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UNLV Foundation Ticket Distribution

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UNLV Foundation Ticket Distribution UNLV COMPLEMENTARY ATHLETIC TICKET DISTRIBUTION FY04 – FY08 THE UNLV FOUNDATION: Seasons FY04, FY05: The UNLV Foundation received 20 complimentary tickets (10 pairs) from the Athletic Department to each home game for both the football and Men's Basketball programs. These tickets were distributed to the development officers to advance donor relations and to provide the colleges with opportunities to host key donors and/or prospective donors at the games. The tickets were used by the development staff and college leadership to invite / host donors and prospective donors. During the FY04 and FY05, the UNLV Foundation recommended to the President’s office, donors and prospective donors to be considered as guests in the President’s suite for each football and Men’s Basketball home games. Tickets for the suites were distributed by the President’s office. When requested, the UNLV Foundation provided assistance with ticket delivery. Seasons FY06 and FY07: The UNLV Foundation purchased 20 tickets (10 pairs) to each home game for both the football and Men's Basketball programs. These tickets were distributed to the development officers to advance donor relations and to provide the colleges with opportunities to host key donors and/or prospective donors at the games. The tickets were used by the development staff and college leadership to invite / host donors and prospective donors. During the FY06 and FY07, the UNLV Foundation recommended to the President’s office, donors and prospective donors to be considered as guests in the President’s suite for each football and Men’s Basketball home games. Tickets for the suites were distributed by the President’s office. When requested, the UNLV Foundation provided assistance with ticket delivery. Season FY08: The UNLV Foundation purchased 20 tickets (10 pairs) to each home game for both the football and Men's Basketball programs. These tickets were distributed to the development officers to advance donor relations and to provide the colleges with opportunities to host key donors and/or prospective donors at the games. The tickets were used by the development staff and college leadership to invite / host donors and prospective donors. During the FY08, the UNLV Foundation began the football season by recommending to the President’s office, donors and prospective donors to be considered as guests in the President’s suite for each home football game. In addition to the Foundation’s recommendations, the list included alumni, community, and state leaders as provided by the offices of Alumni, Community, and Government Relations. Tickets for the football suite were distributed by the President’s office for the first home football game. Beginning with the second home football game, university leadership asked the UNLV Foundation to become engaged in the direct distribution of tickets to donors, prospective donors, and other guests as approved by the President. Tickets were provided by the President’s office to the UNLV Foundation, which were then delivered to approved donors and (AUDIT COMMITTEE 06/12/08) Ref. A-12a, Page 1 of 503 UNLV COMPLEMENTARY ATHLETIC TICKET DISTRIBUTION FY04 – FY08 prospective donors. When requested, the UNLV Foundation provided assistance with ticket delivery. This process was also followed for each of the home games for Men’s Basketball program. TICKETS ALLOCATED THROUGH THE PRESIDENT’S OFFICE: The President’s Office Suite is used by the institution’s President for the engagement, cultivation, and stewardship of UNLV stakeholders to include donors and prospective donors, elected officials, alumni, and community leaders. As such, for each of the football and basketball seasons, groups of individuals were identified for each of the games to receive invitations to attend as the guest of the President. Often times, guest lists were developed based on donors and prospective donors’ areas of interest at the university, and additional guests were invited to help facilitate engagement with these key constituents. Allocation: The President’s Office received 60 suite tickets for each home football game. For basketball, the President’s Office received 18 suite passes and 12 tickets for seats in front of the President’s suite for each home game. Use of the suite was intended for cultivation and stewardship of UNLV stakeholders, including donors, elected officials, alumni and our community. Below is a listing of groups who were invited to the President’s Suite for football and basketball games and the way in which these invitations were extended and the specific purpose of the invitation. Donors and Prospective Donors – Formal invitations for a specific game were sent to donors and prospective donors inviting them to attend as the President’s guest. Staff coordinated RSVPs and follow-up phone calls and arranged for tickets to be delivered prior to each game. This process was changed during FY08 as reflected in the response above. Chancellor and Regents – Letters were sent prior to the start of each season providing the schedule of games and inviting the Chancellor and Regents to attend any games they were interested in attending. These individuals also receive All-Access passes to the football and basketball games. In many cases, we were asked to provide additional tickets for guests and family members, which were provided if available. Government Leaders – This includes members of the Nevada State Legislature, Governor and Lieutenant Governor, City and County government officials, and Congressional Delegates. Letters were sent prior to the start of each season providing the schedule of games and inviting these constituents to attend any games they were interested in attending. Staff would follow-up and would provide tickets to those games they wished to attend. Alumni – Members of the UNLV Alumni Association Board of Directors and other key alumni members (donors and prospective donors) were invited to attend as the president’s (AUDIT COMMITTEE 06/12/08) Ref. A-12a, Page 2 of 503 AUDIT COMMITTEE FOLLOW-UP REQUEST UNLV COMPLEMENTARY ATHLETIC TICKET DISTRIBUTION FY04 – FY08 guest. For football, the Homecoming Game was identified as a key game to invite alumni to attend and at this game Homecoming honorees were also invited to be in the President’s Box. Invitations to these groups were sent on a game-by-game basis. Community Leaders – Staff also identified key community leaders to be invited to the President’s Box for football and basketball games. Invitations to these groups were sent on a game-by-game basis. This included representatives from the various Chambers of Commerce (Latin, Urban, Asian, and Las Vegas), the Nevada Development Authority, Nellis Air Force Base, Clark County School District, etc. These invitations were extended for the specific purpose of furthering the community outreach efforts on behalf of the university. Invitations to these groups were sent on a game-by-game basis. Campus Representatives – Once the guest lists were identified, the staff would put together a list of campus representatives that should also be invited to the box. This included the deans of the various colleges who would be invited if a donor or prospective donor to their program would be in the box; and key administrators and faculty members who could help further the engagement with donors and community leaders. Invitations to these groups were sent on a game-by-game basis. Additionally, staff members whose role it is to assist the President in the coordination of the box (Special Events Manager, Government Relations Director, Development Officers, etc.) received tickets. At times, other campus representatives were invited as acknowledgement for their service to the university (i.e.: faculty senate members, classified and professional staff counsel, campus award winners, etc.). Students – For football games, students from UNLV’s Student Ambassador Program receive two tickets to each home game to serve as “ambassadors” or “greeters” for guests in the President’s Box. Because of space constraints in the basketball suite, Student Ambassadors are not used for these games. Additionally, for the football Homecoming game, the Homecoming Court is invited to come to the box to mix and mingle with guests in the President’s Box following the half-time crowning ceremony. Others – For each home football game, the President also extends an invitation to the President from the opposing school to be a guest in the President’s Suite. Tickets are provided to the President and guests from the opposing school whenever requested. At times, other Mountain West Conference officials are invited to be in the President’s Box. Tickets are provided to these individuals as well to ease their access to the Suite level. Cabinet Tickets—Seasons FY04, FY05, FY06, FY07, FY08 Allocation: Each member of the President’s Cabinet received two tickets to every home football and basketball game. Cabinet members attended the games and helped to identify, cultivate and steward institutional stakeholders, faculty and students. Distribution: The tickets are provided by the Athletics Department to the President’s Office before the beginning of every season and then distributed to each Cabinet member prior to the start of the season. 3 (AUDIT COMMITTEE 06/12/08) Ref. A-12a, Page 3 of 503 TRANSMITTAL TO: Scott Wasserman FROM: University of Nevada, Las Vegas RE: Request for Audit Committee Agenda Item: University of Nevada, Las Vegas, report on the distribution of complimentary game tickets for football and men’s basketball for the period June 30, 2003 through June 30, 2008 and the complimentary ticket distribution for the men and women’s NCAA tournament basketball games for the period June 30, 2003 through June 30, 2008. DATE: May 9, 2008 Attached to this memorandum are the complimentary ticket reports requested for football and men’s basketball for the period June 30, 2003 through June 30, 2008, and the men’s NCAA tournament basketball games for the period June 30, 2003 through June 30, 2008.
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