ACCESS!

Grand Rapids Member Guidebook

2013/2014

TABLE OF CONTENTS

ACCESS Grand Rapids Contact Information ......................................................................................... 4 Annual Member Update and Invoice ................................................................................................... 4 General Rules Regarding Ticket Reservations ...................................................................................... 6 Time of Arrival ...................................................................................................................................... 6 Making Ticket Reservations ................................................................................................................. 6 Getting Your Tickets ............................................................................................................................. 7 Email Ticket Request Format............................................................................................................ 8/9 E-mail Ticket Request Form Glossary.10/11 Ticket Cancellation Guidelines ........................................................................................................... 11 Behavior Expectations ........................................................................................................................ 11 Consequences of Inappropriate Behavior .......................................................................................... 12

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About Artists Creating Together

Artists Creating Together is a non-profit organization whose mission is to empower people with disabilities from West and Northern Michigan with interactive experiences, both artistic & cultural, while providing opportunities for personal growth and learning.

Who do we serve? ACT empowers over 8,500 individuals with disabilities from West and Northern Michigan to celebrate, succeed and grow with Art. Participants are range in age from three to adult, with over 70% between the ages of 7-25. Why is Art Important? Research confirms arts and culture is fundamental in helping people reach their potential. ACTs classes are designed for our students to increase cognitive, social and artistic skills. Through these classes, teachers report 90% of their students show measurable gains in at least one of these key skills. Where does ACT work? Classrooms: Students in special education programs from throughout Kent, Ottawa & Grand Traverse Counties learn through hands-on, curriculum based ACT art classes. Community: In these programs, adults with disabilities experience community-focused classes and learn new art forms including visual arts, theatre, dance, and choir. Outreach: ACT collaborates to provide art classes and opportunities in local hospitals, disability organizations, and arts and cultural venues in our community. Top Three Programs Artist Residencies: ACT works with local professional artists of the highest caliber to teach art classes to students in special education classrooms in West & Northern Michigan. These classes are customized to meet the unique needs of our students, incorporating goals identified by the classroom teacher as well as State of Michigan benchmarks and standards for arts education. Graduated Art Classes: These popular art classes offer adults with disabilities opportunities to learn and to enjoy the arts in a fun, social, community setting. Classes are offered regularly throughout the calendar year at ACTs offices in downtown Grand Rapids and as popular Drop-in classes around Traverse City. Visual Voice Project: ACT brings art classes to patients in long-term and rehabilitative health care settings to encourage creativity and healing. For more information about ACT programs: Contact us at 616-885-5866 or email at director@artistscreatingtogether.org Visit www.artistscreatingtogether.org Follow us on Facebook, Artists Creating Together

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ACCESS! Grand Rapids Contact Information

ACT Website: www.artistscreatingtogether.org
Once on the website, go to the fourth tab labeled, ACCESS! GR From there, explore the different headings, listed below. ACCESS! GR ACCESS! Members Special Events Ongoing Events Arts & Cultural Organizations On these different tabs, find links to the ACCESS GR Hotline and the Calendar of Events.

ACCESS GR Hotline Facebook Page: facebook.com/accessgrhotline

On the GR Hotline Facebook Page, look at the calendar of events to see upcoming tickets. Calendar of Events

Ticket Request Email Address: actadmin@artistscreatingtogether.org To follow up on a ticket request, confirm receipt of a request, etc.:
Contact Program Coordinator, Becky Baker at #616-885-5866 or at actadmin@artistscreatingtogether.org

Annual Member Update and Invoice

All agencies must pay an annual administrative fee in order to participate in the ACCESS! Grand Rapids program. Each spring, usually in March, an invoice will be posted on the ACT website for all agencies to download and process. The invoice is for services beginning August 1 st through July 31st of the following year. Invoices are NOT mailed to any participating agency. The Member Update and Invoice must both be submitted with the payment. If the payment is received without the Member Update, the payment will not be processed until the Member Update is received. The yearly administrative fee is based on a sliding scale according to the agencys overall budget. If the agencys budget is reduced by more than 10% from one fiscal year to the next, the agency must submit a copy of its current 990 to verify the reduction.

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ACCESS! Grand Rapids Program

The ACCESS! Grand Rapids program at Artists Creating Together handles two distinct ticketing programs*: Specific guidelines for both Ongoing and Special Events are contained in this booklet please read all guidelines carefully and thoroughly before sending any requests.

1. Ongoing Events
Ongoing Events are events that are offered on an ongoing basis. Examples include museums such as the Grand Rapids Art Museum and Grand Rapids Childrens Museum.

Ongoing Event requests must be made TWO WEEKS in advance and must include a specific arrival time for all Ongoing Events. To determine the availability of Ongoing Events, please consult the website at: www.artistscreatingtogether.org > ACCESS! GR> Arts & Cultural Organizations> Ongoing Events Venues This webpage contains information on all available locations, including links, restrictions on dates and times of availability, and limits on number of tickets. Please check this information carefully.

Incorrectly submitted requests will be denied.

2. Special Events
Special Events are events that are offered for a limited period of time. Examples include theatre productions, music events, and dance productions. Special Event tickets may come up on very short notice and have tight limits. When requesting tickets, you must include a specific arrival time. To determine the availability of Special Events, please consult one of the following websites: For a list of specific venues, information, and directions: www.artistscreatingtogether.org >ACCESS! GR >Arts & Cultural Organizations >Special Events Venues To see available events: www.facebook.com/accessgrhotline> Hotline> Calendar of Events

ACCESS Members will receive a Monthly Update at the start of each month announcing all available tickets for the upcoming month. You will be added to the Monthly Update email list by your attendance to an orientation. If you have questions regarding the Monthly Update please contact Becky, ACT Program Coordinator, at 616-885-5866 or by email at actadmin@artistscreatingtogether.org. If a performance is not listed, ACT does not have tickets for that performance. Do not call the office for this information. Consult the Facebook Hotline, the online calendar, or the Monthly Update.

*Tickets are only for agency clients. Staff may only use tickets when accompanying clients.

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General Rules Regarding Ticket Reservations

Only the designated Contact Person may reserve tickets, no exceptions. There can only be two Contact People per agency. Changes in the listed Contact Person must be submitted in writing to the ACT Program Coordinator and the new Contact Person must attend an Agency Orientation before submitting any ticket requests. Ongoing Events require a minimum of two weeks notice, but can be made up to 3 months in advance. Cancellations must be made at least 60 hours in advance of the scheduled and confirmed event Tickets are to be used by staff only when accompanying consumers. Tickets are not intended or available for personal use by staff. Tickets cannot be sold, raffled, given as door prizes or perks, or used for fundraising purposes. They are given to us for FREE and have NO monetary value placed on them. Minimum chaperone requirements are listed on our website per venue. In addition, there must be at least 1 adult per 4 Children (0-10 years old) or 1 adult per 8 youth (11-18 years old). NEVER contact the Venue directly unless it is to call for directions. Doing so will result in a 3 month suspension of services.

Time of Arrival You must list a very specific arrival time on every ticket request (this cannot be a time span).
Requests without an arrival time listed cannot be processed. Arrival times for Ongoing Events are always at least 15 minutes before your reservation time. Arrival times for Special Events are always between 30 and 45 minutes prior to the start of the show. Your group will be counted as a no-show if you have not arrived by 15 minutes prior to the show and you will not be admitted. Tickets not picked up 15 minutes prior to curtain time will be released for sale to the public. All members of a group must be present before tickets will be released to the group.

Making Ticket Requests

1. 2. Ticket requests can only be made by EMAIL, in the approved format, to actadmin@artistscreatingtogether.org. Ticket requests for Ongoing Events will be accepted with a properly filled out request, with a minimum of two weeks and a maximum of 90 days notice. 3. Fill out the ticket request form completely, INCLUDING Arrival Time and Mode of Transportation. 4. If a request is incomplete or incorrectly filled out, it will be returned to you as Denied, with an explanation. Your request will not be processed until it is correctly filled out. The two-week prior notice will begin once you have submitted a complete and correct ticket request. 5. Once we have confirmed your request with the venue or ticket donor(s), we will notify you. 6. We respond to all requests. If you have not received a response and/or confirmation, it is the Contact Persons responsibility to follow up on requests. We strive to respond to Ongoing Event requests within 3-5 business days and to Special Events within 24-48 hours. After that time, you can send a follow-up email by writing Follow Up on subject line of the ORIGNAL request. 7. Respect the ticket limits stated for any given event. Please do not request more than that limit. The most up to date information about Ongoing Events venue limits may be found on our website: (www.artistscreatingtogether.org). The limits to Special Events will be listed on the Calendar, Facebook Hotline and Monthly Update. These limits are set by the venues and designed so that you and your clients have a quality experience and to ensure wider distribution of donated tickets. If you need more than the limit allows, you will have to pay the admission price, and we can make the arrangements for you in advance. 8. Changing the date for a CONFIRMED request is considered rescheduling. Follow these steps. Properly CANCEL the original request. Submit a NEW REQUEST with the new date. All rules apply including notice times. 9. Number of tickets or admission cannot be changed for a confirmed request. 10. Changing the time for a confirmed request counts as a cancelation. The original request must be properly cancelled and a new request for the new time submitted according to all of the rules for a complete and correct request.

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Getting Your Tickets

ONGOING EVENTS
You can get your tickets to Ongoing Events in one of the four ways listed below under Pick-up instructions. We ask that you arrive at least 15 minutes prior to your reservation time to pick up your tickets or present your tickets.

SPECIAL EVENTS
For Special Events make sure to plan ahead for bad traffic, difficulty parking and bad weather. Performances still go on when it is cold, hot or raining. You will be considered a no-show and put on probation, if you do not email ACT at least 60 hours in advance and cancel. Dont be late if you are picking up your tickets at the venue, they will be placed back at will call to be sold to other guests if they are not picked up 15 minutes prior to start time. All persons must be present to receive ANY of the tickets.

Pick up instructions will be indicated when you receive a confirmation of your request.
Please read these instructions thoroughly and carefully. Below are the four examples of confirmations you could receive to the requests made: Tickets are to be picked up at the venue box office under YOUR AGENCY NAME This note indicates that you need to pick up your tickets from the box office or will call window at the venue, at least 15 minutes prior and on the day requested, under your AGENCY NAME. All persons must be present to receive ANY of the tickets. Pick up tickets from the ACT volunteer at the venue This note indicates that you need to pick up tickets from the ACT volunteer at the venue. Volunteers will be wearing a nametag with Artists Creating Together" printed on it or standing near a sign with Artists Creating Together printed on it. All persons must be present to receive ANY of the tickets. Tickets may be picked up for a group only for those actually present and ready to enter the venue. No tickets will be given for people who are on their way, parking, stuck in traffic, or who might come later. Tickets are subject to resale if they are not picked up 15 minutes prior to the start time. You can pick up your tickets at: Artists Creating Together office: Monday Friday, 9:00 am -5:00 pm, and only until NOON on the day of the event. (Please call ahead to make sure that ACT staff is in the office). ACT offices located at 1140 Monroe Ave NW, Suite 4101, Grand Rapids, MI 49503. This note indicates that tickets need to be picked up at the ACT offices. If tickets have not been picked up from the ACT offices by noon on the day of the event, they will be redistributed and your organization will be placed on probation. Ongoing Events Only: On occasion you will be directed to print off your confirmation or an attachment to the confirmation which you will be asked to use as your admission ticket to the venue. As the Contact Person for your agency, you are responsible to pass this information on to the attending clients.

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Email Ticket Request Format

Please follow this format exactly in order to make this work efficiently.
1.

All ticket requests must be in the BODY of the email. We cannot open or accept attachments; please do not send them. Please make only one request per email. All ticket requests must be sent via email will be answered via email. The subject line must contain the name of the Venue and the Date ONLY. This will keep your requests organized. Up to date information on events, including venue availability, hours and ticket limits can be found at our website www.artistscreatingtogether.org by going to the tab, ACCESS! GR and then to the tab, Arts & Cultural Organizations, or at www.facebook.com/accessgrhotline under Calendar of Events. This information is updated whenever a venue makes a change. You must consult the website before submitting ticket requests to ensure that the request you are making is within current venue guidelines. Email the request to actadmin@artistscreatingtogether.org. We are unable to process requests made to any other ACT email address. If sent to a different ACT address, you will be required to submit a new request. This will delay your request and may mean you will miss out on tickets. Please fill in all the information, including the age range of any children attending and the mode of transportation. This information is required by our venues and we cannot reserve tickets for you without it. If it is missing, your request will be returned to you as incomplete/incorrect and you may miss out on tickets. Ongoing Events require two weeks notice, starting the day we receive a complete, correct request. If we have to send it back to you for completion or correction, the two weeks begins when you send it back to us complete and correct. Cut and Paste the Ticket Request Form information (as attached), into the body of the email. PLEASE DO NOT SEND ATTACHMENTS.

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10. Please save this template in your Drafts email folder. When you are ready to make a request,

copy and paste it into a new email. To save time you can fill in the basic info. Be sure to fill in the rest of the information NEW each time.

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Email Ticket Request Format

ONE EVENT PER REQUEST

Email Subject Line: (Venue and Date ONLY) Agency Name: Agency Contact Person: Telephone: Mailing Address: Agency Program: Staff/Client Attending: Mode of Transportation: Requested Event: 1st Choice: 2nd Choice: Day Day Date Date # of ChildrenTimeTime# of AdultsTOTAL #Phone:

Number of tickets:

Age Range of Children: Special Accommodations Needed:

Questions or comments:

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Ticket Request Form Glossary

Agency Name This is the name of your agency as we have it listed in our system (from your Agency Sign-up form). Agency Contact Person This is the person that is the designated Contact Person for your agency. Telephone Preferably the Contact Persons direct line. Agency PROGRAM attending Event If your agency has several programs or locations, please indicate which one is attending the event. Staff Member/Client Attending Event Phone Indicate the name of the person who will be attending the event and their direct phone number. Mode of Transportation (Required!) Indicate how you will get to the event (example: bus, passenger van, public transportation). Venues require this information for security and/or for making parking arrangements. Requested Event - Where you would like to go? Example: Nutcracker Ballet, Grand Rapids Ballet Company 1st Choice This is where you indicate your first choice for the DAY, DATE and TIME of ARRIVAL. For Special Events the available dates and times are listed on the ACCESS GR Hotline Facebook page and the Calendar of Events (accessible through the Hotline and the ACT website). For Ongoing Events the available days and times are listed on the ACT website. You must list an arrival time on every ticket request if not listed, ticket request CANNOT be processed. For Ongoing Events you must arrive at least 15 minutes before your reservation time. For Special Events you must arrive between 30 and 45 minutes prior to the start of the show. 2nd choice If more than one TIME or DAY is available for Special Events, a second time may be specified. Listing a 2nd choice date increases your opportunities, should the venue not be able to accommodate your first choice. Number of Tickets # of children (under the age of 18) ______ # adults_____ TOTAL #______ Adults include staff members. Reminder: Our rule to use when scheduling chaperones for all events is 1 adult per 4 children (0-10 yrs old) or 1 adult per 8 youth (11-18 yrs old). Age Range Some venues and performances are age specific. This information allows us to be sure your group falls within these specifics. It is required information if you have listed children. Special Accommodations Needed This section is for indicating any special needs that your group may have. For example this is where you indicate the need for accessible (wheelchair) seating, including companions; others with mobility impairments that may also need alternative seating and/or assistance; people with limited mobility or who are blind may request aisle seats; people with limited sight may request close seating. If these accommodations are available, we will make arrangements for them. Venues are not responsible for providing any assistance to your constituents beyond seating. All arrangements for these special needs must be made on the original request form and in advance of the event.
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Ticket Cancellation Guidelines

Failure to properly cancel your reservations when you are not going to use them may result in the total loss of the tickets to everyone using the ACCESS! Grand Rapids program at Artists Creating Together. Please read over these guidelines carefully and make sure that all of the people on your staff involved in the ACCESS! Grand Rapids program are aware that events must be cancelled at least 60 hours in advance of a confirmed reservation. If you have any questions please call the ACT Program Coordinator at 616-885-5866.

Cancellations must be made at least 60 hours before the event. The cancellation may be made by phone at 616-885-5866 or by e-mail at actadmin@artistscreatingtogether.org. If the event occurs on a weekend or holiday please only cancel your reservation by EMAIL. If you wish to reschedule for the event, Please submit a NEW request.

Failure to cancel according to the above guidelines is considered a no show.

Behavior Expectations
Arrive on time. Please keep all of your clients (children and adults) under the control of your staff at all times. Turn off cellphones. Keep hands to yourself. Walk do not run. Show respect for others and for yourself. Stay in your assigned seats do not change seats. Please try to keep everything quiet: mouth, feet, papers, ect. Do not take food into venues. Show respect for performers applaud when appropriate. Agency staff should set a good example for everyone.

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Consequences of Inappropriate Behavior

Violations that result in a 2 week suspension of ticket services:

One no show - any event not cancelled at least 60-hours in advance. Using less than 100% of reserved tickets. Inappropriate behavior by clients or staff at an event, including but not limited to late arrival, changing seats or being disrespectful to venue staff. Submitting several requests for venues/events that are not available on the ACCESS GR Hotline Facebook page, Monthly update or on OUR website or a pattern of submitting incomplete or incorrect ticket requests. Rude behavior by clients or staff towards an ACT employee or volunteer.

Violations that result in 1 month suspension of ticket services:

Two no shows within a months time or a pattern of no-shows Two instances within a month's time when fewer than 100% of the reserved tickets are used. Agency Staff members using tickets when not accompanied by clients. Ticket use by any person not served by or employed by your agency. (Clients may be accompanied by one companion/helper).

Automatic probation for three months:

Contacting a venue that works with the ACT ACCESS! Grand Rapids program directly to request free tickets or to reschedule tickets.

Immediate termination of ACT ACCESS! Grand Rapids services for one year:

The sale of ACCESS! Grand Rapids tickets by anyone associated with an ACCESS! GR-registered agency to anyone. Your agency fee will not be reimbursed.

ACCESS Venue Websites & Information

Special Events Venues
You can access links to the websites of Special Events Venues on the ACT website: www.artistscreatingtogether.org > ACCESS GR > Arts and Cultural Organizations > Special Events Venues

Ongoing Events Venues

You can access links to the websites of Ongoing Events Venues on the ACT website: www.artistscreatingtogether.org > ACCESS GR > Arts and Cultural Organizations > Ongoing Events Venues

Please use the websites above to view a list of current Special Events and Ongoing Events Venue information. Individual venue websites are provided for your use to obtain DIRECTIONS or General INFORMATION-ONLY.

ACCESS! Grand Rapids Member Guidebook is adapted from VSA Georgias 2013-2014 Agency Guidebook for their Community Events program.

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