Articles

Advertising

Approval

[Additional instruction is needed.]

Purchasing Flyers

Printing flyers and posters should be done through the Media Hub in the BYUSA Office. The following are their prices:

To request the purchase of these prints, see the Expense Request Guide with the following deviations:

• For "Vendor" select "Campus Life Design"
• Enter a correct description and amount for the project

Remember this should be done after taking the appropriate steps in the Advertising Approval section earlier in this article.

Sound Equipment

The sound equipment is currently stored on the 3rd floor of the WSC in closet 3100D. The key to this closet held by the BYUSA Clubs office in 3400 WSC. This office is open Monday - Friday from 8:00 am to 5:00 pm with the exception of some closures (ex: Campus Devotionals, holidays, etc.).

If coordinated ahead of time from the Student Connection and Leadership Center office (referred to as SCL, also in 3400 WSC), you may request the use of a cart to move the equipment with. This is highly recommended!

Sound equipment in the closet should be found and stored as such. A step ladder may be helpful (also requested from SCL office). You don't need the white microphone boxes or white xerox box. Don't forget to grab the speaker stands!

[Additional instruction is needed.]

Equipment Usage Fee

To help cover basic costs associated with the maintenance of sound equipment (such as gaff tape, batteries, etc.), we will charge a small fee should you choose to use our equipment at your concert.

If you have free admission, we will charge a flat fee. If you charge for admission, we will take a small percentage of your ticket revenue. Contact the President or VP of Finance to talk about these costs.

Ticket Sales

Online Ticket Sales

To set up online ticket sales, you will need to email Craig Cardon at
Here is an email template with the information you will need:

Good morning Craig,

We would like to set-up ticket sales for the following event:

[Concert Name]
- [Date] @ [Time]
- [Location]
- [#] tickets at $[price]
- Description: [limit 260(?) characters]

We will be using iPads from the Treasury Department again to sell tickets the night of. Sales should be contributed to 13525055-4570-[????? (ask the accountants)].

Let me know if there is anything else you need!

Thanks,

- [name]
[Personal Title - Club Name]

Make sure to replace all of the bracketed sections with the appropriate information. Email the BYUSA accountants at sclaccounting@byu.edu to ask for the account code for tickets sales for your group.

Once the event is created, you can find the tickets at this link: https://commerce.cashnet.com/webslsf
Craig will also send you periodic reports with ticket sales, with a final report when he closes online sales.

Customers will not receive tickets, but instead will be emailed a receipt, which can act as their ticket.

As a note, if you are not worried about selling out of seats, you can have online-only ticket sales instead of using iPads at the door, and have the event close the day after.

iPad Sales

iPads are managed by the Treasury Services department (A-153 ASB). Reservations for the iPads should be made at a minimum of 2 weeks in advance. This can be made by going into the office, or emailing mobilecc@byu.edu and informing them of the date you need the devices, and scheduling a pick-up and return time. Their offices typically close at 5pm and open at 8am M-F.

Information regarding ticket sales must also be provided including the name of your concert, ticket price, and GL account code. Once again, to get this number you can email the BYUSA accountants at sclaccounting@byu.edu to ask for the account code for tickets sales for your group.

Anyone running the iPads and collecting cash must complete BYU's CPI Training, and submit their certification to mobilecc@byu.edu. This training should take roughly 30 minutes.

INSTRUCTIONS FOR ACCESSING THE PCI CASHIER TRAINING:

1. Visit the link: https://byu.myabsorb.com/#/curricula/4dc5129b-fe47-4ba8-96e7-598a37cd088e
2. Enroll in the training and take the training.
3. Once you have finished the training, click on the 3 bars in the top right hand corner and select ‘Transcript’.
4. Click the ‘Print Transcript’ button, and then save your transcript as a PDF. Once it’s saved, send it to mobilecc@byu.edu as proof of completion.

Devices MUST stay on campus in a secure location at all times! Do not the the devices unattended at any time. Devices should be locked in an office or other secure location overnight. Students or faculty may NOT take them home under any circumstance. Plan accordingly.

Credit card, debit card, and cash sales can be made with the iPads. If you choose to accept cash, contact the BYUSA Clubs Coordinator - Robyn Damon (robyn_damon@byu.edu) - at least 2 weeks in advance to secure a cash box. After the concert, cash may be deposited at the WSC Info Desk. They will require you to fill out a slip with the following information:

The account code is the ticket sales code mentioned earlier. Don't forget to return the cash box to the BYUSA Clubs Coordinator!

After the concert, email braden_stohlton@byu.edu and request the ticket sales report for your concert (include the name and date).

There are credit card processing fees associated with using the iPads. You will need to submit an expense request for these fees. View the Expense Request Guide with the following deviations:

• Change the "Purchase Date" to the date of your concert.
• Enter "BYU Treasury Department" in to the "Source/Vendor" field.
• Put "Credit card processing fees from using Treasury Department iPads at [concert name]"
• Put an estimated cost of $3.00 (This is likely the maximum amount for about 180 tickets sold; however, the accountants will process the actual amount charged to your account once the fees hit.)