Cosmic Ticketing

[Karl Matthews]

It is almost time to start communicating with Cosmic to set up our event page for this year. 

I am still happy to do this but I need a clear and pretty quick indication that we are 100% committed to using them again this event. 

I know we pretty much decided in the other thread but just want to make sure before I go ahead.

Do we need a vote for this? 

[Wendy]

I don't think so. Discussion seemed to indicate an inclination to stay with Cosmic and communicate with them about our feedback, and no solid proposal was reached.

I'd say go ahead. Any objections?

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[Isa Ritchie]

Yes. We're staying with cosmic. When you talk to them, can you ask if they can make the ticketing only available through our link? We are working on a quiz/passport form similar to Seed/Latvia Burn, and it would be good if people have to go through that to get online tickets, rather than being able to access them from Cosmic's site directly. This was discussed at the Summit.

I am tidying up a Google Doc at the moment which is mostly based on other Burn's questions (the idea is to make sure people understand what is different about Kiwiburn from other festivals), they I will share it will y'all for inspiration and feedback. Hopefully today. Then Andy will make it into a cool looking form that will show up on the ticketing page. Does this sound okay? I guess if we need to vote on this it would be after the questions are ready, and before they are made into the form - a vote to adopt this process?

[Wendy]

As I recall the pre-ticket online form was discussed and generally agreed at the Summit. I would normally consider this to be a decision for the ticketing/media team rather than an overall policy one, so not necessarily an excom thing requiring a vote.

However, if folks want a vote I'm happy to start one. Let me know.

[Hippie Tim]

I agree that we're going with Cosmic.

Aidan is going to make strange faces when we ask them to not list our event and make them only available from a link we have, the look on his face when I told him "we have no real interest in selling more tickets" was classic. Wish I could tell him in person to see it again.

[Karl Matthews]

Is that singing we even all want to do? I don't remember even having that conversation?

[Hippie Tim]

I recall us all being in agreement at the summit about it, but I could be wrong and perhaps we need to discuss it further? I fully support the idea personally.

[Oliver Macro]

Cosmic. No need to fix the thing that ain't broken.

[Wendy]

I checked the summit summary, and here's what's recorded about the form:

Tim – What integrations (ticketing etc) are you looking at? Wordpress has good plug-ins to integrate to email, google docs etc – Tim can help.

Isa – there would be a form / questionnaire before redirecting to cosmic ticketing.

Tim – Want to turn off the link (to Kiwiburn tickets) on the Cosmic website homepage.

This didn't translate to an action point but I recall the general consensus being it was a good way of getting important information out there and educating noobs.

 

[Oliver Macro]

Good way of educating noobs, yes. Still unsure as to how many people it may potentially put off but I assume the number wouldn't be significant. 

[Isa Ritchie]

People won't get put off by my passport quiz, they will get inspired, and possibly reach enlightenment. Obviously. Anyone who gets put off is probably a conspiracy theorist anyway.

[Oliver Macro]

Whatever keeps the reptilian shapeshifters out.

[Pete Wyatt]

radical self reliance - BYO reptilian shapeshifters

[Shelley Watson]

can cosmic keep a link on their site that will direct the buyer to the 'passport' page on our website? then it transfers back to the tiket buying page once form filled in?

[Karl Matthews]

I'll find out.

I don't have a problem with not having Kiwiburn listed at all on the Cosmic site

On Fri, Aug 14, 2015 at 4:18 PM, Shelley Watson <she...@design.gen.nz> wrote:

can cosmic keep a link on their site that will direct the buyer to the 'passport' page on our website? then it transfers back to the tiket buying page once form filled in?

Tim – Want to turn off the link (to Kiwiburn tickets) on the Cosmic website homepage.

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[Shelley Watson]

Great, and does someone want to read through the survival guide and note updates / changes / new weblinks etc? Would be good to have this updated in time for ticket sales.

[Isa Ritchie]

I can help with that, Shelley. I recall that some inconsistencies came up when we were updating the site. What's the easiest way to give feedback on it?

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[Shelley Watson]

That would be fab Isa! I think the best way is to mark up the pdf with comments / sticky notes. Does that suit you?

[Isa Ritchie]

I will try to figure out how to do that.  Does anyone else want to help give feedback?

On Mon, Aug 17, 2015 at 3:37 PM, Shelley Watson <she...@design.gen.nz> wrote:

That would be fab Isa! I think the best way is to mark up the pdf with comments / sticky notes. Does that suit you?

[Karl Matthews]

I have set up our 2016 Event page and made contact with Aidan from Cosmic.

He said that they will have a new web site live soon that will make a lot of things more easy. So there is a nice positive step!

He was also still hesitant about hiding the event. He reason being the increased amount of inquiries they will have to field from people looking for it. I never really thought about it this way. Personally i'm not all that attached to the idea and I fell it would be nice if we could save them extra work. He did say that he would do whatever we decided to go with, but that is something to consider.

[Isa Ritchie]

I wonder if they could just have a page that links to our ticketing page.

[Shelley Watson]

my preference is to not hide the event, tho for their link to link to our ‘passport questionnaire’ before going to their ticking page.

[Hippie Tim]

My strong preference is to have all ticketing go through our passport system, how ever we achieve that I'm not bothered.

On Mon, Aug 24, 2015 at 9:01 PM, Shelley Watson <she...@design.gen.nz> wrote:

my preference is to not hide the event, tho for their link to link to our ‘passport questionnaire’ before going to their ticking page.

[Wendy]

I like the passport and think it should be part of the process. I have no preference for how this is done.

[Pete Wyatt]

I too like the passport idea, I don't really care how this is achieved

[Karl Matthews]

I need to call for help.

If you guys want something further, can one of you please take over and deal with this directly with cosmic?

[Oliver Macro]

I'm ambivalent.

[Hippie Tim]

If it's the direction we choose to go down then I am happy to discuss with Aidan how we can make it work if you'd like Karl.

[Karl Matthews]

Thank!

My 2 cents - If we could have the event on the cosmic page and have it somehow linked to the passport page first then I think that would be the best. Not sure how that would work though.

The event page is ready to go live when we open.

I have set the dates up like this;

Tier 1 - Sep 15 - Oct 15 (or until sold out)

Tier 2 - Ends Nov 21 (or until sold out)

Tire 3 - Ends Jan 27 (or until sold out)

Tier 4 - Jan 27 - Jan 30 (or until sold out)

Those dates sound right?

[Wendy]

Sounds good to me.

[Shelley Watson]

Karl, could you check all info is correct on this page?

http://www.kiwiburn.com/prepare/tickets/

[Karl Matthews]

Looks good.

The only thing is second tier ended at Nov 21 last year. That's what I have put in, but I think it makes more sense to make it Nov 30 and I'm happy to change it.

On 25 Aug 2015 8:56 am, "Shelley Watson" <she...@design.gen.nz> wrote:

Karl, could you check all info is correct on this page?

http://www.kiwiburn.com/prepare/tickets/

[Karl Matthews]

Also should we put in brackets (or until sold out) under the dates? Might save some confusion.

[Oliver Macro]

Yeah, I think so.

[Wendy]

I agree.  The decision about the second tier cap will be in this month's EFP.

[Karl Matthews]

Sorry didn't cc you in there Shelley.

Looks good.

Tier 2 actually ends Nov 21 but I think we should change to Nov 30.

And should we put (or until sold out) under the dates to save confusion?

[Shelley Watson]

all good will update it now.

[Shelley Watson]

one more question. when are tickets on sale til? we stopped selling at 10am friday last year according to social media posts? on website we say saturday?

[Karl Matthews]

Should we say 8 pm Saturday 30? That's when gate closes.

On 25 Aug 2015 9:31 am, "Shelley Watson" <she...@design.gen.nz> wrote:

one more question. when are tickets on sale til? we stopped selling at 10am friday last year according to social media posts? on website we say saturday?

[Shelley Watson]

OK, have made changes and checked and updated links. Please check page info again and let me know of any other changes

[Karl Matthews]

Looks good

On 25 Aug 2015 9:45 am, "Shelley Watson" <she...@design.gen.nz> wrote:

OK, have made changes and checked and updated links. Please check page info again and let me know of any other changes

[Nicola]

Is the lack of specific dates deliberate? I find "mid-October" a bit vague if you're planning around paydays...

On Tuesday, 25 August 2015 11:47:55 UTC+12, Karl wrote:

Looks good

On 25 Aug 2015 9:45 am, "Shelley Watson" <she...@design.gen.nz> wrote:

OK, have made changes and checked and updated links. Please check page info again and let me know of any other changes

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[Hippie Tim]

Just had a good wee chat with Aidan, we're going to work on making it so that the link on the cosmic ticketing page will point people to our passport quiz and then will fire them through to the actual ticketing page once completed. So that looks like a win win, am going to send him through the technical details and get it working.

On Tue, Aug 25, 2015 at 7:54 PM, Nicola <nicola....@gmail.com> wrote:

Is the lack of specific dates deliberate? I find "mid-October" a bit vague if you're planning around paydays...

On Tuesday, 25 August 2015 11:47:55 UTC+12, Karl wrote:

Looks good

On 25 Aug 2015 9:45 am, "Shelley Watson" <she...@design.gen.nz> wrote:

OK, have made changes and checked and updated links. Please check page info again and let me know of any other changes

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[Wendy]

Nice work Tim!

[Pete Wyatt]

most excellent work Sir Hippie

[Shelley Watson]

what is the expected onsale date for tickets? need to plan comms around this.

[Hippie Tim]

According to this thread September 15.

On Wed, Sep 2, 2015 at 1:52 PM, Shelley Watson <she...@design.gen.nz> wrote:

what is the expected onsale date for tickets? need to plan comms around this.

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[Shelley Watson]

thanks :-)

also, do we need mini survival guide by then? as it does get emailed out later in the year to all the emails of those who have bought tickets so maybe don't need this done til october? keen to ahve full survival guide online before tix on sale so we can direct people there to familarise themselves with all that helpful info.

[Isa Ritchie]

That sounds fine.  We can keep sending it out later, or we could do it at the same time. I don't see issues either way.

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[Wendy]

Agreed

[Wendy]

At the summit we agreed to make a list to remind people of things they needed to bring with them, like panadol (cos the medics can't give it out) and sticking plasters and their bloody inhaler.  I can't remember if this was to go in the survival guide or mini survival guide?

[Isa Ritchie]

It already was/is in the survival guides (both sizes) I guess none of us have read them in a while?

[Wendy]

No, this was something different from what is in the normal guide.  I just looked it up on the Summit action points list (which I thoroughly recommend we all have another look at, because there's stuff on there that is slipping through the cracks) and it said this on your list Isa:

"Chase up Paul Chaffe for information for participants re: medical preparation for event to Isa for publishing on social media."

The 'what to bring' section for the website is on that list too but that's been done already. It's the Paul stuff I was thinking of, because he was sick of  being asked for supplies.

            

[Isa Ritchie]

The 'what to bring' section on the website is copied and pasted from the survival guide :/

[Wendy]

Yeah, I think the idea behind this was to specifically focus on medical stuff folks should bring, and do a blog about it.

[Karl Matthews]

Specifically what time do we want to start ticket sales on the 15th? I honestly can't remember when we did last year.

Should we do something like 8am? Or straight midnight?

[Oliver Macro]

I want to suggest midday.

[Pete Wyatt]

I guess midday makes it easier if some part of the process doesn't work

[Shelley Watson]

last year karl was away and I flicked ticket sales on at midnight sunday night and we told folk they were on sale monday morning 9am. 

[Pete Wyatt]

but I seem to remember there were issues at the start and sales and it took a couple of hours to sort (I was trying to buy the first ticket)

On Thu, Sep 3, 2015 at 11:31 PM, Shelley Watson <she...@design.gen.nz> wrote:

last year karl was away and I flicked ticket sales on at midnight sunday night and we told folk they were on sale monday morning 9am. 

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[Shelley Watson]

yes, there was an unforeseen software glitch, tho that was plan put in place.

[Shelley Watson]

Hi, how's this for the blurbs to let people know about tickets on sale soon? feedback welcomed. nb both have the link to out website ticket page.

Tickets for Kiwiburn 2016 will be on sale from 9am, 15 September! 

We’re growing every year and are capping ticket sales at 1200, allowing for 20% growth while still ensuring we can contain our growing population within our allotted area. There will be no gate sales, however, tickets will still be available online ($200) after the event opens, so if you decide to go to Kiwiburn at the last minute, you still can! 

We'll do another post scheduled for 9am on 15 september.

Kiwiburn 2016 tickets are on sale now! All the money goes towards creating the event which is created by you and a large group of volunteers. And remember, if you can afford higher tier tickets, then please buy them at any time. We can't wait to see you on the Paddock in January!

[Isa Ritchie]

We should add something in there about tickets only being available if they haven't sold out.

[Shelley Watson]

we already say that they are capped at 1200 tho?

[Shelley Watson]

Ah yes, I see what you mean. how's this?

Tickets for Kiwiburn 2016 will be on sale from 9am, 15 September! 

We’re growing every year and are capping ticket sales at 1200, allowing for 20% growth while still ensuring we can contain our growing population within our allotted area. There will be no gate sales, however, tickets will still be available online ($200) after the event opens, so if you decide to go to Kiwiburn at the last minute, you still can as long as there are tickets left!  

[Isa Ritchie]

Great

[Shelley Watson]

who is turning ticket sales on tuesday morning?

[Hippie Tim]

Andy and Cosmic are still conversing about how we implement our system, I guess it will be Andy making our page live as technically the back end is working right now, just no one has the link.

On Fri, Sep 11, 2015 at 7:36 PM, Shelley Watson <she...@design.gen.nz> wrote:

who is turning ticket sales on tuesday morning?

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[Shelley Watson]

thanks hippie, can you follow through with both of them to ensue it's ready before 9am tuesday. we have a post on fb set to go at 9am tuesday which takes peope to the kiwiburn website tickets page :-)

[Hippie Tim]

Yep, the conversation is still on going and active, should all be ready by Tuesday.

On Sat, Sep 12, 2015 at 11:39 AM, Shelley Watson <she...@design.gen.nz> wrote:

thanks hippie, can you follow through with both of them to ensue it's ready before 9am tuesday. we have a post on fb set to go at 9am tuesday which takes peope to the kiwiburn website tickets page :-)

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[Shelley Watson]

last week's fb post has had a reach of almost 3,400 people and generated a lot of excitement :-)

just revised the post for the morning to encourage folk to buy tickets as early as possible:

Kiwiburn 2016 tickets are on sale now! All the money goes towards creating the event which is created by volunteers and you. Please buy your tickets as early as possible as it helps us plan for the event. And remember, if you can afford higher tier tickets, then please buy them at any time. We can't wait to see you on the Paddock in January! 

[Hippie Tim]

Sweet.

Andy has things under control re:ticketing, so we should be good to go.

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[Shelley Watson]

he doesn't quite have things under control as he is waiting to hear back from cosmic's developer. he will call him when he finsihes work today.

and remind me again who is activating the 'go live' for tickets to be on sale?

[Shelley Watson]

that is the 'go live' o the cosmic site back end

[Hippie Tim]

The conversation I had with him this morning is that everything is working (his back end), it just won't be listed on Cosmic's site until their developer gets back to us, which is not a huge issue, people will still be able to buy tickets.

The ticket sales are "live", if you have the link, the only thing left to do would be to turn it on to list on Cosmic's website, which we won't be doing unless we can get their developer to make it happen today.

Andy's system is working and good to go, so we are in the clear. It would be him, or who ever else has access to the website backend that can update our website and allow people to get access to tickets.

On Mon, Sep 14, 2015 at 2:01 PM, Shelley Watson <she...@design.gen.nz> wrote:

that is the 'go live' o the cosmic site back end

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[Wendy]

I'm glad to hear everything is working in Andy's back end!

[Oliver Macro]

I snorted when I read that, Wendy.

[Shelley Watson]

On Monday, September 14, 2015 at 2:11:27 PM UTC+12, Hippie wrote:

The conversation I had with him this morning is that everything is working (his back end), it just won't be listed on Cosmic's site until their developer gets back to us, which is not a huge issue, people will still be able to buy tickets.

yep, that's not a huge issue.

 

The ticket sales are "live", if you have the link, the only thing left to do would be to turn it on to list on Cosmic's website, which we won't be doing unless we can get their developer to make it happen today.

I turned sales on cosmic site last year so will still have the passwords etc if they are the same? 

[Shelley Watson]

ok, got event link from andy. kb password for cosmic site same as last year so we can turn on sales for 9am tomorrow.

[Hippie Tim]

We shouldn't be distributing the direct link to cosmic or turning it on on cosmic or it won't go through our passport system.

Making it "live" in the cosmic back end will just put the link on their website and not the link to our system as we are trying to do.

Their developer is being slow to help us make it happen even though Aidan was quite sure we could get it done by tomorrow.

So things should work as is and we should be distributing the link to our website which will then send people though the passport, atleast that is what I believe is happening.

On Mon, Sep 14, 2015 at 3:09 PM, Shelley Watson <she...@design.gen.nz> wrote:

ok, got event link from andy. kb password for cosmic site same as last year so we can turn on sales for 9am tomorrow.

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[Shelley Watson]

not distribuing the link publicly, tho thought we needed to turn the cosmic on to make it a live page so people can buy tix on their site after filling out passport? or will their dev do that? will they be sorted by tonight, really need it in place before tomorrow if possible so it's all smooth and tested?

[Hippie Tim]

I just sent an email to everyone involved in that process to make sure we are all on the same page about where things are at.

Based on our earlier decision to get ticketing to all go through the passport we should not make it so people can go directly from the cosmic ticketing website to the sales page but instead go to the passport system. As such we shouldn't make it "live".

In the next couple of days however Cosmic will be able to list it on their website as usual and it will then link to our passport page.

To avoid confusion we should just link to our website's ticketing page which can then direct all traffic in the right direction.

On Mon, Sep 14, 2015 at 3:40 PM, Shelley Watson <she...@design.gen.nz> wrote:

not distribuing the link publicly, tho thought we needed to turn the cosmic on to make it a live page so people can buy tix on their site after filling out passport? or will their dev do that? will they be sorted by tonight, really need it in place before tomorrow if possible so it's all smooth and tested?

--

[Hippie Tim]

Looks like everything went off without a hitch: http://www.kiwiburn.com/prepare/tickets/

I had a stupid amount of phone calls with people last night but we're all good.

[Wendy]

Thanks Shelley, Tim, and Andy for your work on getting this done. :)

[Pete Wyatt]

awesome work team

[Pete Wyatt]

just a quick note from Sir James Bacon Long....
when you buy a ticket you have option to return to events page! this takes you back to the purchase page at cosmic sans the kb question thing, eventually some asshat will work this out and put it out there, prob want that little option removed. You have my word I won't spread that info.

[Hippie Tim]

Yea, not much we can do about it, I don't think it's an issue, we'll capture most of the traffic as we won't be spreading that link.

It's not fail safe but I'm ok with that.

[Karl Matthews]

Already sold over 100!

[Karl Matthews]

Probably sell tier 1 out today

[Hippie Tim]

Selling like hot cakes.

[Wendy]

All those poor people with a genuine need for cheaper tickets!  *coff coff*

[Shelley Watson]

a couple of people had probs buying instore as the staff were unable to find the event in their system tho that is sorted now. 

[Shelley Watson]

As I ended up giving this a lot more of my time and energy than expected the last two days, I have some observations about ticketing. I would like to suggest that we have a ticketing manager for next year's process. because:

- the new passport system was great and people love it, tho the kiwiburn website / cosmic website linking was not in place til late the night before on-sale date. cutting it too fine when our web team aren't available 24/7 either

- Aidan from cosmic was not even aware of our onsale date

- people went to buy tickets instore and cosmic staff were unable to find the event in their system. cosmic should have had that sorted but didn't (we had two frantic messages from ticket buyers)

- confirmation that there were x250 earlybirds, up from x200, was not passed on for website updates until 5pm on first day of ticket sales. this should have been in place already.

- meanwhile, we did social media saying there were less than x20 tickets left when there were really x70. not a major, but you know.

- conflicting text about the age of tickets for children

I think we can learn from this - could I ask all team leads to please take the time to read the areas on the website relevant to them and let web team know of any changes required. Would be good to do this before the momentum for our event increases so as much as possible is in place.

[Isa Ritchie]

Having a ticketing manager sounds like a very good idea. Sorry you've had to put so much unforseen time and energy into this, Shelley.

[Hippie Tim]

I agree with Shelley but a large part of what happened that night was Cosmic trying to fix something that we weren't asking them to fix, it cost me a whole bunch of time too.

I'm happy to take the role, I have a good working relationship with Aidan at Cosmic and he's used to me be the person to talk to as I have done many times in the past.

[Wendy]

I just want to say thank you to everyone involved in this process, and thank you Tim for offering to be ticketing manager.

Do we need to vote to create this role? My gut feeling is probably no since it's technically under a  subcommittee, but we can if others think we should.

[Shelley Watson]

thanks wendy. I don't see it as a permanent role, more of a temporary project management position to liaise with all relevant parties. I also think it would be helpful to have a document produced that lists all the action points, contact details etc as a checklist / memorandum of understanding so things run smoother next time.

[Wendy]

In that case I suggest that we just go "Yay Tim!" and perhaps Shelley, you, Andy, and Tim could work together to decide what should go in such a document?  You three seem the best placed to have all the know-how.

On 16 September 2015 at 20:43, Shelley Watson <she...@design.gen.nz> wrote:

thanks wendy. I don't see it as a permanent role, more of a temporary project management position to liaise with all relevant parties. I also think it would be helpful to have a document produced that lists all the action points, contact details etc as a checklist / memorandum of understanding so things run smoother next time.

--

[Shelley Watson]

am not interested in being involved in this process as not an area of expertise for me. my input as per bullet points above.