Box Office and Financial Settlement Procedures:
BOX OFFICE:
The A.E.S.F. Box Office will be utilized for all ticketed events. Cash advances from the sale of tickets prior to the night of closeout are not permitted. Consignment tickets may be obtained for a group sales agency. Agency assumes all responsibility. All tickets and monies must be returned to the Fairgrounds Box Office one week prior to show or before the first show of a run. Lessees may be issued consignment tickets. Unreturned tickets will be assumed to have been sold and will be deducted from settlement at full face value. Complimentary tickets are 2% of the manifested house unless otherwise specified by contract. All roll tickets incur a per ticket charge. Three working days are required to put a Dillard’s ticketing system event on sale with all information finalized. Whether ticketing is handled with "hard" tickets or through Ticketmaster's computerized ticketing system, every detail from printing and verification to distribution (if necessary) and reconciliation will be supervised by A.E.S.F.'s Box Office Manager.
SETTLEMENT:
For all ticketed events, a settlement shall occur in the A.E.S.F. Accounting Office. The scheduling of the settlement is subject to the approval of A.E.S.F.
The Box Office Manager or designee will present sales figures and box office charges to the Lessee.
The Director of Accounting or designee will present facility charges including rent, equipment, power and labor as outlined in the contract. An Event Coordinator will be present to respond to any questions relative to event charges.
A joint checking account will be opened to receive deposit of the gross ticket sales receipts. Two checks are issued one to the Lessee and one to A.E.S.F. The check issued to A.E.S.F. is the total of all facility charges (rent, box office, labor and equipment.). By law, the Arizona Exposition and State Fair is not allowed to issue checks to a third party.
Disputed charges will be left in the checking account until a resolution is reached. A 60 day hold back of $1,000.00 will be retained by A.E.S.F. from Lessee’s ticket sales to cover any expenses or damages incurred in connection with the contracted event.