UNCW - Policies and Procedures Manual

FAC 1.40 - Kenan Auditorium Box Office

Responsible Office: College of Arts and Sciences,
Kenan Auditorium

Policy number changed to FAC 1.40: July 1999
Effective: May 15, 1991

Purpose

Scope

Policy

Procedure

Effective July 1999, the policy number changed from MSC 1.40 to FAC 1.40.
A new Facilities Use and Rental section of the Administrative Policies and Procedures Manual has been created to organize all policies related to the use and rental of university facilities into one easy-to-find section.

A. Purpose.

To establish policy and operating guidelines for the use of Kenan Auditorium box office services.

B. Scope.

Applies to all University departments and community organizations requesting box office services.

C. Policy.

1. General Statement.

The University of North Carolina at Wilmington maintains and administers the Kenan Auditorium Box Office to provide a convenience to patrons and to provide box office services (for a fee) on behalf of an organization holding a ticketed event in Kenan Auditorium or an event in the community where ticketed admissions are desired. Box office services will be offered to the public for the following:

Paid productions by the UNCW Department of Fine Arts.
Other productions brought to the UNCW campus.
Events held in community facilities such as Thalian Hall.

2. Services Available.
Services provided by the Kenan Auditorium Box Office include, but may not be limited to, the following:

Making reservations.
Sale of tickets by telephone order (using Visa or Master-card) and mailing of tickets to patrons.
Sale of tickets at the Kenan Auditorium Box Office window.
Reports to the involved organization of daily sales and a statement for each performance.
Direct phone numbers (local and toll free) answered by a trained Box Office assistant who can answer questions regarding the event.
Mailing list of information about patrons (additional fee involved).
Printing of tickets if desired (additional fee involved).

3. Operating Guidelines.
The College of Arts and Sciences will promulgate appropriate operating guidelines for the use of the Kenan Auditorium Box Office. University departments and community organizations may obtain these guidelines (titled "Guideline for Box Office Services and Requirements") by contacting the Kenan Auditorium Box Office. It shall be the responsibility of the University unit heads and community organization "contract officers" to make sure that all programs using Box Office services operate within the operating guidelines.

Included in the operating guidelines is information relating to fees, security, holding period for reserved tickets, guaranteed reservations, exchanges, refunds, complimentary tickets, door sales, records and reports, ticket orders, reserved seats, and discounts.

4. Review of Operating Guidelines.
It shall be the responsibility of the Auditorium Manager to review guidelines for the use of the Box Office, equipment, and staff annually in August and make any changes needed.

5. Schedule of Fees.
All services will be provided according to the Schedule of Fees. Upon request, the Schedule of Fees may be obtained from the Kenan Auditorium Box Office.

6. Kenan Auditorium Advisory Committee.
The Kenan Auditorium Advisory Committee shall have discretionary authority to revise policies and procedures relative to the use of the Box Office and to develop and encourage the use and support of the Box Office services.

D. Procedures.

1. Requests for Box Office Services.

Requests for use of the Kenan Box Office, equipment, and support staff may be made by contacting the Kenan Auditorium Manager:

The University of North Carolina at Wilmington

Kenan Auditorium

Wilmington, North Carolina 28403-3297

Telephone (919) 395-3442

The requester will be provided the appropriate forms, which must be completed, and will also be provided operating guidelines if needed. Requests must be made within the time schedule described in the Guideline for Box Office Services. The Auditorium Manager will be available to assist project directors in project scheduling and planning administrative needs within the operating guidelines.

2. Use of Kenan Box Office.
The use of the Box Office will be governed by contract or by Letter of Agreement attached as a rider on rental contracts and by University Guidelines for Box Office Services. Requests for Box Office services will be considered for approval and contracts may be issued based on the following priorities:

a. Events scheduled for Kenan Auditorium.

b. Events scheduled in other UNCW performing arts facilities.

c. Events scheduled in performing arts facilities outside the University.

d. Other ticketed events.