(407A) Ticket Office: Operations

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Updated 7/05

TICKET OFFICE: OPERATIONS

Athletic event tickets are a negotiable commodity and an important source of revenue for Kansas Athletics. The mishandling or misappropriation of tickets could result in revenue losses, or NCAA sanctions. For this reason, the policies and procedures prescribed for the printing, handling, sale and distribution of tickets are to be strictly followed.

The primary objectives for operating the Ticket Office are as follows:

  • To provide superior service to all ticket patrons, maintaining a proper public relations posture with customers in order to promote continued support for the University and the intercollegiate athletics program;
  • To properly handle and account for the distribution of tickets and admissions to all athletic events; and
  • To properly deposit and record income obtained from ticket sales.

Ticket Office policies and procedures are developed by the Director of Ticket Operations, in conjunction with the Administrative Staff, with final approval with Athletics Director. All staff members involved in the sale and distribution of tickets are responsible for maintaining a current knowledge of University, Big Twelve and NCAA rules and regulations governing ticket operations. Any questions regarding the intent or interpretation of specific policies are to be directed to the Director of Ticket Operations.

Information contained within this policy has been condensed from a Staff Handbook developed by the Director of Ticket Operations for use by Ticket Office personnel. Therefore, employees requiring specific Ticket Office Operations procedures are to refer to the Handbook. For additional information regarding Ticket Office policies, see Policies 408B, C and D in this Manual.

Printing

The Director of Ticket Operations coordinates the ticket layout, design and printing specifications. Ticket stock for computer-generated tickets is ordered a minimum of three (3) months prior to the date it is needed. Reserved and general admission for certain special-event tickets are ordered from an outside printer once the events’ price structures and dates have been set.

All printed tickets and ticket stock are treated as valuable commodities and stored in the Ticket Office vault. The ticket stock is ordered after bids are obtained by the Ticket Office according to Departmental purchasing procedures (see Policy 404, Purchasing Procedures in this Manual).

The Ticket Office staff counts all tickets and checks the imprinting of tickets to ensure accuracy. The printed tickets are also checked against control number reports which are generated from the computer’s printing program as well as against the computer manifest. Outlets are responsible for verifying the accuracy of tickets generated by their computerized printing system.

Accountability and Security

The Director of Ticket Operations is responsible for maintaining control of the general- admission ticket inventory and season-ticket operations. Printed, unused tickets are stored in the Ticket Office vault at all times. Only Ticket Office personnel have access to the ticket inventory.

Season Tickets
All tickets sold prior to any public sale (e.g. season tickets) are assigned according to the priority point system. Points may be earned through ticket purchases or donations of money or services recognized by the Williams Educational Fund. Season ticket accounts are created by Ticket Office staff.
General Admission
General admission tickets must be accurately listed by serial number, color, location, price and number of tickets (e.g. #141-250, White, 6A, 2.00 — 110 tickets) on a general admission and ticket stock inventory report. The report is filed and made available to auditors upon request.
All deadwood tickets and unused stock are stored under lock in the Ticket Office. Sold seats are verified on a daily basis from the compiled sales report. Seasonal activity is reconciled by the Director of Ticket Operations subsequent to the end of sport’s season and verified by the Chief Financial Officer and Associate Athletics Director/Internal Affairs.
Big Twelve Conference Tickets
Per Big 12 Conference rules: For all sports which charge admission (with the exception of football, basketball, and baseball), each host institution will make available a number of tickets equal to twice the number of individuals in each travel squad.

  • Football – 0 complimentary tickets; seats are taken out of 3,650 that must be provided.
  • Basketball – 25 complimentary behind bench and option to purchase 75 additional (anywhere in building);
  • Volleyball – 30 complimentary;
  • Soccer 52 complimentary;
  • Softball 50 complimentary;
  • Baseball – 60 complimentary.

Absolutely no tickets or passes of any kind may be issued to anyone (including University or Kansas Athletics administrators) without prior payment or the approval of the Director of Athletics, Senior Associate Athletics Director, Associate Athletics Director/External Affairs, or Associate Director of Athletics/Development.

Cash Advance

Cash for ticket seller’s cash drawers is requested via a memo from the Director of Ticket Operations to the Director of Business Operations. The memo is prepared prior to the season (i.e. football and soccer), and designates the game day, amount of cash and denomination of bills. A Ticket Office staff member picks up the cash the day before the game and divides the cash evenly among the cash drawers. Cash is kept in the Ticket Office Vault until end of season when it is returned to the Business Office for deposit.

Game Settlements

After each home game, a game report is prepared specifying visiting team allotments, tickets returned, complimentary tickets distributed, numbers sold and the guarantee amount. A copy is sent to the visiting institution for signature verification and returned to Kansas Athletics for payment. An invoice is then generated by the Athletic Business Office and submitted for payment.

  1. Contractual agreements for athletic events are based on one of the following settlement methods: Money and ticket guarantees which are negotiated event by event;
  2. ¬†“Home and home” basis which alternately benefits each school financially; or
  3.  Guaranteed exchange.

As a general rule, the guarantee is minimal (i.e. sufficient to cover travel expenses). However, if an opponent is scheduled for a single event over the course of several years, the negotiated game guarantee may be greater.

Ticket Office Hours

The Ticket Office is open to the public from 9:00 a.m. to 5:00 p.m., Monday – Friday. Staff reports to work at 8:00 a.m.