Table of Contents

Student Matinees

General Specs/Reqs

  1. Student Matinees do not require a seat map/chart
  2. Tickets are reserved and purchased by a teacher for herself, her students, and any chaperones that will also attend
  3. Student and Chaperone names do not need to be captured
  4. What does BACT require in terms of a report or attendee list for day-of show?
    • Must-haves: teacher name, school name, # of attendees (regardless of ticket type), some indication of payment status (registered / pending)
    • Nice-to-haves: teacher phone, students' grade
  5. Does the teacher usually print out tickets for each student?
    • No, and we do not want them to. We check the total number of tickets purchased before anyone arrives, and then assign seats ourselves the morning of, outside of the digital ticketing system. We don't actually check students in individually; we just bring them all in as a giant school group and seat them in the section we've assigned.
  6. Are there any waivers that need signed or does the school deal with all that?
    • School deals with all of that.
  7. The grade of the students is currently saved on the Teacher's contact record, but would it make better sense for historical purposes to store it on the participant record?
    • Yes, I think it makes better sense on the participant record.
  8. Data that needs captured and synced with CiviCRM:
    • Teacher Name (Contact First Name, Last Name)
    • Teacher Phone (Phone Primary)
    • Teacher Email (Email Primary)
    • School Name (Contact 2 Name)
      • NOTE: This maps to a second "School" Contact, linked to the teacher by a Relationship. In the current system, this is buggy, in that every time the teacher registers for a new event, it generates a new School contact and shifts the Relationship over to that new object.
      • The result is a lot of duplicate School contacts that make searching difficult. On that same note, if multiple teachers actually belong to the same School, it's not easily recognizable, because each one has a unique School contact generated for themselves.
      • Some sort of select list that an existing school can be chosen from?
    • School Address (Contact 2 Address)
      • See notes for above "School Name" field
      • Can these fields populate automagically if a school is selected from a list?
    • Grade of Students (Custom Field, stored under the Teacher's Contact record)

Pre- And Post-performance Classroom Visits/Workshops

The current system offers pre- and post-performance classroom visits/workshops. Please tell us more about this and what needs to be captured, etc.

The thing they're purchasing is a visit from a teaching artist (typically a member of the show's cast), who comes to the classroom and leads a workshop. We want to work out the details of the visit with the teacher outside of this initial purchase, i.e., we don't want them to schedule it themselves through the site. We want to see that they've purchased the visit, so that we can contact them and arrange the specifics. As such, we don't need to capture anything special, only that they've purchased one.

We do need some kind of alert so our Schools Coordinator can contact them. In the current system, that alert is accomplished by copying the Schools Coordinator as a bcc on all student matinee confirmation emails. They scan the confirmations as they come in, and make a note of any classroom visits. If you can think of a better way to do that, great! If not, this has been working fine.

Questions and correspondence from Austin 4/19

I have a few built out for Pete the Cat in San Francisco, because Student Matinees don't require a seat map image.

  1. I had originally built out the Student Matinees as a part of the "Pete the Cat" event, and just used a different Event Area. However, after checking over the functionality of the Flex Passes, it seemed like the better option would be to create a separate "Student Matinee" event for each show, in order to prevent Flex Pass holders from using their subscriptions to register. (I believe subscription coupons allow you to filter by parent Events, but not their child Performances.)

    Having two separate "Event" objects (Pete the Cat and Pete the Cat - Student Matinee) is not a problem. I just wanted to make sure that was the best practice.

    EMC: This looks right to me, though I would also urge you to take advantage of the OpenTickets support and/or OpenTickets Community Forums to see if there are other methods of handling this. This is essentially "new" software for us as well, and while Dan (and I) have been combing through the documentation and configuration for OpenTickets utilizing that support is also a great idea. We will advise on best practices or configuration where we have gained knowledge.

  2. I used the GAMP extension for ticket pricing. The purchasing experience is a little confusing: The dropdown menu doesn't make it clear that I can reserve multiple types of tickets. It would be better if I could see all three ticket options displayed, and then enter ticket amounts.

    EMC: This might require customization of this form. My recommendation is to keep this on the back burner for now and when we get to working on this, see if it's a priority with regards to over all budget and scope. This might also be something that could be explained with some boilerplate in the performance description.

    Austin: Back burner is fine for the GAMP form. A boiler plate explanation is a totally adequate work around.

  3. In terms of user data, we need to capture the following. Example on the old site here: https://www.bactheatre.org/civicrm/event/register?reset=1&id=3720

    • Teacher Name (Contact First Name, Last Name)
    • Teacher Phone (Phone Primary)
    • Teacher Email (Email Primary)
    • School Name (Contact 2 Name)
      • NOTE: This maps to a second "School" Contact, linked to the teacher by a Relationship. In the current system, this is buggy, in that every time the teacher registers for a new event, it generates a new School contact and shifts the Relationship over to that new object.
      • The result is a lot of duplicate School contacts that make searching difficult. On that same note, if multiple teachers actually belong to the same School, it's not easily recognizable, because each one has a unique School contact generated for themselves.
    • School Address (Contact 2 Address)
    • Grade of Students (Custom Field, stored under the Teacher's Contact record)

    EMC: I've got this as required data that needs captured. Can you please confirm that all this will need sync'ed into CiviCRM as well?

    Austin: Teacher Name, Phone, and Email maps onto standard purchase-type info we've documented elsewhere. All of the school data is unique to Student Matinee events, and will need to be captured and synced to CiviCRM.