IS IT DAILY ADMISSION, A SCHEDULED PROGRAM, A PREREGISTERED PROGRAM OR A SPECIAL EVENT?

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1 IS IT DAILY ADMISSION, A SCHEDULED PROGRAM, A PREREGISTERED PROGRAM OR A SPECIAL EVENT?

2 OBJECTIVES Discuss the types of programs used to sell tickets Review the features of each type of program Determine what type of program to build for different scenarios

3 TYPES OF PROGRAMS Daily Admission Scheduled Programs Pre-Registered Programs Special Events

4 DAILY ADMISSION Not date or time specific Not location specific Grants access to the general exhibits in a facility Fewer capacity restrictions Daily Admission does not generate a roster, but you can generate a list of tickets purchased Tickets can be sold without linking to a constituent record, so lists of sales may include Anonymous sales Typically, there is only one Daily Admission program built in Altru Utilizes sales based reports & queries

5 SCHEDULED PROGRAMS Scheduled Programs are typically events that recur daily, weekly, or monthly at a defined time, such as a tour or performance. These are events that you do NOT need a list of specific attendees or a roster for. You can still generate a list of patrons who bought tickets, but not identify which patron each ticket is for. The Scheduled Event Ticket Detail Report is best for this. Tickets can be sold without linking to a constituent record, so lists of sales may include Anonymous sales. View Knowledgebase Article BB for an explanation of when scheduled programs should be used as opposed to daily admissions. Utilizes sales based reports & queries

6 PRE-REGISTERED PROGRAMS Pre-registered Programs are a type of Scheduled Program that also typically have events that recur daily, weekly, or monthly at a defined time, such as a tour or performance. These types of programs require patrons to be assigned to each ticket purchased. Purchasers are considered the Host and will need to enter the names of each person they are buying tickets for. These are scheduled programs that require registration, such as a seminar or workshop. An event attendee roster can be generated and participants can be marked as attended. Utilizes rosters and sales based reports & queries.

7 SPECIAL EVENTS Typically these events occur once a year, such as a Gala or Auction. Patrons can purchase tickets and are considered the Host. They will need to enter the names of each person they are buying tickets for. These types of events have the ability to track very detailed information, like lodging options, expenses, and event speakers. Special Event tickets can be purchased through Advance, Daily, or Online Sales (group sales are not available). You can also register patrons via Add a Payment in the back office. Discounts cannot be applied to Special Events. Changes in pricing must be controlled via registration options - thus things like member discounts are on an "honor system" if these are offered for online sales. Constituents who purchase special events tickets receive a constituent code of Event Registrant. Utilizes Revenue and Event based reports & queries.

8 COMPARING PROGRAMS Daily Admission Scheduled Programs Pre-Registered Events Special Events Apply discounts Print tickets Reserve multiple locations Supply/equipment resources Staffing resources Sell in Advance, Daily, or Online Sales Sell in Group Sales Attendee List Revenue reporting for a specific event occurrence Sell via Back Office Use preferences (meals, shirt size, etc.) Update attendee status (cancelled, attended, no show) Mobile app check-in Send invitations Seating charts Multi-level events Track tasks & event coordinators Track event expenses Track lodging options Portion of event fee as donation

9 HOW TO CHOOSE A PROGRAM TYPE

10 KNOWLEDGE CHECK 1. Which types of programs/events can generate a roster? 2. Which programs/events use mobile check in? 3. What type of program/event can not apply discounts? 4. What type of program/event is not date specific? 5. What programs/events can be sold through Group Sales?

11 LEARN LAB Let s walk through a few examples and determine what type of program/event we need for each.

12 SCENARIO 1 Our organization has a guided tour every Tuesday at 2pm. It takes place in the gallery and is staffed by a docent resource. We do not need an attendee list, but tickets are printed and scanned by the docent. Members receive a discount for tickets to the guided tours.

13 SCENARIO 2 The Education Department offers summer camps to children every year. Parents must complete a registration form for each child with information about the child s preferences and allergies. Summer Camp Instructors need a roster of each child attending summer camp. Parents can register their children online starting in February.

14 SCENARIO 3 The Membership Department holds two member cultivation seated dinner parties every year. Specific constituents are invited to the event by . Prior to the event, the staff creates a seating chart for the event. Attendees check in when they arrive at the event and the staff updates attendance for each constituent.

15 SCENARIO 4 The museum has a special exhibit for the next 6 months. Ticket buyers must choose a timed admission time, such 3:30 p.m. on Saturday, August 16 th. Tickets are printed and may be purchased online. The exhibit is open admission; there is no guided tour for this exhibit.

16 SCENARIO 5 The museum offers tickets to view the galleries. Tickets are printed and may be purchased online. Purchasing a ticket grants access to general exhibits for the day.

17 WHAT SCENARIOS DO YOU ENCOUNTER?

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