Guest lists and invitations

Overview

Run › Guests is the combined view of everyone at your event: ticket buyers with their orders, guest-list entries and, for RSVP events, the registrations. One place answers the question: who is coming, and who is already here?

The guest list itself is fed from several sources: entries by your team, guests that artists add through their quotas, plus sponsor, VIP and promo slots.

Setup

1. Add guests

Add guest creates a guest-list entry: name, optionally email and phone, plus the plus-one count, the source and notes.

The source records where a slot came from: Organizer, Artist, Sponsor, VIP or Promo. That helps later when you evaluate how many free entries went where.

2. Artist guest lists

You don't enter artists' guests yourself: on the performance under Plan › Program you assign a guest quota, and the artist fills their slots on their own on their gig page, via the gig link even without an account. The entries show up in the guest list automatically with the source Artist (more here).

Separate from that are friends slots: via the artist's friends discount code, friends unlock discounted tickets. Those are regular ticket purchases with a discount. They go through the checkout, not the guest list.

3. RSVP registrations

For events in RSVP registration mode, guests register for free with name and email and receive a confirmation email. In the registration settings you control:

• Capacity limit: registration closes automatically once the guest count (incl. +1s) reaches the limit.
• Allow +1s and the maximum number of companions per registration.
• Extra form fields, an optional newsletter checkbox and the message shown on duplicate registration.

Everyday tasks

• Check-in status: filter the list by All, Checked in and Not yet to see at any moment who has arrived.
• Check-in at admission: on event day, your crew checks guests in by name through Guests in the scanner (more here). Plus-ones are counted along.
• Maintain entries: remove or reactivate guests; changes appear on all devices instantly.
• Watch occupancy: depending on the capacity accounting, the guest-list reserve counts into the projected occupancy under Run › Operations.

Tips & FAQ

Do guest-list guests get a ticket with a QR code? Depending on the invitation, guests use their own guest pass or admission name search. Artist guests show Guest of {name} when names are visible. The performing artist uses a separate artist pass.

What does the plus column mean? The number of companions of an entry. At check-in the whole group is recorded so the occupancy stays accurate.

Can I see which artist added a guest? Yes. Artist entries carry the source Artist and are attached to their performance; in the program you see per artist how much of the quota is used.

Are there waitlists for sold-out RSVP events? Registration closes automatically at the capacity limit. You can raise the limit or manually reopen registration to let more guests in.