,710) Dinkelspiel Auditorium (709) Memorial Church (1,200) Campbell Recital Hall (218) Cubberly Auditorium (390) Annenberg Auditorium (351) Frost Amphitheatre (6000 depending on venue set up) Bing Concert Hall (842) Other: Capacity: Please check all that apply to your event: Music: Dance: Theatre: Speaker: Conference: Film: Other: Seating Type: Reserved (not available in all venues) General Admission Page 6

7 Price Types (Please fill below) Price Price 2 Price 3 Fee Total Please review venue scaling with Ticket Office Management before advertising ticket prices. Brief Overview of the Event: Ticket Office Services Requested: Ticket Printing Only Level 1 Free Event Level 2 General Admission Level 3 Reserved Seating Event Staff Services Requested: Will sponsor require Ticket Office services at the event? Yes No Cashier labor - $20/hour and Manager - $40/hour Number of Ticket Office staff to be determined by sponsor and Ticket Office Management. Additional services request: Rush Event Set-up Custom Ticket Formatting Marketing/Mailing list $50.00 (less than 2 weeks notice) $50.00/hour (1 hour minimum) $25.00/list (5 or more days notice) $50.00/list (less than 5 days notice) Page 7

8 How often would you like to receive the sales report? Daily: Weekly: Monthly: Other: Financial Information Project-Task-Award (PTA) number to be credited: Project-Task-Award (PTA) number to be charged: Authorized Signature for Sponsor Account: Printed Name of Signature for Sponsor Account: Address of Authorized Sponsor Account: Student Groups Only SAL Approval, (after reviewing the contract and Event Set up Information document): Signature of SAL Advisor Print Name Does Advisor need to review final printed ticket? Yes No If non-stanford sponsor/group, please provide mailing address to which settlement report and check is to be sent: Tickets Picked Up Date: Time: Sponsor Representative: Ticket Office Representative: Number of Tickets, with Price Types: Page 8