Recording Table and Ticket Sales

Table and Ticket Sales need to be handled carefully. We recommend that all tables and tickets sold including all complimentary tables or tickets be included in this campaign.

A Payment Method for Complimentary or Comp has been added to Payment Methods in the lookup tables. We recommend adding Guest as well so that you can include complimentary seating with an appropriate payment method. If you want to take this a step further, you might consider setting up a GalaComp breakout or fund to fully capture complimentary tickets and tables.

Tables or Ticket sales that are booked but not paid are entered as a Payment Method of Pledge. Much like a sponsorship this allows you to export all Pledge tickets and table sales and invoice for them.

When the payment for the invoice is received, use Receipt Maintenance \ Find to locate the pledged receipt record and update the Payment Method to cheque (or whatever payment method is given), include a cheque number if applicable and update the Receipt Date, Date Received and Batch Number to reflect the current day's activity.

Reminder mailings for late ... late payments can be run as you feel necessary.

Depending on how you assign tables ... first come ... first-served or by more political means, you may be able to provide the table assignment at the point of entry.

The Receipt Notes area can be used to record Table and Ticket Information.

Tables for general purchase can be numbered, tables for sponsors can have letters.

We recommend allocating tickets to tables by number. For example:

Table 01: Tickets 001 - 010 Tickets 003 - 010

( 10 seats) ( 8 seats)

Table 02: Tickets 011 - 020 Tickets 013 - 020

Table 50: Tickets 491 - 500 Tickets 493 - 500

If you have tables of 8 ... you may want to discard 2 tickets in each number range so that ticket management does not become a nightmare.

Here is a sample table booking.

Features to Note:

Upon selecting the 2015 Gala Tickets campaign all default values populated the receipt fields.

The company is identified along with the contact person who is responsible for the purchase.

In our example above, the purchase is made for private donors.

The Payment Method shows Cheque telling us they have paid for the table.

The Mailing List field is used to indicate the table name.

The Receipt Notes show the Table Number and ticket number range. When exported and sorted this provides a nice check of numbers, tables and guest seating.

The letter shows what type of letter you may want to write when extracting all records by batch.

The following is a sample of a Complimentary Table entry. As you will recall from the previous section, High Street Marketing is a Platinum Sponsor.

Features to Note:

Upon selecting the 2015 Gala Tickets campaign all default values populated the receipt fields.

The company is identified along with the contact person who is responsible for the purchase.

The Payment Method shows Complimentary telling us they are either a sponsor or guest.

The Breakout field shows GalaComp and the Amount, Breakout Amount and Registration Amount fields all show $0.00

The Mailing List field identifies this table as a Platinum Sponsor table.

The letter shows what type of letter you may want to write when extracting all records by batch.

GUESTS

** We like to note all Guests as well, so adding Guest to the Payment Method is useful.

Place all Guests at tables to ensure you know all attendees by including them in the receipt records for Ticket Sales.