---
title: "VIP Hospitality Hosts, Table Service and Merch Stock"
description: "Give every VIP guest a host who hears the moment they arrive, sell tables with deposits, track merch stock by stand and pay each artist their merch share."
canonical: "https://www.ticketfairy.com/event-operating-system/front-of-house/vip-hospitality-and-merch"
---

# VIP Hospitality Hosts, Table Service and Merch Stock

1. [Event Operating System](https://www.ticketfairy.com/event-operating-system)
2. [Front of house](https://www.ticketfairy.com/event-operating-system/front-of-house)
3. VIP & merch

# Look After Every VIP Guest and Keep Every Merch Stand Stocked

VIP guests and merchandise are two of the biggest earners at an event after the tickets themselves, and both are usually run from a spreadsheet: a table plan on a clipboard, a host who finds out their guest arrived when the guest finds them, and a stock count done by walking the site. With Ticket Fairy, you sell tables and VIP packages with a deposit taken online, set up your VIP areas and tables, and give every guest a host who hears the moment their ticket scans at the gate. Each ticket type lists what it includes, so every host knows what their guests paid for. On the merch side, each stand has its own stock, your point-of-sale sales come off it as they happen, and each artist's share of their merch goes into their settlement as its own line.

  [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- A host for every VIP guest, told the moment they arrive
- Stock on every merch stand as it sells
- Each artist's merch share in their settlement

## Sell Tables and VIP Packages Before the Night

Sell a booth or a bottle-service package as a table type, booked by one party with the buyer choosing their party size at checkout and the price updating as they do. Take the whole price online or a deposit, and your door team sees the balance still to pay when the booking scans, so nobody has to chase it at the table.

Give each table type its own sale dates, its own stock and a price for each extra guest, and let your promoters sell tables through their own links. Every [table booking](https://www.ticketfairy.com/event-ticketing/table-booking-software) passes an identity check before the card is charged and the ticket is issued, so you know who booked the booth before they arrive.

The scanning app shows Remaining to pay with the balance as the booking scans. Your team takes the payment at the venue however you choose, then marks it paid in the app, so the night's table money is accounted for booking by booking.

- **Table types**: a booth or package booked by one party
- **Online deposit**: the whole price or a share taken at checkout
- **Remaining to pay**: the balance shown when the booking scans

- [Sell VIP tables and bottle service through your promoters](https://www.ticketfairy.com/guides/sell-vip-tables-and-bottle-service)
- [Earn More From Every Buyer With Extras They Want](https://www.ticketfairy.com/features/add-ons-and-upsells)

   ![Ticket Fairy Create Table Type form with the name, price, stock, guest limits and online deposit for a VIP booth](https://www.ticketfairy.com/embeds/posters/marketing-table-tickets--vip-booth.png)

## Lay Out Your VIP Areas and Tables

Set up each VIP area and the tables in it, and every table has a card with its guests, its host and what their tickets include. Your hospitality manager sees the whole VIP side of the event from one plan, from the terrace booths to the side-of-stage platform.

The tables you sell as table types bring their party size with them, so your team knows how many to seat at each table before the guests arrive. Your hosts see the same table cards, so everyone on the VIP team works from the same plan.

- **VIP areas**: each area with its own tables
- **Table cards**: guests, host and inclusions for each table

## Give Every Guest a Host Who Hears When They Arrive

Assign a host to each guest or table, so every VIP has one person looking after them all night. When a VIP guest's ticket scans at the gate, their host gets an alert, so the welcome is ready and nobody searches the crowd for a face they have only seen on a guest list.

The alert comes from the scan your door team already makes, with no extra step at the gate. Your hospitality manager sees who is covering whom and fills any gap before the doors open, so a late change to the host rota does not leave a sponsor's table without anyone.

- **Host assignments**: one person for each guest or table
- **Arrival alerts**: the host hears when their guest is through the gate
- **Cover at a glance**: every guest matched to a host

## Show Every Host What Each Ticket Includes

List what each ticket type includes, such as a welcome drink, a meet-and-greet or a merch bundle, and your hosts see it beside each guest. A guest on a VIP ticket gets everything they paid for, and your hosts never give away what a ticket does not include.

Inclusions sit on the ticket type, so you set them once for every guest on that ticket and change them in one go. A guest on the gold package and a guest on the silver package each get what their own ticket lists, with no briefing sheet for your hosts to memorise.

- **Inclusions per ticket type**: what each ticket gives its holder
- **Beside each guest**: the host sees what this guest paid for

## Send Your VIP Guest List Real Tickets

Every name on your VIP guest list gets a real ticket with its own QR code by email, so guests check in as quickly as buyers and their host still hears when they arrive. Add guests one at a time or from a CSV file of names and email addresses.

Give a partner, such as a sponsor or a label, a delegation: a counted number of guest tickets and their own link to issue them from, with no login to your event. They stop at your number, and the delegation shows them nothing else about your event. After the night, see who came in and when, so you know whether each partner's guests turned up.

- **Guest tickets**: one at a time or from a CSV file
- **Delegations**: a partner issues their own names from their link
- **Arrivals**: whether each guest list turned up

- [How do you run a guest list for your event without a spreadsheet?](https://www.ticketfairy.com/guides/run-a-guest-list-without-a-spreadsheet)
- [Let a partner hand out their own tickets for your event](https://www.ticketfairy.com/guides/let-a-partner-hand-out-their-own-tickets)

   ![Ticket Fairy Send Guest Tickets form with the Guest list ticket type and the ticket holder's name entered](https://www.ticketfairy.com/embeds/posters/marketing-guest-tickets--send-guest-tickets.png)

## Know What Every Merch Stand Holds and Sells

Each merch stand has its own stock, so you see what it holds and what it has sold today. Your merch team sells on the tills they already use, and the sales come in from your point-of-sale system, so each stand's stock falls with every item sold and nobody keys in a sales sheet at midnight.

Knowing the count by stand tells you which stand to restock from the store before the bestseller runs out in front of a queue, and which stand is carrying stock it will not sell. Your merch manager sees every stand's count from the dashboard on their phone.

- **Stock by stand**: what each stand holds and has sold
- **Sales import**: from your point-of-sale system
- **Stock follows sales**: each sale comes off its stand

## Pay Each Artist Their Merch Share in the Settlement

Each act's merch sales flow into their show settlement, their share is added as its own line and the total to pay updates. The tour manager sees the merch figure beside the ticket income and the costs, and every line says where its figure came from.

Nothing on a settlement is deleted. Reverse a wrong figure, and a new line cancels it with both kept on the sheet, so the artist's side can always see what changed. Share the settlement as a link or print it as a PDF for the tour manager, mark it agreed when both sides accept the figures, and mark it paid once the artist has their money.

Fai can draft a settlement, add or reverse lines and share it, and she shows you each change before she makes it.

- **Merch share line**: the artist's share as its own line
- **Reverse a line**: a new line cancels it and both stay
- **Share or print**: a link or a PDF for the tour manager
- **Agreed and paid**: every step recorded on the settlement

- [Settle a show with an artist after your event](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist)
- [Pay Everyone on Time and Settle Every Show With Figures Both Sides Can Check](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/payments-and-show-settlement)

   ![Ticket Fairy settlement Fai drafted for a show, with ticket sales, sales tax, sound and lights and the performer fee, each saying where its figure came from, and the totals](https://www.ticketfairy.com/embeds/posters/marketing-venue-operations--settlement.png)

## Sell Merch With Every Ticket Before the Day

Sell a T-shirt, a poster or a merch bundle as an add-on at checkout, with its own price and stock, so fans pay before they arrive and collect on the day. Fans pay weeks before the event, and you order stock knowing how much has already sold.

Offer an add-on only with the ticket types it suits, such as a signed poster with the VIP ticket, and put a merch bundle in a VIP package's inclusions so your hosts hand it over. Merch add-ons sold online show in your sales reports with your tickets, and you add the artist's share of them to their settlement as a line of its own.

- **Merch add-ons**: paid at checkout and collected on the day
- **For certain ticket types**: a signed poster with VIP only
- **Stock on each add-on**: nobody buys what you do not have

- [Sell parking, camping and merchandise with your tickets](https://www.ticketfairy.com/guides/sell-add-ons-with-your-tickets)
- [Earn More From Every Buyer With Extras They Want](https://www.ticketfairy.com/features/add-ons-and-upsells)

   ![Ticket Fairy Create Add-On form with the name, price, stock, a description editor and four switches](https://www.ticketfairy.com/embeds/posters/marketing-add-ons--new-add-on.png)

## How Organisers Run VIP and Merch

- ### A Club Night With Bottle-Service Booths

  Booths sell as table types with a deposit online and the balance at the venue. Each booth has a host who hears when the booker's ticket scans, and the door team marks each balance paid as it is collected.
- ### A Festival With a Hospitality Village

  The hospitality manager sets up the village terrace and the side-of-stage platform, and every guest has a host. Sponsors issue their own guest tickets through delegations, and the arrivals show which sponsor's guests came.
- ### A Touring Headline Show

  Merch sells from three stands, and the imported point-of-sale sales come off each stand's stock. The artist's merch share goes into the settlement as its own line, and the tour manager agrees the sheet before the bus leaves.
- ### A Stadium Hospitality Day

  Each hospitality package lists its inclusions on the ticket type, from the welcome drink to the programme. Hosts see what each guest paid for, and guests on the better package get the better welcome.
- ### A Fan Event With Pre-Ordered Merch

  Fans add a signed poster to their VIP ticket at checkout, weeks before the day. The promoter orders the print run from the pre-orders already sold, and adds the artist's share of them to the settlement as its own line.

    [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration)

## See It in Your Dashboard

- ![Ticket Fairy confirmation asking you to approve a 25% online deposit on a table type](https://www.ticketfairy.com/embeds/posters/marketing-table-tickets--deposit-confirmation.png) Take a deposit online and collect the rest of the table price at the venue.
- ![Ticket Fairy Delegations page of a festival, with a partner's delegation and the controls to manage its access or remove it](https://www.ticketfairy.com/embeds/posters/marketing-delegations--delegations.png) Give a partner a counted number of guest tickets to issue from their own link.
- ![Ticket Fairy shared settlement for a show with its lines locked and Mark as agreed and Reopen above them](https://www.ticketfairy.com/embeds/posters/marketing-venue-operations--settlement-shared.png) Share the settlement with the tour manager and mark it agreed together.

## Set It Up Step by Step

- [Settle a show with an artist after your event](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist)
- [Sell VIP tables and bottle service through your promoters](https://www.ticketfairy.com/guides/sell-vip-tables-and-bottle-service)
- [How do you run a guest list for your event without a spreadsheet?](https://www.ticketfairy.com/guides/run-a-guest-list-without-a-spreadsheet)
- [Sell parking, camping and merchandise with your tickets](https://www.ticketfairy.com/guides/sell-add-ons-with-your-tickets)

## Questions About VIP Hospitality and Merch

### VIP & merch

#### Who gets the arrival alert?

The host assigned to that guest or table. The alert comes from the gate scan, so your door team does nothing extra.

#### Does every guest at a table need a ticket?

No. A table booking is one ticket for the whole party, scanned once for the person who booked it. The guest count is on the booking, so your team knows how many to seat.

#### How is the rest of a table's price collected?

When your door team scans the booking in the Entry Fairy app, it shows Remaining to pay with the balance. Take the payment at the venue however you choose, then mark it paid in the app.

#### Does a table booking need an identity check?

Yes. After paying, the buyer photographs an ID document and takes a selfie, and the ticket is issued once the check passes. A deposit is held on the buyer's card and charged once they pass.

#### Can a partner add guests to my VIP list?

Yes, with a delegation: a counted number of guest tickets and their own link, with no login to your event. They stop at your number.

#### A guest ticket went to the wrong name. Can I cancel it?

Yes. Open Orders, select the Guest tab and cancel that order. The QR code stops working and the ticket goes back to your stock, although the email cannot be recalled.

#### Can I add a merch amount to a settlement by hand?

Yes. Add a line, choose the kind, enter what it is for and the amount. Enter a minus amount for a credit, such as a merchandise share you owe back.

#### Can I change a merch line after the settlement is shared?

Reverse the line, and a new line cancels it with both kept on the sheet. A shared, agreed or paid settlement is reopened as a new version with your reason, and the earlier version stays exactly as it was, marked Replaced.

#### Does marking a settlement paid move any money?

No. Marking it paid records the payment. Each currency on a settlement is totalled on its own under Totals.

#### Who can draft and change settlements?

You need an owner, admin or producer login on the brand. Fai can also draft a settlement, add or reverse lines and share it, asking you before each change.

## Explore More of the Event Operating System

- [Box office & door A box office that sells to walk-ups and balances every till, ages checked once at the door, access needs taken at checkout and lost property matched by Fai. Front of house](https://www.ticketfairy.com/event-operating-system/front-of-house/box-office-and-door)
- [Fan app & cashless Your timetable, site map, each fan's schedule, live updates and a lost-property form on every phone, and cashless wristbands linked to tickets with spend in your settlement. Front of house](https://www.ticketfairy.com/event-operating-system/front-of-house/fan-app-and-cashless)
- [Payments & settlement Every deposit, balance and supplier payment by due date, purchase orders with their invoices checked, and show settlements drafted from ticket sales, budget costs and the deal. Contracts & payments](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/payments-and-show-settlement)
- [Passes & approvals Named passes for crew, acts, traders, volunteers and press, with zones, days, meals and parking, outside teams naming their own people and approvers deciding from their email. Accreditation](https://www.ticketfairy.com/event-operating-system/accreditation/accreditation-and-passes)

       [Back to **Front of house**](https://www.ticketfairy.com/event-operating-system/front-of-house) [Next **Fan app & cashless**](https://www.ticketfairy.com/event-operating-system/front-of-house/fan-app-and-cashless)

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---

This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)