Reserved tickets

[Wendy]

Starting a new thread for this.

We are discussing the notion of withholding some of our tickets from general sale for the use of people who are necessary to the running of the event.  A ballpark suggestion from Karl looked like this:

"What will need to happen, and it's pretty standard across most of the regionals I have come across lately, is allocate tickets.

This would be just a rough of the top of my head break down.

200 - theme camps
40 - build crews and support
30 - team leads and 2IC's
30ish - artists
However many to the excom
10-20 - other
Something like this anyway..

The simple fact is that we cannot afford to to let the event sell out in minutes and have this body of people not get them. Quicket are set up to do directed sales so there is no problem there. There will be some more admin to set up the systems to implement this, but it is better then facing the nightmare of not having these people with tickets.

We would encourage the artists and theme campers to buy their tickets in general sale, and any tickets that don't get used by a certain date we can bundle and release in a general last minute sale."

This would total 300 tickets reserved, which would mean our general sale would be 1200-1300 if the population cap we are currently voting on goes through.  I have bolded something I think is quite relevant.

Isa has suggested we clearly define who is eligible for these reserved tickets, as not all theme camps can receive an allocation.

As a starting point I would say that build crews and support, team leads and 2ICs are a given, there's not a lot of need to discuss their eligibility.

Personally I don't think excom need reserve tickets, since we don't have roles at the event in that capacity.  

For theme camps and artists, how about we look at criteria such as:

- previously having produced art or a camp and had no issues with LNT, noise, etc

- all paperwork provided early (safety plans etc)

- required ticket allocation by a certain date (ie not allowing "Oh we need a couple more now")

- realistic ticket allocation (ie not everyone in a camp is always absolutely necessary to its running, so for example our camp asking for 10 would be a bit cheeky)

Just thoughts, I'd love to hear others' opinions on this.

[Nicola]

Thanks for getting the ball rolling on this.
It feels weird to talk about since it benefits us, but I think the ExCom should be included in the allocation - while we don't need to be at the event, we do a solid amount of work around the year that is required for the functioning of the event. It would suck if one of us missed out because of this (though I realise it sucks for anyone missing out).

For theme camps, I agree with the criteria of previously having produced a camp - it's about ensuring core camps get to return. I'm not sold on "previously produced art" as a criteria - this seems to be what the artist reserve tickets are for.
Also happy to have LNT etc as criteria.

I'll also add in a couple of no-brainers, just to close the potential loophole of "I had a camp last year and don't have one this year, but could be eligible".:
- Is confirmed as part of a registered theme camp for the year
- ticket must be allocated to an individual.

[Isa Ritchie]

We have hundreds of participants who are part of long-standing registered theme camps :/

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[Karl Matthews]

I imagine it would be based on the campus history and size.

Say chur who are big and proven get allocated 15 tickets or something, they distribute them within their ranks how they want.

Then a smaller newer camp will get less.

[Isa Ritchie]

If that is the case we need to figure out the allocations before figuring out the number we need to set aside.

It makes sense to allocate to long-standing artists if we are allocating to theme camps. Maybe the KAC will be better places to allocate those.

[Pete Wyatt]

I believe it is important for all to understand that these are tickets aimed at those who missed out on the first ticket sale we still want people to try and get a normal ticket 

[Hippie Tim]

I generally feel that we won't sell out that quickly and think that setting 300 aside will be ample to cover anyone who doesn't get tickets.

That said, if things move to a situation where tickets sell out at the drop of a hat I think the ExCom should definitely be on the list of reserved tickets. We don't do all this to not be able to attend the event.

[Wendy]

OK, voting for this also starts on Sunday.  I'm seeing general agreement with the notion to reserve tickets for necessary people, and no strenuous objections to that number being 300.

If necessary, we can work out the details later, but I do like the idea of any unused reserve tickets going into a last minute sale for those who missed out, and of encouraging theme camps to buy their tickets the normal way where possible.

There is a case for having theme camp tickets allocated on a case by case basis on application, but this would create work for people (probably the volunteer team), and we'd need to set some criteria.

[Brendan]

Good spotting by Hunter on the other thread (regarding $0 tickets for children).

> Quicket are set up to do directed sales so there is no problem there.

Can Cosmic also facilitate this?

[Wendy]

I think that's a question for Andy or Hippie. I'm not certain, sorry.

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[Shelley Watson]

Karl may have the knowledge as was main contact for cosmic in past few years. the cosmic a/c contact is / was his email.

[Wendy]

Copying Karl in:

Karl may have the knowledge as was main contact for cosmic in past few years. the cosmic a/c contact is / was his email.

Here's the questions:

Can Cosmic do $0 tickets so we can record children who are attending?

> Quicket are set up to do directed sales so there is no problem there.

Can Cosmic also facilitate this?

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[Karl Matthews]

97% sure yes

[Wendy]

Thank youy!

[Isa Ritchie]

Would the children's tickets count in our ticket numbers cap?

[Wendy]

They haven't in the past.

[Brendan]

I've never thought that children's tickets would count toward the cap.

[Pete Wyatt]

no they should not count

On Fri, Aug 19, 2016 at 9:23 PM, Brendan <introvert...@gmail.com> wrote:

I've never thought that children's tickets would count toward the cap.

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[Brendan]

Hi everyone,

Resurrecting an old thread due to developments in terms of our ticketing provider and because it has become relevant to the contract negotiations.

The discussion around reserving tickets so far was based on an assumption that we were changing to a ticketing provider that could support selling tickets to specific people. Cosmic has no mechanism to facilitate this.

If the number of tickets that we choose to reserve was very small then we could administer this ourselves (by having our own parallel ticketing system). These tickets wouldn't go through Cosmic at all and would need to be paid for by bank deposit / transfer (rather than by credit card). We'd need a separate list of these tickets and a separate process for them at the gate. Yes, that's a lot of work so it wouldn't be suitable for large volumes at all (I'm thinking 50 absolute maximum, probably much less).

Otherwise, I think that we should look at a blanket rule of no reserved tickets this year at all and re-visit next year.

- Brendan

[Wendy]

Is there any reason we can't do two released like we did last year, but the second release is the reserved ones and only notified to those who are to receive them?

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[Pete Wyatt]

That would only work under a complete cone of silence, can we be sure no word would leak out ?

[Isa Ritchie]

Or we could do the reserved tickets in the same way we did the crew tickets.

[Oliver Macro]

Could factor them into the crew ticket list?

Actually, on that topic - have we established whether or not the price of eligible crew tickets will be adjusted by our recent alterations to ticket pricing?

[Pete Wyatt]

There is now only 1 ticket price

[Poppy Norman]

Btw I have told a few of the long running crew that there are no longer crew tickets and they were pretty disappointed and surprised. When your taking a month of work having to spend another $80 is pretty hard. Especially when most of kbs budgets are increasing but helping people dedicate their time is not given any budget.

[Brendan]

AFAIK The situation with crew tickets was still open for discussion / wasn't really addressed or resolved in our previous pricing conversation. I'll take a look back at previous posts when I get home from work this evening.

[Brendan]

Looking back on the voting thread we agreed to reserve 'a number of tickets as necessary'.

I'd just like to confirm if we're setting aside 300 tickets (as indicated earlier in this conversation)? Therefore 1300 tickets go on sale this month? Have we confirmed that number with Andy / Cosmic?

This might also be a good time to lock in the date of the second round of ticket sales. From memory, that was to be mid-December?

[Wendy]

I am happy with 300 for the first year.

Afaik Andy has not been specifically advised.

I think early Jan would be better for second release.

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[Nicola]

300 sounds good to me, as does Jan for the second release - post Christmas, but early enough to encourage preparation/planning.

[Oliver Macro]

Yes to the 300, and early Jan release. May be wise to delay the release a couple of days off NYE considering that a good percentage of the target audience will likely be in varying states of recovery and possibly off-grid on the 1st/2nd.

On Tue, Oct 4, 2016 at 12:40 PM, Nicola <nicola....@gmail.com> wrote:

300 sounds good to me, as does Jan for the second release - post Christmas, but early enough to encourage preparation/planning.

[Brendan]

Andy has responded to my copying him in above and confirmed 1,300 for the first release so unless we let him know soon that's what will happen.

I'm comfortable with early Jan for the second release. It's looking like we have pretty good consensus on this so far.

[Pete Wyatt]

all sounds good

On Tue, Oct 4, 2016 at 9:46 PM, Brendan <introvert...@gmail.com> wrote:

Andy has responded to my copying him in above and confirmed 1,300 for the first release so unless we let him know soon that's what will happen.

I'm comfortable with early Jan for the second release. It's looking like we have pretty good consensus on this so far.

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[Karl Matthews]

So what happens if you don't fill the list for the 300 extra tickets because too many people get them in the pre sale?

Or what happens if you need more tickets then 300?

Had anyone made a rough list of theme camp ant artist numbers? Should probably let everyone know before the tickets go on sale so camps know how many ticket to get between them in the general sale?

I basically just made the numbers up at the start.

Sorry if I've missed something

[Wendy]

If we don't fill the list we put them in the second release. If too many people ask, we'll know for next year and a few people might miss out.

The intention was always that people should try to get a ticket through normal channels and the reserve was only for vital people who missed out.

I think 300 is reasonable for a first attempt at this and I'm not keen to mess with it at this late stage.

How about 5 Jan for 2nd release?

[Nicola]

Nah, I don't do New Years so I should totally get to reap the benefits. Besides, competing for tickets with a hangover is fun!

[Brendan]

> The intention was always that people should try to get a ticket through normal channels and the reserve was only for vital people who missed out.

That's my understanding as well. Last year we were only really hotly contesting a few reserved tickets (for BMOrg etc). We've bounced around the idea of reserving tickets for theme camps etc but I don't think we really got anywhere with it.

Furthermore, the current ticketing provider doesn't have the ability to target ticket sales to an individual. So far I haven't seen anyone chip in with a pragmatic way to administer any reserved tickets that we do set aside this year.

To my mind, we can continue to work on a reserved tickets system if our ticketing vendor supports it next year. In the meantime (with the exception of the 'crew tickets' thread) I see this as extreme exceptions only this year so most of the 300 tickets would go in the second release. Setting some aside just gives us the flexibility to discuss what the extreme exceptions would be this year and finalise the crew ticket conversation before the deadline of locking in how many tickets to put in the first release.

5 Jan for the 2nd release works for me.

[Isa Ritchie]

I thought there was some movement not to have a second release of tickets. 

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[Wendy]

I don't recall anyone moving not to have a second release of tickets - can you point me to that thread please?

I have been operating on the understanding that we would be reserving tickets as agreed by vote, and the number of 300 seemed reasonable for a first attempt.  People who missed out in the first round could then apply for a reserved one, which would be got to them by *insert yet to be decided mechanism here*, and the rest released as a second release on 5 Jan.

So, *insert yet to be decided mechanism here* is the part we're stuck on as far as I can tell.  I can think of a couple of possible options:

1. Have a cutoff date for applying for a reserve ticket and release that number of tickets on a date before 5 Jan, which we inform the people about but nobody else.  This runs the risk of being leaked and turning into a fiasco, but it works in terms of getting an official ticket bought and paid for for those who need it.

2.  Have a 'door list', and reduce the number of tickets released in the second round by that number.  This would require a way of getting money off those people on the list/.

3.  As in 2 above, but instead of having the list on the door, have a release of those last tickets after the second release is over, again only publicised to those who are on the list.

None of these are perfect but they're a start.

[Shelley Watson]

I was strongly against more than two releases which was originally mooted as is a f*ck ton of work to announce in all the places, which is maybe what Isa was remembering?

[Isa Ritchie]

I don't think it was in a thread. It maybe was an informal discussion at the summit?

I see the sense in a second release close to the event that includes any remaining reserve tickets. 

When will reserve tickets be made available? Presumably after the first release has sold out?

Is the idea to still encourage everyone to buy early and keep the reserve tickets for those who miss out? (If so, we may need to withhold them until much closer to the event)

[Wendy]

I would suggest not mentioning reserved tickets at all until the event sells out, and then putting it about through the theme camp coordinator and volunteer list that reserve tickets are available on application between then and the second release.

[Shelley Watson]

is this info ready to add to the ticketing page on our website?

1. First release ticket sale, 9am, 12 October 2016 – x1300 tickets available

2. Second release ticket sale, 5 January 2017 (date tbc) – x300 tickets available

3. Children will require a ticket – it will be $0 and needs to be purchased through the ticketing site. 

[Wendy]

I am happy with this. 

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[Rainbow Ronan]

yeap that sounds good to me

[Brendan]

No objection here.

[Oliver Macro]

Yip yip.

On Thu, Oct 6, 2016 at 11:24 PM, Brendan <introvert...@gmail.com> wrote:

No objection here.