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What happens when your event gets TOO big?

Jillian M. Smith M.A., Assistant Director of Student ActivitiesHillary White, Major Event CoordinatorUniversity of Portland

+What will we talk about today?

Explanation of the ticket sales process for dances prior to the 2010 Homecoming Dance

The 2010 Homecoming Dance sold out

Implementations for the Dance of the Decades 2011 ticket sales process

Dance of the Decades 2011 had its own set of issues

Evaluation of both events and implications for future dances

+Dance Ticket Sales Process Students could purchase one

ticket for themselves, and one for a non-UP guest

Name is kept on the “master list”

Needed Student ID to get in to the dance

+Homecoming 2010: Sold Out

First dance to ever sell out

Used word of mouth to communicate situation to student body

Used Facebook from personal accounts to communicate with student body

Students needed a record of purchasing a ticket to get in

Students tried to trade tickets and/or sneak in

+Dance of the Decades 2011: Learning from our mistakes

CPB’s second dance to sell out

Students needed a physical ticket to get in to the dance and Student ID

All dance information was posted to a central website

Alcohol issues onsite and at the bus loading area

+Dance of the Decades 2011: Problems of its own

1 students was sent the hospital from the dance

3 students were sent to the hospital from campus

Bar was shut down when wrist-bands were stolen

+The aftermath: Re-evaluating every step

Ticket sales and check-in process

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Alcohol procedures

Transportation procedures

CPB’s role on campus

Recent Changes

+Discussion and Questions!

Have you had similar situations on your campus?

What have you done to improve your events?

What could CPB have done differently?

Let’s open it up to the group!

+Thank you!

If you have further questions or want materials from this session please contact either:

Jillian Smith at smithji@up.edu or

Hillary White at whiteh12@up.edu