standinfor.me

Email templates · Arts and entertainment venue

Email template to ask a theater or venue for group tickets

You are taking a group to a show, a game, a museum or a concert: a school class, a church youth group, a company outing, a birthday with twenty friends, a senior center trip. Most venues have a group sales office that sells blocks of seats at a discount, holds them while you collect money from your group, and seats everyone together. The threshold is usually ten to twenty people, and the discount and the hold period are set by the venue.

The group sales desk works almost entirely by email, because a group order has details a box office window cannot handle: a headcount that may change, a seating preference, a bus that needs a drop-off spot, a payment split across many people. A written request gets you a quote with the discount, the hold deadline and the seating in one place.

Before you send

  • The event or performance, the date and the showtime, and a backup date if the group is flexible. Weekday matinees usually have the best group pricing.
  • Your headcount as a range, and the minimum number you are sure of. Group offices hold seats on the high number and let you release some later.
  • Any seating needs: everyone together, wheelchair-accessible seats, a section that fits a budget, chaperone seats near the group.
  • Who is paying and how: one check from an organization, a card, or many individual payments. Ask whether they allow the group to pay separately.
  • Logistics the venue can help with: a bus drop-off location, a group entrance, meal options nearby.
Subject Group tickets for [show or event] on [date] 
Hi [group sales office or contact name],

I'd like to bring a group to [show, game or exhibition] on [date] at [showtime], and I'm hoping to arrange group tickets. If that date is sold out, [backup date] would also work.

Here is what I'm looking at:

- Group: [who they are, for example "a middle school choir and chaperones"]
- Size: [minimum number] to [maximum number] people, including [number] adults
- Seating: [together in one section / a specific price level / wheelchair-accessible seats for two guests]
- Payment: [one payment from our organization / individual payments if you allow it]

Could you send me the group price per ticket, how long you can hold the seats while I confirm our numbers, and your payment deadline? We're also arriving by [bus / several cars], so a note on where to drop off and whether there's a group entrance would help.

I'd like to confirm the group by [date].

Thank you,
[Your name]
[Organization, if any]
[Your phone number]

Everything in brackets is yours to fill in. Keep the rest as it is or change the tone to match how you write.

After you send

  • Group sales usually answers within two business days with a per-ticket price, a seat hold and a deadline. The hold is real; the deadline is also real, and the seats go back on sale the day after it.
  • Ask what happens if your final count drops below the group minimum. Some venues re-price to full rate; some let a few no-shows slide. Know which before you commit.
  • If the price is not much better than buying online, ask about a weekday performance or a different section. Group discounts vary by date more than most people expect.
  • Get the final confirmation in writing with the seat locations, the count and the total paid, and bring a printed copy on the day. A group of thirty at the door with no paper is a bad start.

Or don't send it yourself

Forward the job to myagent@standinfor.me and let StandIn run the whole thread.

StandIn is an email assistant that handles conversations with businesses for you. You write it one email saying what you need. It writes to the business, waits for the answer, follows up when they go quiet, pushes back on the number when it should, and brings the results back to your inbox for you to decide. You don't need to install an app or sign up. The first email you send is already the start of the task.

Hand this to StandIn opens an email to myagent@standinfor.me with the job already written out

To myagent@standinfor.me Subject Get group tickets for my group 
Hi StandIn,

Please arrange group tickets for my group and get the price, seat hold and deadline in writing.

The event: [show, game or exhibition, venue, date and showtime, backup date if any].
The group: [who they are and how many, as a range, with number of adults].
Seating needs: [together, price level, accessible seats, chaperone placement].
Payment: [one organization payment or individual payments].
Logistics: [bus drop-off, group entrance, anything else].

If this date is sold out or the group price isn't good, check other dates or performances with the venue, and bring me the options with the price per ticket and the hold deadline for each.

Thanks,
[Your name]

Related templates