CONCERT TICKETS POLICIES AND GUIDELINES
By Nellie Carlen, Director of Ticket Administration
Approved by 2000 PHIP Board of Directors

TICKET DISBURSEMENT RULES
(Revised March 19, 2005)

PRELIMINARY INFORMATION:

1.    Do not, under any circumstances, contact the Howard Rose Agency or HK Management.  Only the Ticket Administrator is permitted to contact these agencies in regard to Parrot Head tickets. Any other contact will result in the loss of ticket privileges and the placing of a club on probation, effective immediately.  This is extremely important.

2.    At the beginning of each year, a copy of each club membership roster must be sent to the Director of Membership, including addresses phone numbers and email address.   If a club does not submit their current membership roster with their annual renewal to the Director of Membership by January 31^st, they will not be considered for PHiP ticket distribution for the next concert year.  

3.   Include the name and city of the closest venue to your location.  You may only go to the concert that is closest to you, a choice of any venue you prefer is not allowed.

4.   The Ticket Administrator and one point of contact for each show, known as the Ticket Coordinator, will determine number of tickets needed for each show.   

5.   When the Ticket Administrator announces the dates of the tour, information must have already been received in regard to number of tickets that will be needed for a show so a positive number of tickets needed can be easily determined and ordered.  Do not send in ticket requests directly to the Ticket Administrator.  All requests must be sent to the Ticket Coordinator.

6.   Once the tour has been announced and confirmed by the Ticket Administrator, ticket requests must be given to the Ticket Coordinator for each venue.  All requests will be considered, but may not be granted based on the number of clubs eligible for a venue.  If additional tickets are available for a show after all eligible club requests are satisfied, The Ticket Coordinator may send out an email to the club leaders list asking if any other club members would like to purchase tickets.

TICKET COORDINATORS:

1.   One Ticket Coordinator will be appointed by the Director of Ticket Administration for each concert tour show annually .

2.   The Coordinator must be willing and able to be available for phone calls and e-mails from club members and other clubs in regard to tickets for the specific venue.

3.   The Ticket Administrator will work with the Coordinator to develop a list of clubs eligible for a particular show, based on location, eligibility and distance.

4.   The Coordinator will submit a list of all clubs in the vicinity that are within a reasonable distance to the venue for tickets to that show.  The Administrator will verify with the Director of Membership that club lists and renewals have been received including the number of total club members.

5.   All ticket requests to the Coordinator must be in writing, either in the form of an email or regular mail if email is not available.  In turn, total ticket requests for each show must be made in writing to the Administrator.

6.   Should requests for tickets be made to the Administrator, bypassing the Coordinator, these requests will be immediately forwarded to the Coordinator for inclusion with the total ticket count for tickets.

7.   The Coordinator must supply both a work and home phone number to the Administrator.  This information will be provided to the Howard Rose Agency who will in turn give the information to the venue representatives for notification of the availability of the tickets for pick-up.

8.   No sales of Parrot Heads In Paradise Inc. tickets are allowed to non-members of clubs.

9.   Clubs who are not in good standing with Parrot Heads In Paradise Inc. will not be considered eligible for tickets.  All clubs must follow the annual deadlines set up by the Parrot Heads In Paradise Inc. By-Laws for membership with the national Parrot Heads in Paradise organization.

10.  No more than two tickets maximum will be made available per each paid member.  Household memberships are eligible for two tickets and single memberships are eligible for two tickets, provided a member of a Parrot Head Club uses the second ticket.  In the event that there are 4 active members in a household, provisions will be made by the local Club President for additional disbursement of tickets to these members.

11.  Once the number of tickets required for each show is turned into the Administrator, there cannot be any changes.  The Howard Rose Agency does not allow us to return any tickets, nor will they add to the tickets once the final number of tickets has been requested for each show of the tour.

12.  The Virtual Parrot Head Club is entitled to no more than four (4) tickets per show.  The Ticket Coordinator for the VPHC will contact the local coordinator to inform them of the number of tickets that will be used.

COST OF TICKETS:

1.   The Administrator is rarely advised of the cost of the tickets.  The Coordinator will be responsible for checking the newspapers, contacting Ticket master or Ticket Pro, etc. when the tickets go on sale to the general public to determine the cost of the tickets for each show.  The cost of the middle price tickets should be used as a guideline.  The majority of the tickets provided to Parrot Heads In Paradise Inc. members are in this range.  If the Coordinator contacts the venue to obtain price information, do not ask about the price of the Parrot Head tickets – the venue has no knowledge of these tickets until they are contacted by the Howard Rose Agency.  Be sure to include any additional costs that the venue may charge for parking, service charges, etc.

2.   Should there be a broker involved, contact the Administrator to verify charges quoted.

3.   Tickets may not be sold for more than face value, plus any additional charges added by the venue.  However, in the case when the coordinator is unsure of the exact cost of the tickets, he/she may request additional monies, with any proceeds either returned to the respective clubs or donated to an agreed upon charity.  Be sure to include additional money from each club for mailing or overnight service.

4.   The Coordinator is responsible for collecting money from all participating clubs and must provide the venue with a cashier’s check in the full amount of the requested tickets immediately after they have been contacted for pick-up.

5.   Once a club or a member confirms their request for tickets, changes cannot be made. A commitment to a certain number of tickets must be honored and monies for that amount must be sent to the Ticket Coordinator.  If you bought tickets from Ticketmaster or any other ticket group, you would not be able to turn them back in.  This procedure applies equally to the PHiP tickets.  Any club who reneges on the total number of tickets requested after the ticket numbers have been turned in, will lose their ticket privileges for the following concert season. The PHiP Board of Directors also suggests that you revoke ticket privileges for any member who decides not to use the tickets they have requested and refuses to pay for them.

6.   Payment from other clubs can be in the form of a club check, money order or cashier’s check.  No personal checks will be accepted. The PHiP Board suggests that a cashier’s check be used at all times.

7.   Approximately 3-4 weeks prior to the show, the venue will contact the Coordinator responsible for the tickets.  He/she will be notified of the number of tickets being held in their name and the total cost.

8.   A cashier’s check for the entire amount due for all tickets ordered must be delivered to the venue upon notification. No changes may be made at this time and no partial payments are allowed.  ALL tickets must be paid for at the same time.

9.   Because the people at the venue are unaware of the Parrot Head tickets until they receive information from the Howard Rose Agency, they obviously don’t know where they are and neither does the Administrator.  Everyone will know where the seats are located when the tickets are picked up.  Generally, the seats are in the same areas from year to year.

10. It is suggested that when distributing the tickets, mark down the section and seat numbers for each ticket for your club.  In the event a ticket is lost, the Ticket Coordinator will be able to have the ticket replaced if this information is provided.

 

PARROT HEADS IN PARADISE INC. TICKET RULES:

1. You may not advertise tickets in any way.  For instance, “Join our Club, and you are eligible for tickets.”
2. If an individual member is interested in buying tickets for another show, they must contact their own club president who will contact the Coordinator.  Ticket requests from individual members will not be accepted, only through the club presidents.  The local club president must approve all ticket requests, based on eligibility.
3.  All eligible members of a sanctioned Parrot Heads In Paradise Inc. club are entitled to attend one show in a concert tour year.  This show must be the closest in distance to their city or locality.  In the event that a Coordinator does not require all 300 tickets for one particular show, the Coordinator and the Administrator will consider other requests.  No requests will be considered once the tickets have been ordered, only prior to the specific deadlines for ordering tickets.
4. A specific deadline for providing the number of tickets required for a show is provided to the Administrator by a representative from the Howard Rose Agency – there are no exceptions to this deadline.  If this deadline is missed, the tickets are forfeited.  This is not our rule, it is determined by the Howard Rose Agency.
5. Should any problems, questions or ticket issues arise, contact the Ticket Administrator immediately to rectify the situation.
6. It is strongly recommended that each club have a method for determining which club members are eligible for tickets.  One method that is widely used is the point system.  The local Board of Directors determines how many points each member will receive in a specific list of categories. This information must be made available and publicized to all members of the club.  Prior to a new concert tour, the secretary would add up the points for each person and that would determine who would be eligible for tickets.  This system is extremely valuable when there are a great number of clubs eligible for one venue and only 300 tickets available.

Some examples of point system categories would be:

·         Committee involvement

·         Board of Directors involvement

·         Write a newsletter article

·         Bring in a new member

·         Participate in a charity event

Make a donation of either cash or an item for raffle or charity.