Ticket Sales Policy

Ticket Sales Policy

The Ticket Sales Policy is designed to communicate the policies and procedures affecting all recognized student organizations that wish to sell event tickets for organization-sponsored events. This policy covers advanced ticket sales, day-of-event ticket sales, and free events that do not require an admission price. Recognized student organizations may opt to use any combination of the ticket sales options provided in this policy.

Advance Ticket Sales

• Ticket sales for all events planned more than three weeks in advance of the event date are required to sell tickets through an online ticketing software made available through the Office of Student Engagement or the Bursar’s Office. No alternate methods of online ticket sales will be permitted if using an online sales option.
• The cost of using an online ticketing solution will be charged at a percentage of the ticket cost plus a per ticket flat fee. The overall cost will depend solely on the amount of each ticket. There is no charge for using the online ticketing software for events that are not charging an admission fee.
• Revenue from all ticket sales must be deposited into the recognized student organization’s on-campus account within 10 business days after the event.
• Recognized student organization leaders must complete an Online Ticket Sales Request Form no less than seven days prior to the first day of ticket sales. An event image and description is required in order to process the Online Ticket Sales Request Form.

Day-of-Event Ticket Sales

If the organization wishes to sell tickets at the door on the day of the event, the organization must note this option on the Fundraising Proposal Form and submit the fundraising proposal by the submission deadline stated on the form. Day-of-event ticket sales are not preferred, but if this option is chosen, the following guidelines must be followed:

• At least one Campus Safety officer and two student organization representatives must be present for the duration of ticket sales for a major event (e.g., held in Lathem Hall or Alumni Auditorium). If the size of the event doesn’t warrant the consistent presence of a Campus Safety officer, then the student organization is required to call the Campus Safety Office to request an officer to report out and secure the funds at the end of the sales.
• Student organizations are NOT PERMITTED to retain their collected money at the end of the event. At the conclusion of ticket sales, a Widener University staff member will count the money in the presence of two student organization representatives and a Campus Safety officer.
• A receipt for all counted funds will be issued to the student organization representatives and the Campus Safety officer. The Campus Safety officer will be responsible for transporting the funds and securing them in the designated lock box or safe in the Campus Safety Office until the next business day.
• The student organization must deposit all funds generated through ticket sales into their on-campus account on the first business day following the event. Funds collected during the event cannot be used to reimburse the student organization for personal expenditures, pay the DJ, or for other services contracted for the event.
• Services contracted by the student organization must be paid through the payment voucher request system. All payments must follow established Widener fiscal guidelines.

Free Events

Ticket sales are not required for student organization events that do not require an entrance fee. Student organization leaders are encouraged to keep an accurate list of guests that attend the event