Selling tickets that are held at will call can present some unique challenges compared to selling traditional paper tickets. Will call tickets are held at the venue’s box office rather than being printed and distributed ahead of the event. This means customers don’t physically have the tickets in hand when they purchase them. As the seller, you need to establish a process to ensure the box office knows which tickets to hold for your customers. You’ll also need a way to confirm with the buyer which tickets are theirs once they arrive at the venue. With the right preparation and communication, selling will call tickets can be accomplished smoothly.
Why Use Will Call Tickets?
There are a few key reasons why you as the seller may choose to sell tickets that are held at will call rather than distributing hard tickets:
- Avoid lost or stolen tickets – When tickets are left at will call, there is no risk of the buyer losing printed tickets or having them stolen. Will call ensures the tickets remain secure until event time.
- Prevent duplicated tickets – Hard copy tickets can sometimes be duplicated, allowing multiple people to show up with the same seat. Will call tickets are attached to the buyer’s name, preventing duplication.
- Control ticket distribution – Sellers can maintain control over ticket distribution right up until the event starts. This helps prevent scalping or other unauthorized resale.
In many cases, using will call is the best option for guaranteeing ticket security and controlling distribution. As the seller, you’ll just need to adjust your sales and delivery process.
How to Sell Will Call Tickets
Selling tickets that are held at will call requires a slightly different approach compared to regular ticket sales. Here are some tips for seamlessly selling will call tickets:
1. Clearly communicate will call procedures
Be upfront with buyers that their tickets will be held at will call. Explain how the will call pickup will work, including the ticket pickup location at the venue and any identification they may need to provide. This sets clear expectations so they know tickets won’t be mailed or emailed.
2. Provide detailed receipts
The receipt for a will call ticket purchase needs to contain important pickup information, including the buyer’s name, order number or confirmation number, section/row/seat numbers, date of the event, and the location where tickets will be held. This gives the box office staff the details they need to find and distribute the correct tickets.
3. Share box office hours and contact
Make sure buyers know when they can pick up tickets at the box office and have contact information in case any issues arise. Providing box office pickup details upfront prevents confusion later.
4. Track ticket assignments
As the ticket seller, you’ll need to coordinate with the box office to provide a manifest listing which tickets should be held under which names. Keep detailed records connecting each sold ticket to a specific buyer for easy lookup at pickup.
5. Provide will call envelope/vouchers
Some venues provide special will call envelopes or vouchers for a smoother pickup process. Distribute these to buyers along with their purchase receipt so they can quickly retrieve tickets.
6. Follow up before the event
Touch base with buyers leading up to the event date to remind them their tickets will be at will call. Confirm they have the documentation needed to pick them up. This helps avoid issues with buyers showing up expecting printed tickets.
Using Technology to Manage Will Call
The right technology and tools can greatly simplify the logistics of selling and managing will call tickets. Some options to consider include:
Online ticketing platforms
Many dedicated ticketing platforms like Eventbrite or Ticketmaster allow tickets to be delivered via will call. They provide the backend tools to organize will call ticketing and generate pickup vouchers.
Will call management apps
Standalone will call management systems like WillCall can also streamline the pickup process. These apps provide digital tools for tracking and distributing held tickets.
Will call kiosks
Self-serve kiosks may be available at some venues for automated no-wait will call pickup using vouchers or confirmation numbers. This gives buyers an instant retrieval option.
Mobile will call verification
Some platforms allow held tickets to be verified directly from a buyer’s smartphone without visiting the box office. This provides a convenient contactless pickup method.
The right will call technology removes much of the manual work for sellers. It also provides a better experience for buyers through digitized ticket management.
Keys for a Smooth Will Call Pickup
The pickup process is the final but critical step in successfully delivering will call tickets. As the seller, you’ll want to minimize confusion and issues at the box office. Some top tips include:
- Provide clear signage leading to the box office location.
- Make sure box office staff have the manifests showing which tickets are allocated to each buyer.
- Ensure proper identification verification procedures are followed.
- Have backup contact information for the seller in case any pickup problems occur.
- Allow adequate lead time for buyers to pick up tickets before event start.
- Offer a customer service number buyers can call from the box office if needed.
Following will call best practices creates a smooth, frustration-free experience getting tickets into the hands of buyers.
Overcoming Will Call Challenges
Despite the best preparations, some challenges can still crop up when managing will call. Here are some potential issues and ways to handle them:
Buyer loses purchase receipt
Have the buyer contact you to resend their receipt or look up their order in your records using their name and email. Void and reissue tickets as needed.
Tickets are left unclaimed
Try contacting the buyer by phone and email if tickets are still at will call close to showtime. You can void these tickets and resell if unable to reach the buyer.
Buyer can’t make it to the box office
Allow trusted friends or family to pick up tickets with an authorized letter from the buyer. Or see if the box office can deliver directly to the buyer’s seat.
Box office is short-staffed
Bring in additional temporary staff leading up to the event to assist with will call demand. Have the box office manager keep you informed about any customer complaints.
Counterfeit tickets emerge
Work closely with the box office to identify any suspicious duplicate tickets and alert you immediately. Track distribution carefully to determine where counterfeits originated.
Staying on top of any issues and having backup plans helps minimize disruption. Proactively monitoring for problems also allows for quicker response.
Conclusion
Selling tickets that are held at will call adds some extra steps compared to traditional ticket distribution. However, the added security and control for sellers and buyers make it worthwhile in many cases. By putting efficient procedures in place, clearly communicating with buyers, and leveraging helpful technology, you can effectively conduct will call ticket sales. Anticipate potential snags, train your box office staff, and be ready with contingencies. With the right preparation, you can make the will call pickup process completely seamless for your valued customers.
