Before you begin selling tickets, you need to work out your maximum venue capacity. This figure will be provided by your venue, and must be adhered to for health and safety reasons. Each guest must have access to a seat, and you should avoid having guests sit in aisles, on stairs or on the floor. Event staff are also counted in this figure. For the purpose of this Guide, let’s say that your venue capacity is 300 and you have 6 event staff. The maximum number of people you can have at your event is 300, including your crew of 6, so the maximum number of tickets you can sell is 294.
It is recommended that you print off exactly the same number of tickets that you intend to sell. Some groups have designed custom tickets, which can make great souvenirs. Whatever kind of ticket you choose, these should be numbered 1-294 to ensure that you don’t risk accidentally selling more tickets than your venue capacity allows, and to ensure no one photocopies a ticket to get in free (although we’d hope no Browncoats would do this, it still must be considered). You definitely don’t want to be turning away people who have bought tickets, just because you miscounted.
The price you charge for entry to your event depends on the cost of your event, and how much “mark up” you want to add. This “mark up” is the part that goes directly towards the charity. Go over your budget and work out how much income you need to cover the costs of your event. There is plenty of discussion about this on the forums. DVD licensing often is based on a set amount or a % of ticket sales, or both. One way to keep your costs down here is to have lower ticket prices and make your money back in raffles. If you have a bigger event, such as combining with a quiz night or a sit down dinner, obviously your ticket prices can be a bit higher. Generally, however people sell their tickets for $10-15. You can also choose to have a discounted price for pre-sales as an incentive to buy tickets early (and guarantee you some income before the event). Put your tickets on sale as early as you can once venue, date, licensing and CSTS status has been organized. Online options include PayPal, sales checkout software, and online ticket vendors which can be set up to work from your Website. You may also be able to sell tickets through local stores, through your venue (although often they will take a fee per ticket for this). Direct pre-sales could also be sold by crew members by allocating them a specific number of tickets to sell. You can also set up merchandise pre-orders in a similar fashion. You can organize to sell tickets in person (be sure to take safety precautions of course) at a set date/time/location. Advertise that tickets are on sale on your website, on networking sites etc. Think about whether you will have physical tickets which can be picked up at the venue, or mailed out to buyers. Some stationary companies sell pre perforated ticket paper/card that can be printed on to nice effect.
Global Steering Committee Chair (2010-2015)
Global Team: Comms Lead (2009)
Local Organiser/Crew: Melbourne (2007, 2009-2016), Vancouver (2006)
New Melbourne Browncoats Inc President - newmelbournebrowncoats.com