Using multiple people to purchase tickets for one event

For some events, typically popular concerts at the NEC Group of venues, not only do we have to pay up front with no ability to reserve tickets, but we are also restricted to a maximum number of tickets per-person when purchasing. With careful planning and communication it is possible to orchestrate the purchase of tickets under these circumstances, but the following guidelines should be observed:

• Always conduct a poll for interest and limit ticket purchases to a maximum of 70% of the demand indicated by the poll if buying ahead of the receipt of cheques, or 50% if the information provided in the poll is not complete.
• The event organiser must organise the purchase of tickets, enrolling other committee members if necessary and if they are willing.
• The event organiser must request VAT receipts in respect of ticket price and booking fee for all purchases. If any are not forthcoming, our standard VAT receipt letter should be sent in respect of all missing VAT receipts, and a copy of each letter forwarded to the treasurer.
• The organiser should furnish the treasurer with all receipts, ideally in one package.
• The organiser should request one payment from the treasurer, and then handle the distribution of funds to others that have purchased tickets on behalf of the organiser.
• The organiser should strive to make the event as easy as possible for the treasurer to deal with.

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