Box Office Policy and Procedures
Approved by the ASI Board of Directors
Per BD 59-09, October 13, 2009
Purpose:The purpose of this policy is to set and standardize operating procedures for the Associated Students, Inc. (ASI) Box Office, and for the procurement, distribution, and accounting of ASI Box Office tickets. This policy and procedures is intended to provide guidance and is not intended to cover all possible conditions. For those situations which are not covered here, the ASI employee is expected to use their best judgment.
Scope:This policy applies to all ASI Box Office employees. All entities or individuals who wish to use ASI Box Office services must comply with the applicable provisions of this policy.
1. Concept of Operations
a. The guiding principle for ASI Box Office operations is as follows: The best value in entertainment, sporting, and cultural event tickets for the best price.
b. In case of any disputes, the ASI Box Office Management Assistant may refer the problem to the ASI Executive Director, or in his/her absence, to the ASI Program Coordinator. If the client still feels that their grievance has not been adequately addressed, then the client may refer the matter to the ASI Board of Directors (BoD) for resolution. The BoD's decision is final.
c. Number of tickets authorized for purchase:
Currently enrolled students, faculty/staff and alumni with current Alumni Association card may purchase no more than ten (10) tickets per student or faculty/staff I.D. (as defined in paragraph 3b) within a twenty four hour period. Non-students/non-faculty members may purchase tickets for on-campus events only which have been authorized for sale to the general public, and may not purchase more than four (4) tickets within a twenty four hour period. For special engagement activities/events/performances, the Management Assistant with the approval of the ASI Executive Director, may restrict the number of tickets that can be purchased within a twenty four hour period to a reasonable number consistent with the number of tickets available. In the event that the tickets are being sold for another entity, the Management Assistant may restrict the number of tickets as stated above with the approval of the entity offering the tickets. The ASI Executive Director, or in his/her absence, the ASI Program Coordinator will have the authority to waive the provisions of this paragraph for official campus entities (e.g., the Foundation; university departments; etc.).
d. Tickets selected for resale and distribution will be reflective of those entertainment, sporting, and cultural events and activities available in the community. In no case will tickets to any "X" rated events or activities be offered through the ASI Box Office.
e. ASI Box Office operating hours will be posted conspicuously. These hours can be amended by the Management Assistant and/or the ASI Executive Director in response to operational considerations, e.g., conflicting class schedules, employee no-show, etc. Summer operating hours will be set prior to the end of the Spring Quarter. All operating hours will be set by the Management Assistant with the approval of the ASI Executive Director. Special operating hours by other entities may be arranged; however, the cost of the student assistant's wages must be borne by that entity and will be agreed to in writing prior to accepting the tickets for sale, and must be approved by the ASI Executive Director.
f. The Management Assistant is responsible for posting a work schedule indicating the hours for each ASI Box Office employee to work. Any employee who cannot meet their shift obligation should contact another employee to cover their shift. Notify the Management Assistant of the replacement's name. If the Management Assistant is unavailable, notify the ASI Executive Director. If a replacement cannot be found, notify the Management Assistant, or in his/her absence, the ASI Executive Director . If the ASI Executive Director cannot be notified, then the ASI Program Coordinator should be notified.
g. Employees will report to work 15 minutes prior to the start of their shift to accomplish shift-change procedures (see paragraph 4).
h. In those cases where the ASI Box Office is selling tickets for another organization, pricing will be per the contract or the requirements of that organization. There will be four categories of pricing for ASI products: “students”; “faculty and staff”; “alumni”; and “general admission”. If no designation is made then the price for students, faculty and staff, and alumni will be the same.
2. Pre-Sale Contracting
a. The ASI Box Office may accept for sale tickets from legitimate entities on or off campus.
(1). Off campus entities: The off campus entities authorized for sale through the ASI Box Office are tickets from major theater chains (e.g., Krikorian Premier Theaters, Edwards Cinema, AMC, etc.), theme parks (e.g., Disneyland, Knotts Berry Farm, Six Flags Magic Mountain, Seaworld, San Diego Zoo, etc), professional sports teams (e.g., Los Angeles Dodgers, Los Angeles Angels, The Los Angeles Lakers, The Los Angeles Clippers, The Mighty Ducks, etc.), or major stage theaters (The PantagesTheater, The Ahmanson, etc.). Off Campus entities authorized to provide the ASI Box Office with tickets for resale to the campus community will be carefully selected. The ASI Administrative Support Coordinator will contract with the off campus entity and the contract will be reviewed and approved by the ASI Executive Director.
(2). On campus entities: On campus entities are authorized to use the ASI Box Office to sell tickets to their events provided that they meet all the criteria of paragraph 2c below. Clubs wishing to sell their event tickets through the ASI Box Office must have a current charter from the Office of Student Leadership and Development (SLD) and be in good standing with the university as verified through the SLD office.
b. Where possible, the ASI Box Office should charge a reasonable surcharge for the distribution of tickets. This surcharge will help to offset the costs for ASI Box Office operations. If the entity will not authorize a surcharge and, in the judgment of the Management Assistant, the event/activity is worthwhile, then the ASI Box Office may offer them for sale at cost. As a guideline, the surcharge should not exceed 10% of the sale value.
c. The ASI Box Office will only accept for sale tickets:
(1) which have been signed over to it via a properly completed "Acceptance of Tickets for Sale Contract & quot.
(2) which have different prices indicated by different colored stock.
(3) which indicate different events in a series (e.g. Comedy Nights) by some distinctive number or pattern for each event.
(4) which are pre-numbered consecutively by machine if printed off campus. If tickets are printed on campus, a consecutive numbering stamp will be used.
(5) The distribution policy for the ticket sales must be provided in writing by the entity before tickets are accepted for sale. Such information as ticket prices, ticket categories (e.g. student, staff/faculty, other) and acknowledgment of the ASI surcharge must be included.
d. ASI will not distribute "Complimentary" tickets. Complimentary tickets will be distributed by the vendor, and not through the Box Office.
e. Refunds and ticket exchange policies must be agreed to by the ASI Box Office and the entity in writing before any tickets are accepted for sale by the ASI Box Office. Should there be no ticket or refund exchange agreed to in writing, then the ASI Box Office policy of no refunds or exchanges will apply.
f. Tickets bought from the ASI Box Office may not be exchanged or refunded. Tickets purchased from on campus entities through the ASI Box Office may have tickets refunded or exchanged provided that the entity contracting with the ASI Box Office as specified that the ticket exchange or refund has specified their approval in writing – see paragraph 2e above.
g. All ticket sales contracts will be reviewed by the CSUSB Accounting Office.
3. Ticket Sales Procedures
a. Tickets will be sold over the counter during normal business hours. The ASI Box Office will not sell "at-the-gate" tickets.
b. Identification requirements for determining eligibility to purchase tickets:
(1) A California State University, San Bernardino (CSUSB) student photo ID card showing the bearer's photograph.
(2) A current student quarter ID showing that the student is a currently enrolled student at (CSUSB).
(3) A current faculty/staff CSUSB photo ID showing the bearer's photograph.
(4) A current CSUSB Alumni Association ID card.
(5) A letter of appointment as temporary faculty/staff with a valid picture driver’s license.
c. Any tickets which are lent to a non-ASI entity for sales, or originally signed in to the ASI Box Office which are subsequently released from its custody, whether for on or off- campus sales, shall be signed out via a properly completed Ticket Responsibility Contract. All unsold tickets and sales money shall be returned to the accountable ASI entity in an expedient manner, also documented by the Ticket Responsibility Contract.
d. Customers purchasing tickets through the ASI Box Office will be required to fill out and sign the ASI Box Office Customer Log. The ASI Box Office Customer Log shows the following data:
(1). A statement in which the customer acknowledges that all sales are final; there are no exchanges or refunds; the customer acknowledges they know the expiration date(s) for the tickets they have purchased.
(2). The date of the ticket purchase; the name of the customer; a telephone number where the customer can be reached; the name of the theater/theme park/venue ticket they are purchasing; how many tickets of each type of ticket; the expiration date of the ticket; and, the customer’s signature.
e. The amount of cash on hand in the ASI Box Office will be adequate to do business for the shift. Funds over $400.00 will be kept in the ASI safe until courier service can be arranged. See paragraph 4d below for specifics.
f. Tickets may be purchased with a personal check or traveler’s check under the following conditions:
(1) The check may not exceed $260.00 and must be for the exact amount of the purchase.
(2) Identification requirements:
(a) A current California driver's license.
(b) The driver's license number and the expiration date will be recorded on the check.
(c) The person's student ID number must be on the check.
(3) The person presenting a check for payment must be the person whose name appears on the check. In other words, an individual may not purchase tickets with another person’s ID and check.
(4) If an individual's name appears on the list of returned checks provided by the University, The Foundation (or any list provided by a reputable source) of people who have written checks which were subsequently returned, then that individual's check will not be accepted. Should the individual's credit be restored with the University or The Foundation, then the individual must provide a letter from The Foundation Accounting Office stating that their credit has been restored.
g. Tickets whose total sale price exceeds $260.00 may be purchased with a cashier's check, money order, a traveler’s check a State of California check, or a CSUSB Foundation check provided these instruments are made out to the ASI Box Office for the exact amount of the purchase. ASI Box Office employees will not allow the purchaser to break down the purchase cost into two personal checks in order to circumvent the $260.00 limit.
g. No third party checks will be accepted for the purchase of tickets; this includes payroll checks.
4. Post Sale Procedures
a. At the end of each employee's shift, the employee leaving shall count out and initial their page of the "Reconciliation Book" form. The incoming employee will re-accomplish the ticket and cash count verifying the totals and initial on the same page.
b. Employees are responsible for reconciling their shift in the "Shift Change" Book.
c. The Management Assistant will reconcile sales receipts on a daily basis.
d. The Management Assistant will make arrangements with the Bursar’s Office to have the courier service pick up deposits. The frequency of the deposit will be determined based on the following criteria: the ASI Box Office will accumulate collections until they amount to $10,000.00 in cash or $15,000.00 in cash, checks, or money orders whichever occurs first.
e. pon reaching the threshold required to make a deposit as stated in paragraph 4d above, the Management Assistant will prepare the reconciliation and a deposit slip and notify the Bursar’s Office by fax or telephone that courier service is required.
5. Donating Tickets.
a. Periodically, various campus entities (e.g. SLD or the Residential Life Office) may ask the ASI Box Office to donate tickets to support charitable events, award dinners, etc. Tickets may be donated provided the following provisions are met:
(1). Only CSUSB students can be recipients.
(2). No off-campus entities will be considered.
(3). No clubs or student organizations will be considered for donated tickets since clubs may go through the Club Allocation Budget to receive funding to purchase tickets for events.
(4). Only movie theater tickets will be donated. No theme park tickets may be donated.
(5). The request must be in writing on letterhead stationary and signed by the appropriate authority.
(6). The ASI Executive Director, or in his/her absence, the ASI Program Coordinator must review and approve the request. The number and type of tickets donated will be recorded in a memo for the weekly report.
(7). No theme park tickets will be donated and no more than four movie theater tickets from any theater chain or combination of theater chains will be donated per entity per academic year.
Approved: Per BD105-99, 10-5-99
Revised: Per BD 82-00, 10-3-00
Revised: Per BD 71-02, 7-23-02
Revised: Per BD 38-04, 04-13-04
Revised Per BD 26-05, April 12, 2005
Revised Per BD 58-06, May 16, 2006
Revised Per BD 59-09, October 13, 2009