Get Started Early
This is the number one tip for organizing a group. It’s best to get started months ahead of the performance date. You’ll find it takes time to decide on which show to see, get the word out, set up transportation, arrange meals, collect money, etc.
Scheduling changes can occur and your plans may change. Either way, a periodic call to the Group Services Representative is always a good idea. When the Group Services Department is kept informed, they can work with your individual situation to provide the greatest number of options.
Get the Word Out
After you have chosen your show, prepare a notice for your group. Don’t just announce it in a meeting–send out a written notice. People forget they need time to think about it, they want to talk to their friends. Having that notice keeps your plans on top of the list.
Include on the notice:
- Name of the show and other descriptive material
- Date, day of the week and time of the performance
- Total cost of ticket, cost of transportation, meal, etc.
- Date the payment is due to the group leader, where and how to send it
- Phone number for questions or more information
Group Services can help by providing you with artwork, a show poster or other show materials that may help you get the word out. Simply call 518.382.3884 ext. 139 and let us know what you need.
Stick to your Deadlines
Once seats are reserved, you will receive a seating map and invoice stating your deposit and balance payment dates. Choose a deadline and stick to it. Make every effort to get your group members to pay you early. The deposit is important for ensuring your priority seating. Final payment must be received by the due date or the seats will be released to the general public.
Anyone requesting a ticket after the deadline may lose the opportunity to sit with the group and may not be eligible for a discount. If circumstances arise where an extension of time is necessary, call the Group Services Department at 518.382.3884 ext. 139 for possible options.
Payment to Proctors
Payment should be made with one check, one credit card, or cash (paid in person only, please do not mail cash). Make arrangements with your group’s treasurer to accept individual payments. Proctors accepts cash, personal/business checks, money orders, VISA, MasterCard, American Express and Discover.
It’s best to keep a record of designated tickets, and distribute to individuals within your group prior to day of the show.
Enjoy the show!
432 State Street, Schenectady, NY 12305 518.382.3884 ext. 139.