BOX OFFICE MANAGER

The BOX OFFICE MANAGER plans and manages all aspects of sales for the production. As the staff member responsible for the collection and documentation of incoming revenue and the delivery of tickets during the short but stressful sales period on show night, they must be meticulous and organized while retaining composure and customer service standards under considerable pressure.

The BOX OFFICE MANAGER answers to the HEAD OF AUDIENCE RELATIONS and works closely with the theatre management, FRONT OF HOUSE MANAGER and general public.

General areas of responsibility include, but are not limited to:

• Creates a comprehensive timeline of tasks and corresponding deadlines for your position in association with the HEAD OF AUDIENCE RELATIONS
• Manages reservations, ticket sales and systems
• Is available during specified box office hours
• Prepares overall sales forecast, weekly sales reports and final show sales report
• Maintains mailing lists
• Co-ordinates group sales initiatives and audience outreach with the HEAD OF PUBLICITY
• Documents and deposits production income.
• Prepares and supervises patron address and contact book for the lobby
• Prepares box office for opening of sales a minimum of four weeks prior to opening night
• Records and updates external greeting on box office line
• Manages all complimentary VIP ticket requests, giving priority to director, designer, staff, faculty and invited guests
• In the event of changes to or cancellation of a show, the BOX OFFICE MANAGER must call patrons in advance and must be on hand at the theatre to deal with patrons who could not be reached
• Ensures, together with Front-of-House manager, that general public is aware of procedures and policies (waiting lists, latecomers, etc)
• Collects, tracks, confirms and report reservations and ticket sales on a daily basis (including weekends during show run)
• Prepare weekly sales reports which include comparative figures; distribute to the HEAD OF AR and the PRODUCTION AND OPERATIONS MANAGER
• Tracks all complimentary tickets, house-holds, etc.
• Uses judgment and makes recommendations regarding ticket sales and house capacity to avoid overbooking
• Approaches director, designer, staff and faculty to reserve their comps at least 3 weeks prior to opening night
• BOX OFFICE MANAGER must call each person who reserves tickets to confirm their order

AT THE END OF TERM

• Write and submit a final report
• Wrap up all file, documents etc. at the end of terms and archive them; ensuring your successor has access to necessary information; including all files

NOTES:

The BOX OFFICE MANAGER is the Audience Relations Office’s chief sales and accounts person. Accounting and reporting are to be taken with the utmost seriousness as their clarity and accuracy reflect heavily on the School’s ability to manage its financial affairs within the University. Cash reconciliation and reports are to be completed on each night of the show and deposits are to be made as soon as possible the following morning.

Group sales are an essential element to a strong sales campaign. Consider possible school and interest groups to approach for sales. As long as there are seats available, your sales efforts should continue.

Ryerson Box Office systems are manually run. Prepare for the first night’s rush by carefully planning every step of the transaction and performing dry-runs in an attempt to organize yourself for every eventuality. Speak to the PRODUCTION MANAGER, TECHNICAL DIRECTOR, FRONT OF HOUSE MANAGER and HEAD OF AUDIENCE REALATIONS as soon as possible in order to establish seating capacities and holds.

Mailing lists are of the utmost importance to the not-for-profit arts organization. They should be maintained with care and confidentiality and expanded to include all of the latest patron information.

Popular productions generate a considerable amount of cash each night. Careful safety procedures are to be maintained without deviation. At no time should cash be taken from the theatre by an unaccompanied staff member.

THE DUTIES AND RESPONSIBILITIES OF THIS POSITION MAY BE ALTERED WITHOUT NOTICE BY THE RESIDENT STAFF AND FACULTY

This information is intended as a guideline only. It is not intended to replace the required reading or research in your area, or information gained in the classroom.

The duties of this position cannot be taken in isolation from those of the entire AUDIENCE RELATIONS team. Each of the AR job descriptions should be reviewed carefully prior to the commencement of work in the office.

The demands of this position, and the hours worked, will vary with each production.

THE DUTIES AND RESPONSIBILITIES OF THIS POSITION MAY BE ALTERED WITHOUT NOTICE BY THE RESIDENT STAFF AND FACULTY