Ticket Center Ithaca
171 The Commons
Ithaca, NY 14850
607.273.4497
www.IthacaEvents.com
How we serve your patrons:
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Convenient, centralized downtown Ithaca location for walk-up sales
a. With our new home in Center Ithaca, we have increased traffic and visibility in the heart of
downtown as well as increased parking for patrons in the nearby Green St. Garage.
Open 6 days a week and 24/7 Internet access via ithacaevents.com, tickets.com and your website
a. With increased ticket sales and patron traffic, Ticket Center Ithaca would resume our
Sunday hours as well as increasing business hours M-F
Will Call, Mail and pick up ticket delivery options
a. With increased need, we would like to add the ability to print tickets at home
b. We are hoping sometime in the future to offer a kiosk; perhaps in the Center Ithaca vestibule
that now offers the Tompkins Trust ATM, for ticket will call pickups and purchase. Our new
location makes the technological ability to do this much easier!
Phone sales during hours of operation with voicemail and return call guarantees
a. Potential exists here for overflow calls to be handled by Tickets.com for late night purchases
Remote box office location at Dillingham Center (Ithaca College)
a. We currently also have remote box offices at the Hangar Theatre and Kitchen Theatre
Unparalleled customer service in regards to local venues and their offerings
a. Our staff is local, and therefore better able to assist patrons with information regarding
seating, directions and detailed information about events and theatre policies
Knowledgeable and helpful box office staff
Ticket exchanges for your subscribers
How we serve you, our client:
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Like many of our clients, we’re a non-profit, so we’re trying to save you money too! We do our best
to keep your costs to a minimum.
a. The current fee structure at Ticket Center Ithaca charges a minimal fee to client theatres
based on subscription and group sales. The majority of revenue generation and operating
expenses are covered by a small per ticket fee charged to patrons. All tickets sold through
Ticket Center Ithaca box offices have a fee of $1 for tickets $10 and under. Tickets $10.01
and over are assessed a $2.00 fee.
b. With the additional volume of State Theatre tickets, customer fees would eliminate the need
for client pay-out.
c. Increased volume would also allow Ticket Center to provide box office staff to all clients.
You just provide the audience services & usher support in-house.
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Unparalleled local customer service—we’re here to help you.
a. We have someone on call 24/7 to help support you and your organization, even after hours
and while your box office is open. This includes software and hardware support.
b. Requests for reports meet a 24 hour turn around deadline, if not sooner.
Inclusion in Ticket Center Monthly Newsletter sent to 7,000 arts patrons in Tompkins County, NY
state and beyond—Have patrons find you!
a. Members of the Ticketing Client Consortium have also previously arranged for sharing of
each other’s mailing lists. Quarterly meetings of this group enhance the performance of all
our member organizations.
Marketing data capture allowing your organization to identify patron demographics and sales—Who
bought your tickets and where are they from?
a. We can generate reports pulling information from any data field entered into the
software/database…including but not limited to buyer types, patron names/addresses/emails
etc., and average ticket prices.
Customized payouts (by event or calendar)—we’ll pay you every week, or at the end of a show…we
understand trying to cover costs!
a. We can work out a customized payment schedule, including advances as necessary, to help
you cover your costs
Full complement of performance and sales reports (in excel or text format) including:
a. Individual performance reports
b. Event reports
c. Daily sales
d. Season sales
e. Customized marketing reports on sales activities such as promotional incentives, walkup/phone sales, buyer types, and other demographic information
• Access to an advertising kiosk in front of the Ticket Center Ithaca and prime advertising space on
our lobby counter—Take advantage of our location!
Some of our other clients include:
Ithaca College Theatre &
Ithaca College Music
Ticket Center Ithaca An Introduction to The ProVenueMax Experience Clients of Ticket Center Ithaca have access to ProVenueMax from box office workstations and, if desired, from desktop computers in their office through a Remote Desktop Connection application configured by TCI staff. Box office workstations are connected to BOCA ticket printers. Office workstations are typically not connected to a ticket printer, however, a print‐server solution could allow printing to the box office BOCA. SELLING/RESERVING TICKETS In this example, Hangar Theatre users, upon logging into Box Office Ticketing, are presented with this default screen, with icons for each of the Mainstage productions for the current season: In this case, after clicking the icon for Betrayal, a listing of performances, sorted by date appears. Users can also click on the “Perf List” icon to see a listing of all performances in the TCI system, sorted by date. Note that this list includes performance date, time, facility and current ticket availability at a glance. Sales guides can be created to include lists like this for any facility or category of events (i.e. all events by a specific producer or at a specific location). The “Perf Calendar” icon takes users to month‐by‐month calendar listing. This listing includes all performances in the TCI system, with pertinent information popping up when the user rolls over a specific event. Upon choosing a performance from one of the methods above, users are presented with the option to select the number and Buyer Type (e.g. Adult, Senior, Student, etc.) of tickets by clicking on the buttons. In this case, 2 adult tickets to the July 23rd performance of Betrayal are being purchased. Once the total number of tickets are chosen, users go to the seating chart. Red boxes represent already sold or reserved seats; blue boxes represent held seats, and tan boxes represent seats available for sale. Inside each of the occupied seats, a letter code indicates whether the ticket sold for that seat is a Comp (C), part of a Package sale (P), a Single Ticket purchase (S), or has yet to be printed and is still in the paid Reservations (R) for the performance. Held seats also have a letter code for up to 26 different types of holds. When available seats are selected for purchase, they turn gold. Once seats are selected, the payment screen appears, and, by clicking on the “Master” button, users can look up or enter a new record for the person purchasing the tickets. Look up options for previous customers include name, address, phone number, credit card number, etc. Assigning this “Master File” to the sale can occur at any point during the sale. From here, the payment type is chosen, and the tickets can either be printed (“Tickets” button) or simply reserved for pick‐up later or at Will‐Call. Prior to the completion of the sale, box office staff can also collect marketing information in the “Source” field regarding how the purchaser heard about the performance. Current options include Brochure/Flyer, E‐mail, Internet, Letter, Direct Mail Piece, Marquee, Newspaper Preview Article, Newspaper Review, Newspaper Advertising, Poster, Previous Purchase, Radio Ad, Subscriber, Television Ad, Walk Up, and Word of Mouth. The payment screen also contains live links to all pertinent information on the sale for quick checks while completing the sale. Clicking within the “Ticket Counts” area shows detailed seat assignment information: Clicking within the “Tick Hist” link shows the purchaser’s previous ticket sales, sorted by date: MANAGING FACILITIES/SEATING CHARTS While the basic information for any performance can be set‐up by TCI staff, additional tweaks to held seats, etc are often necessary. These changes can be made within Seating Status Maintenance. The same holds can be applied to many performances or just one. In this example, the June 3rd performance of “Dirty Blonde” at the Hangar Theatre is being modified (performance code HM603E). Much like the ticket sales screen, the seating chart presented uses red blocks to represent sold seats, blue blocks to represent held seats, and tan blocks to represent available seats. The existing held seats as well as any available seats can be modified in this screen and assigned specific hold codes. By clicking on the “Hold Code” button on the menu bar, the user is presented with all the existing hold codes in the system. Clicking on the associated button activates that type of hold, and the user can then assign that hold to any of the modifiable seats on the chart. A hold code prohibits a seat from being sold on‐line or through the use of “Best Seat Available” options. However, individual users CAN sell held seats during a regular sale. Some hold codes can be assigned password protection to only allow specific users to sell those seats during a regular sale. SALES AND MARKETING REPORTING ProVenueMax and ProVenue Reports provide a robust set of options for reporting on previous and potential ticket sales. TCI staff can provide any of this information on request, but individual clients will also want to have basic information at their fingertips through simple reports like the “Performance Sales Report” seen here. This report can be run at any point before or after a performance has occurred. A variety of options can be selected to show a range of performances, a range of dates for a specific facility or organization, only single ticket buyers or only package buyers, etc. The resulting report shows total ticket and gross receipt numbers as well as percentages of the house sold, and, if desired, amounts paid for credit card transactions, etc. Other reports available include the Period Sales Report, for comparing sales over a specific set of dates, Potential Sales Report, for estimating how much more money a performance can make based on available seats and current sales, and Package Sales Reports, for tracking subscription sales. ProVenueMax is also capable of generating mailing lists and zip code data from the people purchasing tickets to your events. TCI staff can generate these reports, or users can use the List Code report function in the Marketing Menu. Ticket Center Ithaca
Budget Worksheet
TCCH BUDGET
2009 Proposed 2010 w-State
INCOME:
Tompkins County
CVB Visitor Center Rent
Registration Fees
CCTrans Fees
Cash Over/Short
Tier One Client Fees
Customer Ticket Fees
Internet Ticket Fees
Ticket Advertising
Phone Service Charge
Mural Lounge Rental
Misc Incom
PREVIOUS YEAR SURPLUS
TOTAL INCOME
$22,900
$11,000
$1,200
$15,000
$21,755
$10,500
$1,500
$25,000
$21,256
$49,000
$5,000
$3,500
$8,500
$500
$0
$0
$147,000
$12,500
$2,500
$14,000
$0
$0
137,856.00
234,755.00
EXPENSES:
Audit
Advertising
CCTrans Fees
Bank Charges
Equipment
Tech Support/Maintenance
Health Insurance/Fringe
Simple
Office Exp
Building Exp
Computerized Ticketing Exp
PASS/ProVenue Support
Ticket Stock
P t
Postage
Print/Copy
Rent
Utilities
Salary
Payroll Exp
Professional Development
Telephone
Misc
Ithacaevents.com
TOTAL
$135,674
$232,694
TOTAL EXPENSES
SURPLUS/(DEFICIT)
$135,674
$2,182.00
$232,694
$2,060.60
$1,100
$0
15000
150
1000
800
8000
550
0
0
8200
1800
900
1000
19685
1200
65490
6549
500
3500
250
note 1
note 2
note 3
note 4
$1,200
$1,200
25000
150
18000 note 5
4000
8000
750
0
16000
2800
1000
1000
19812
2600
114484 note 6
11448.4
1000
4000
250
Note 1 Client Fees: Paid by organizations using TCI
With additional State Theatre ticket volume, NO client fees
Note 2 Increase in Customer fees attributed to approx 90% of
State Theatre's avg ticket volume being tix over $10 ($2/ticket fee)
Note 3 Increase in internet fees: 3,000 additional transactions at $2.50 each
Note 4 Increase in phone fees: 2,200 additional transaction at $2.50 each
Note 5 Initial equipment expense is a high-end estimate, pending
negotiation with Tickets.com. This would be a one-time expense
Note 6 Box office staff provided for ALL CLIENTS and at Commons
and State Theatre sales outlets.
See salary worksheet for breakdown of new staffing hours
Ticket Center Ithaca
2010 Staffing Plan
w/ State Theatre
Fall - Spring Staffing HOURS NEEDED (36 Weeks Per Year)
2 B.O. Locations - Commons & State Theatre
Sunday
Monday
Tuesday Wednesday Thursday Friday
Saturday TOTAL
Monday - Saturday, 10 AM - 6 PM
5
12
10
10
12
12
16
77 Sundays Noon - 5 PM
Sunday
Monday
5
Summer Staffing HOURS NEEDED (16 Weeks Per Year)
1 B.O. Location - Commons
Tuesday Wednesday Thursday Friday
Saturday TOTAL
Monday - Saturday, 10 AM - 6 PM
12
6
6
6
6
8
49 Sundays Noon - 5 PM
Fall - Spring Staff Wages
Hours
77
Rate
9
Weekly $
693
Total
$24,948
Asst Manager
Part Time Wages
TCCH Director
Partial Bookkeeper
TCCH SALARY
Summer Staff Wages
Hours
49
Rate
9
Weekly $
441
Total
$7,056
27000
47484
35000
5000
114484
Theatre B.O. Staffing (at Performances)
Staff
Hours
$9.00
Kitchen
1
400 $3,600.00
Hangar
1.5
460 $6,210.00
State
2
300 $5,400.00
IC Theatre
0
0
0
CCO
1
30
$270.00
TOTAL
$15,480