Ticket Guidelines

A. Ticket Approval

Obtain an Approval for Printing Tickets Form from Student Activities and Leadership Development. This form must be signed by a representative who is authorized to do banking for the organization. Return the Approval for Printing Tickets Form to Student Activities and Leadership Development staff for approval at least seven days before selling tickets.

B. Ticket Format

Flat Tickets must contain the following information:

• Name of the registered student organization sponsoring the event
• Admission price (only one price may be printed on each ticket)
• Name of the event
• Date of the event
• Location of events (i.e., Texas Union, FAC Auditorium, etc.)
• Admit One
• No Refund (if no refund will be given)
• Tickets must be consecutively pre-numbered beginning with #1 by the machine at the printers.
• Include sales tax if applicable

NOTE: If there will be different admission prices to the same event, or if the ticketed event will take place on more than one date or time (such as a series of performances), the tickets must be printed in different colors for each price and/or event.

C. Ordering Tickets

• Select and contact a printing company. The University Duplicating Center at the Texas Union can print tickets for your organization's event.
• Design proposed ticket copy.
• Submit proposed ticket format to Student Activities and Leadership Development for approval. SALD will create a one page hard copy to take to the printer.
• Once ticket format is approved, order tickets from printer.
• Make arrangements for the printing company to bill your organization directly for the printing costs.
• Pick up tickets from the printer and deliver them to Student Activities and Leadership Development at least two (2) working days before your organization needs to check them out and begin the ticket sale. Tickets must be accompanied by an invoice indicating total number of tickets printed at each price.

D. Checking Out Tickets from the Student Organization Bank

• Pick up and complete a Ticket Request Form, which may be completed only by an authorized banking representative of your organization.
• Pick up a Complimentary Ticket List if you need one. Complimentary tickets must be regularly pre-numbered tickets stamped complimentary. You may sign out a complimentary stamp from Student Activities and Leadership Development. Keep complete records of the complimentary tickets issued including names of persons receiving complimentary tickets and ticket numbers.
• Pick up Ticket Refund Forms if you need them. You don't need them if you are using rolled tickets or if your flat tickets say 'No Refund'. The Ticket Refund Form requires a list of the names of individuals receiving the refunds and the ticket numbers involved.
• Rolled tickets will be paid for at this time. Payment can be accepted only in cash or a check from the organization.s Student Organization Bank account. Rolled tickets are sold only in increments of 100, and cost $1 per hundred tickets.
• Student Activities and Leadership Development staff will issue tickets to you at this time.

E. At the Event

• Tear in half all tickets, both rolled and flat, collected at the door at the time they are taken from the holder. Retain torn stubs to turn in after the event. If an organization is found not to have torn tickets, the organization may be subject to disciplinary action.
• Keep complete records of the complimentary tickets issued and any refunds, including names of persons receiving complimentary tickets or refunds and ticket numbers.
• Any expenses that must be paid from cash ticket sales require prior approval from Student Activities and Leadership Development (SSB 4.104). All cash payments require written receipts.

F. After the Event

• All money collected for ticket sales must be deposited in the Student Organization Bank account (SSB4.104). Ticket deposit monies should be deposited separately from any other organization funds. Monies must be deposited daily if receipts are $50 or more. All ticket deposits must be completed within ten (10) working days after the event.
• All torn ticket stubs and unsold tickets are to be turned in to Student Activities and Leadership Development within ten (10) working days after the event.
• All complimentary ticket lists and refund lists should be turned in at the time you return unsold tickets.
• Any discrepancy that occurs between unsold tickets and deposited funds will require a written explanation from the organization.

G. Canceled Ticketed Events

• If a ticketed event is canceled, all unsold tickets must be returned to Student Activities and Leadership Development.
• If monies have been collected, a deposit is required for the amount of tickets sold.
• If a refund occurs, a ticket refund list must be submitted with the unsold tickets to Student Activities and Leadership Development. Any discrepancies concerning the canceled event will require a written explanation.