CHRISTIAN SOUNDSCAN EVENT SALES POLICY
Direct Event Sales Reporting
Direct reporting is only available for labels and distributors with representation on the CMTA Board of Directors. Artists, managers, agents or promoters are not allowed to report scans directly. They must go through the record label or distributor.
Types of Events
All events reported through this option must be Christian in nature. This includes: concerts, conferences and festivals that take place within the U.S. and its territories (with a U.S. zip code). Cruise ship sales are not allowed to be reported as event sales to the CMTA (no exceptions). Any non-Christian events need to be reported to Nielsen SoundScan.
- An Event Affidavit must be signed by the venue representative (someone employed by the venue, not affliated with the artist) on-site at the event before the scans can be counted. The venue phone number and venue representative's work email address must be listed on the affidavit. Email addresses must be connected to the venue web domain (example: firstname.lastname@example.org). General domain email addresses (Yahoo, Gmail, Hotmail, etc.) with cell phone/personal numbers listed on the affidavit will not be accepted.
- Churches as venues - Events at churches will need someone employed by the church to sign the affidavit and verify sales. Paid church staff or volunteer church staff members will suffice as eligible venue reps. However, church members that are not employed (paid or volunteer) staff of the church will not qualify as venue reps. The church representative must be reachable via the phone number of the church which should be listed as the venue contact phone number.
- If the venue is "bought out" and the venue does not receive a percentage of the table sales, only then can the promoter of the event sign the affidavit. However, the promoter must have an email address within the domain of the promoter's company website (example: email@example.com). No generic email addresses (Yahoo, Gmail, Hotmail, etc.) will be accepted.
- The affidavit must be filled out completely. If information is missing, the affidavit may be rejected. Venue attendance can only be estimated at festivals or non-ticketed events open to the public. All of events need to have the exact number of attendees who have purchased tickets.
- If the venue representative is not available during the venue sales verification period to validate questionable scans or other issues such as attendance, then the scans may not be counted. Make sure the venue representative signing the affidavit is available the Friday or Monday after the venue sales are reported to CMTA to verify sales.
- For festivals and tours in which there may not be an official venue, please contact the CMTA for instructions on reporting prior to the event.
Event Sales Reporting Week
Reporting week is Thursday through Wednesday. The deadline is the Thursday 5:00pm Central time following the reporting week. For example, if the event occurs between Thursday 09/01/11 and Wednesday 09/07/11, you will report the sales on Thursday 09/08/11. Exceptions for a deadline extention will only be granted on a case by case basis.
- Events that span multiple reporting weeks will need to be divided by sales that occur in each respective reporting week. An affidavit will be required for each reporting week the event spans with only the sales for that reporting week listed.
Sales to companies, businesses and/or churches that purchase product cannot be reported to SoundScan. Bulk sales (5 or more units of one title purchased by one client) by companies, businesses, churches and/or individuals also cannot be reported to SoundScan. All Christian SoundScan policies apply to venue sales being reported to Christian SoundScan.
Pre-Sales at Events
Pre-sales are sales in which the customer pays for the product, but does not receive the product until a later date. If the customer buys product prior to street date and walks away with the product in hand, the sales must be reported in the reporting week in which the event took place in order to count. The following procedures must be followed to report pre-sales from events:
- Pre-sales can only be counted if they are sold within four (4) months of the release date.
- Pre-sales units must be on their own affidavit (separate from the affidavit listing regular album sales) and sent in the week of the event. Print "Pre-sales" next to the project title on the affidavit.
- A list of names and addresses with zip codes and quantity purchased for each customer in an Excel document is required for all pre-sales at events. It must be emailed in when the scans are reported in the electronic data file.
- The electronic data file (see below) must include the zip code of the location that the customer receives the product, not the venue, when pre-sales at events are being reported.
Electronic Data File
The Electronic Data File is a file that is used to process the scans electronically by computer. The data file must be in a plain text document such as Notepad or Text-Edit. No files in Word, Excel, PDF or other formats will be accepted. Only submit one data file per reporting week that includes all of the sales from the events during that reporting week for all of your artists on your record label. The instructions for creating the data file are as follows:
- The format for reporting venue sales must include the full 12 or 13 digit UPC along with the zip code of the event (with the exception of pre-sales) in order to be processed.
- Each line will start with the characters "53".
- The full 12-digit UPC will follow on the same line. If you have a 13-digit UPC to report, all of the scans in that file must be converted to a 13-digit format. Add a zero to the beginning of all 12-digit UPCs to convert.
- A space (press space bar once) will follow the UPC on the same line.
- The 5-digit zip code will follow the space.
- The letter "S" will follow the zip code.
- Each record needs to be listed separately on its own line even if there are multiple sales of the same unit from the same zip code. If there were 50 units sold without any returns, then 50 lines should be listed. 8. Each album counts as one unit sold regardless of the number of discs included in the album. A double disc set cannot be reported as two units sold.
- Here are some examples of the format for 10 units sold at multiple events:
- Send the data file to firstname.lastname@example.org the same time you send in the affidavits for the week. Affidavits can be scanned into a PDF format and attached to the same email (preferred) or can be faxed to 615-216-2117. Only one submission per week, please.
If you have any additional questions, please email the CMTA.
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