How to: Mailouts

Booking Mailouts:

In addition to sending tickets by email or having them left in person, we can mail the tickets to patrons on request.  However, there is a two dollar flat charge per order for this service to cover postage.  To book a mailout, simply go through the order as you normally would, and change the Selected Delivery Method on the order summary to Mail.  The $2.00 charge will be added automatically.  Be sure to confirm with the patron that mailing address we have on file is correct.  Also note that we are unable to offer this option within a week of the show date, as we cannot guarantee the tickets will arrive in time.  Once the seats are booked, you don't have to do anything special with the order; a supervisor will periodically print and process all mailouts.

Processing Mailouts:

If you are asked to do mailout batch, the process is rather simple.  In addition to the batch containing the tickets and receipt, an address card will also print out which has the patron's name and mailing address.  Take an envelope and place the tickets, receipt, and address card inside so that the patron's information peeks out through the window in the envelope.  Seal the envelope, and place it in the mailouts file.  This is located on the wall just inside Joy's office; top container on your right.

How to: Batch

Standard Batch Protocol:

On the top right corner of the envelope, write the patron's name as it appears on the ticket, not on the receipt.  Next, above the window of the envelope write the performance name, date, and time of show.  Place the tickets and receipt in the envelope with the receipt on top, so that the patron information shows through the window.  We sort first by show, and then alphabetically by patron name.  Pay special attention to the M's:  we put all the Mac's first, then the Mc's, then the M's, even if you have a name like Mann which in a dictionary would come first.

Volume Buyers:

If an order is from a volume buyer, write the guest name in the top right corner, and beneath that include the organisation with which the patron is affiliated.  If the payment is invoiced (instead of a receipt there is a piece of ticket stock with a signature line), be sure to put an asterisk and VB to remind the staff member who hands out the tickets that they need the guest to sign.  Additionally, you need to go into Audience View and print a second copy of the invoice (check the box by the invoice payment and press the print button at the bottom of the screen), and include both copies in the ticket envelope.

Further Protocol:

• If you notice that a name is not capitalized, written all in caps, or there is some other problem with the customer information, pull up the profile in Audience View and correct the mistakes as you go.  You do not need to reprint the tickets, but this assures that their information will be formatted correctly the next time they purchase (typically, these formatting issues occur only in orders that were created online).
• If a large group order is present in the batch, you don't need to rip each ticket.  Instead, fill out the envelope as you normally would, then attach it to the front of the connected ticket stack using a rubber band.
• Be sure that you're not using the old envelopes for batch.  The new envelopes have a rectangular flap and colour on the back.
• If the order printed out is for VIP, remove the "please pick up your vouchers" piece of ticket stock, add the appropriate number of vouchers to the envelope, and record the number on the vouchers in the comments area of the order summary in Audience View.
• If you would like to try your hand at coming up with batch puns, there is a running list of batch-styled song titles on the bulletin board next to the supervisor computer.