What Does A Theatre Booking Secretary (BS) Do?
The STCG Committee meets once a month and, as well as sending out the envelopes with the booking forms for upcoming events, they discuss possible future events. This is also a nice social occasion for everyone and is an opportunity to update each other on anything else that’s cropped up since the last meeting.
Sometimes possible events arise and a decision is needed before the next mailing meeting, in which case the discussion is via email.
Once an event has been chosen and it’s been decided which BS wants to run that trip, they make a provisional booking with the theatre and telephone Boultons to order the coach.
They prepare the booking form and e-mail it to the Chairperson, after having had it proof-read by the other theatre booking secretaries.
On receipt of applications, the BS registers them in order of receipt and if the event is oversubscribed, they draw up a waiting list.
Once the closing date has passed, the BS takes the cheques of successful applicants to the Treasurer for banking.
The BS confirms the number of tickets required with the theatre and pays the required amount by credit card over the telephone.
They then notify unsuccessful applicants and return their cheques.
Tickets are sent by the theatre to the BS for distribution to the members. The BS sends the bill for the tickets to the Treasurer for reimbursement. This can be done by direct transfer to their bank account.
Finally, on the day of the event, the Booking Secretary sits at the front of the coach and makes sure that everyone is checked off and – importantly! – does the same for the return trip.