Ticketing Your Event

The Box Office will provide all supplies, hardware, software, and staffing for any activities associated with ticket sales.

The Box Office will set up ticketing software to print tickets with appropriate event titles, dates, times, venues, buyer types, and prices, as arranged with organization. Both General Admission and Reserved seating configurations are accepted.

The Box Office will sell tickets by walk-up, phone, online, mail, and email, maintaining consistent, posted sales hours, in a highly visible, convenient sales location.

The Box Office will accept payment for ticket purchases by cash, check, credit card (MasterCard, Visa, American Express, Discover), Miami University payroll deduction, student MULAA account, and departmental transfer.

The Box Office will capture name, address, and phone number of every ticket purchaser, with ability to provide this information in seating reports, and numerous marketing reports, creating a database available for organization use and a ticketing history of each customer.

A fully staffed, on-site Box Office is provided at each performance, offering Will Call services, door sales, and customer service, usually opening one hour before the performance at each ticketed venue.

The Box Office will handle all complimentary ticket requests, special holds and reservations for ticketed organizations (including class lists offering discount or special case tickets), along with any VIP seating requests.

The Box Office will provide sales reports and seating lists at any time, including requests to promoters.

The Box Office will provide marketing assistance through poster displays at point-of-sale, event listings on the Box Office website, phone messages, and full reports on audience for mailing lists and audience demographics.

The Box Office does NOT provide ushering or front of house management services.

The Box Office will provide event reconciliation (targeted to be within two weeks of the event). This includes ticket system reports on sales totals and income, and an Excel spreadsheet detailing gross income and Box Office fees for credit card sales, complimentary ticket services, and full ticketing services. Net receipts are transferred to the ticketed organization through a request to Miami University General Accounting for an interdepartmental transfer. Non-university affiliated organizations will received payment of net receipts through a check issued by the university’s Accounts Payable department.

As a financially independent ticketing services provider, the Box Office must offset operational expenses by charging client organizations for ticketing services. Contact the Box Office for current charges and to discuss different revenue/fee scenarios.

Costs to the Ticket Buyer

The Box Office charges the customer a $3.00 service fee per order for online, phone, and mail orders. The customer may order an unlimited number of tickets for this service fee. In the event a processed order is returned (subject to Supervisor approval), the Box Office will retain this fee. Ticket reprints are a free service to the customer. Online orders may include a scaled per-ticket fee. Arena concerts in Millett Hall may have a per-ticket service fee ($1.50 to $3.00) for both in-house & online tickets.

Please complete our online Event Ticketing Request Form.

Additional information you should be prepared to share:

• Organization being ticketed. Proper name and spelling, especially if to appear on a ticket.
• Name of artist, event, etc. as it is to appear on the ticket, including any description lines
• Performance date(s) and time(s).
• Venue, including capacity if set up as a general admission event.
• Buyer types and prices. Example: Adults $10.00, Senior Citizens $8.00, Students/Youth $5.00
• Date to go on sale. Date to stop sales, if not date of event (for example, a catered event needing a count)
• Any special instructions regarding event, including press releases and promotional material to assist marketing.
• Any hold information. Artist’s holds, Handicap holds, Sponsor holds, etc.
• Complimentary ticket information. Policies, lists.
• Departmental Banner Index (usually 4-digit) and Account Code (always 6-digit) to transfer receipts to.
• Graphic or photo to be used with event listing on Box Office website (optional)
• Contact person’s name, phone, and email.

The Box Office will work with the sponsoring organization to develop a ticket identifying the event or speaker, title of performance or lecture, date, time, venue, etc.

The Box Office will bulk print complete quantity of tickets to accommodate venue capacity or a portion of total capacity as desired.

Two Stage Distribution

At an agreed upon date before the event (5 business days, 4 business days, as defined), tickets will be made available to the Miami University community (or specified audience). Box Office staff will distribute up to two tickets (or specified limit) to individuals appearing at the Box Office in the Shriver Center with proper Miami I.D. Box Office staff will attempt to insure that tickets are distributed equitably, recognizing that it will be difficult to enforce this perfectly to persons who choose to be dishonest.

Two days prior to the scheduled event, tickets will be made available to the general public (in addition to Miami community). Any individual appearing at the Box Office in the Shriver Center may receive two tickets as long as tickets remain available.

Tickets will be distributed from the pre-printed supply. Unlike standard Box Office procedures, no effort will be made to collect ticket recipient information (name, address, phone, etc.).

Single Stage Distribution
Same as above, except tickets will be made available to entire public on specified date.

In an effort to accommodate non-Miami and out-of-town attendees to Free, Tickets Required events, the Box Office will utililize will call. This procedure is outlined below.

Individuals desiring tickets to the Free, Tickets Required event may contact the Miami University Box Office by telephone at 513-529-3200 or by email at boxoffice@miamioh.edu to reserve up to two tickets. Box Office staff will place tickets in an envelope marked with attendee’s name and telephone number.

Any tickets not distributed, along with all Will Call envelopes will be collected by a designee of the sponsoring organization prior to the closing of the Box Office on the day of the event. Distribution of remaining ticket inventory and reserved Will Call tickets at the event will be the responsibility of the sponsoring organization and/or Miami University Special Events staff. If specifically contracted, the Box Office can participate in ticket distribution at the event for a billable rate of $15.00 per hour.

The Box Office currently charges $0.35 per distributed ticket and $0.15 for any tickets printed but not distributed by the Box Office.

Example

600 tickets distributed (600 x $0.35 = $210.00) by Box Office
135 tickets printed, not distributed (135 x $0.15 = $20.25)
$230.25 total charge

Payment

Payment is made to the Box Office through a university interdepartmental charge to the sponsoring organization’s Banner account. The Box Office will provide a reconciliation summary spreadsheet to the organization within one week of the event indicating number of tickets distributed, number of tickets printed but not distributed by the Box Office, and number of Will Call orders. The interdepartmental charge will be initiated by the Box Office to the Miami University General Accounting Office.

Please complete our online Event Ticketing Request Form.

Additional information you should be prepared to share:

• Sponsoring organization, proper name and spelling, especially if to appear on a ticket
• Name of speaker, artist, event, etc. as it is to appear on the ticket, including any description lines
• Event date(s) and time(s)
• Venue, including desired capacity if set up as a general admission event
• Date to begin distribution, Miami and public dates if distribution is two-stage
• Any special instructions regarding the event, including press releases and promotional material to assist marketing
• Any hold information, Policies (2 tickets per request, exceptions). VIP lists.
• Departmental Banner Index (usually 4-digit) and Account Code (always 6-digit) to charge for service
• Graphic or photo to be used with event listing on Box Office website (optional)
• Contact person’s name, phone, and email