Ticket Policy for Hosting Organizations

The Wilson Commons Student Activities (WCSA) Ticket Program offers several options for selling tickets to events sponsored by student organizations. Tickets can be sold online and/or at The Common Market for UR students, faculty, staff, and the general public. All tickets are shown online at rochester.universitytickets.com. Only College Student Organizations, Fraternity and Sorority Life Organizations, and Residential Life Organizations can sell tickets through the WCSA Ticket Program.

If the student organization is selling tickets for a fundraiser, the Fundraising Policy takes precedent and must be followed.

Ticketed Event Policies

  • College Student Organizations selling tickets to events or requiring ticket printing services, must utilize the WCSA Ticket Program.
    • Fraternity and Sorority Life organizations and Residential Life Groups are not required to use the WCSA Ticket Program.
  • Ticket sales are only available during the academic year.
  • All ticketed events must be registered in CCC 30 days before the event. The activity registration must indicate that the event needs tickets.
  • Tickets for new events go on sale every Monday morning when The Common Market opens. This applies to both in-person and online sales.
    • Tickets will not go on sale on federal holidays or when the University is closed. Instead they will go on sale the next business day.
  • Online sales end at 3 P.M. the day of the event or 3 P.M. on Friday for events that occur over the weekend. A reservation list for online sales will be emailed to the student organization.
  • Complimentary (comp) tickets can be requested in the activity registration.
    • Comp tickets have $0.00 as the price of the ticket. These tickets are typically used for event managers, advisors, giveaways or special guest tickets.
  • “Off-the-Stack” tickets may be sold at The Common Market. These tickets are provided by the student organization and are not printed at The Common Market (i.e. movie theater tickets, tickets to Darien Lake, Fringe Fest tickets, etc…).
  • Tickets sold at The Common Market will be available for purchase with cash, credit card, and URos, unless the student organization specifically requests one of these options be removed. Online purchases are made with credit card only.
    • Events that utilize Meliora Catering, may sell tickets using declining funds, only after receiving approval from Meliora Catering in the activity registration.
      • See appendix A for more information regarding the guidelines for declining.
  • Ticket sales for catered meals will end when The Common Market closes on the night before the caterer’s final head count is due.
  • UR undergrads must be charged the lowest ticket price for all College Student Organization events and for programs that receive supplemental funding. The one exception is events with catered meals.
    • Ticket prices for catered meals must be equal to the cost of food and beverage (plus administrative fees).
  • Ticket prices are not discounted or reduced for any reason. Once prices are approved they cannot be changed.
  • All College Student Organizations, Fraternity and Sorority Life, and Residential Life Groups must adhere to all activity registration policies.
  • Exceptions to this policy can be requested through the WCSA Exception form:  Request an Exception.

Door Sales

  • All College Student Organizations (funded and non-funded) must use the WCSA Ticket Program for door sales.
    • Fraternity & Sorority Life groups using the WCSA Ticket Program for sales at The Commons Market or online, must follow the door sale/MBO policy.
    • Depending on the anticipated door sales, WCSA will determined if an event will have Mobile Box Office run the door sales, or if the student organization will be required to sign out petty cash and be in charge of their own door sales.
    • If signing out a petty cash bag:
      • Each petty cash bag will have a pre-determined amount of cash and a reconciliation sheet.
      • If the event happens during the week, the bag will be ready to be picked up by 12 noon that day from the SOFO office. If the event is on the weekend, the bag must be picked up by Friday at 3 P.M.. 
      • Immediately following the event, the Student Organization must return cash bag, with all the cash (petty cash and earned income), and the completed reconciliation sheet, to the SOFO office.If SOFO is closed, the student organization should call the Campus Center Building Manager (585-329-9093).
    • If assigned a Mobile Box Office:
      • The Mobile Box Office will be staffed by a student employee of WCSA and will accept cash and credit card sales.
        • If door sales were requested, but the tickets at The Common Market sell out prior to the event date/time, a Mobile Box Office employee will distribute online tickets at the event (if applicable).
  • All tickets sold at the door must be the same price as the General Public tickets.

Post Event Expectations

  • After an event, WCSA staff will confirm final sales numbers and send an email a summary of the sales to the student organization’s business manager, event coordinator, and primary advisor. It may take up to 30 days for this information to be processed and sent.
  • Once the above email is sent, the income will be transferred internally to the student organization’s account(s).
    • Fraternity and Sorority Life income will be sent by check.

Appendix A: Declining Guidelines

  • Students and Student Organizations may request to use declining as a method of payment for Catering Events on the University of Rochester River or Eastman Campuses.
  • Declining can only be used towards the ticket price (equal to the cost of food) at an event ordered through Meliora Catering.
  • Declining cannot be used to pay for alcohol or alcohol-related expenses.
  • Declining cannot be donated to help cover the cost of an event.
  • A student organization cannot use both the WCSA Ticket Program and Meliora Catering to collect declining for an event.
  • Declining can be used to cover the costs of ticket fees through The Common Market as well as the Meliora Catering Administrative Fee.
  • A final guest count must be sent to Meliora Catering by 9 A.M. at least three business days prior to the event.
  • The total guest count provided to Meliora Catering will be based off of the actual number of tickets sold.