Setting up an event
Run ticketing for a club night
Set up ticket releases, guest lists and VIP tables, track promoter sales, and prepare the venue team for the door.
- For
- Promoters running a club night with a host venue
- Takes
- 18 minutes
- Start with the Club show template
- Set your ticket releases and allocations
- Check the VIP booth details
- Issue guest-list tickets
- Invite each promoter to this event
- Give each promoter their own link
- Track every post and partner separately
- Set the door and last-entry times
- Follow check-ins while the doors are open
What you need before you start
- You're an owner or an admin on the event. A curator can issue guest tickets, but cannot change your tickets, tables or publish settings.
- You have agreed the venue capacity, access times, last entry, scanner handoff and door responsibilities with the host venue.
- You know the ticket prices, allocations and how many guests each VIP booth admits.
-
Start with the Club show template
Create an event and choose Club show. Enter your standard advance price and room capacity. Turn on Add a guest list ticket and Add a VIP booth, then select Use this template.
The template starts you with early bird, advance and on the door ticket types, plus an 18-and-over age limit, ID checks, door times and last entry. Referral rewards are available for the event. Before your first sale, go to Tickets, Settings, then Rewards System and set the reward targets you want. Review every other event setting before you publish.
Create event, Club show template. -
Set your ticket releases and allocations
Open Tickets, then set the price, allocation and sale window for early bird, advance and on the door tickets. Keep a later release hidden until its date, or until the release before it sells out.
Use a separate ticket type when the price or sale window changes. Use a ticket category when several releases all give the same admission, such as General Admission.
Event, Tickets, Early bird. -
Check the VIP booth details
On Tickets, open the VIP booth under Tables. Set the booth price, allocation, minimum and maximum number of guests, the price for each additional guest and the deposit buyers pay at checkout.
A table sells as one booking. Buyers can book for a group between the minimum and maximum. Choose the percentage paid online, then collect the balance at the venue.
Event, Tickets, Tables, VIP booth. -
Issue guest-list tickets
Open Guest Tickets and select Send Guest Tickets. Choose Guest list, VIP or a VIP booth, then enter the recipient's email address and the name for each guest. Add a note when it will help your door team recognise the booking.
Guest tickets come out of the chosen ticket type's stock. The form shows the stock before you send. You can choose to issue beyond it when the guest list needs an exception.
Event, Guest Tickets, Send Guest Tickets. -
Invite each promoter to this event
Open Event Team and select Invite Team Member. Enter each promoter's email address, choose the promoter role, then send the invitation.
Event-team access is limited to this club night. Use the brand team when a promoter works across the venue's programme.
Event, Event Team, Invite Team Member. -
Give each promoter their own link
When you publish, tick Send Promoter Links so each promoter receives their own link. Sales through that link appear under Sales by Promoter.
If you schedule the event to publish later, send promoter links separately. The scheduled publish does not send them.
Event, Publish, Send Promoter Links. -
Track every post and partner separately
Under Marketing, open Tracking Links. Create a separate tracking link for your Instagram bio, each campaign, each partner and any printed flyer. The table shows the clicks, orders and ticket revenue each placement brought in.
A tracking link measures a placement and does not include a reward. A promoter link belongs to a team member and counts their sales.
Event, Marketing, Tracking Links. -
Set the door and last-entry times
Open each ticket type that needs its own entry window. Turn on the separate door-time setting, then enter when check-in starts and ends. Leave it off when the event's main check-in window applies.
Use this for a guest-list cutoff, an early VIP entry or a last-entry rule that differs from the rest of the event.
Event, Tickets, ticket type options. -
Follow check-ins while the doors are open
Open Check-In and view Hourly while your door team scans tickets. The report shows arrivals by hour and the running Checked In total, so you can see when the queue is building or easing.
Use Individual Tickets when you need to find one guest or review a scan. Door staff scan with the Entry Fairy app on most iOS or Android phones and tablets.
Event, Check-In, Hourly.
Or have it done for you
Fai can start from the Club show template, create or change ticket types and VIP booths, invite promoters, issue guest tickets, send promoter links and publish the event after you approve each change. Follow check-ins and create named tracking links in the dashboard.
In your dashboard, with Fai
Set up my next club night from the Club show template with early bird, advance and on the door tickets, a guest list ticket and VIP booths; ask me for the date, capacity, prices, allocations, booth guest limits and deposit before changing anything; keep the event in draft and show me the finished setup before I publish it
From your terminal
Install the CLI from our CLI page, sign in with ticketfairy auth login, and choose the brand you are working on with ticketfairy brand use <BRAND_ID>. ticketfairy brand list and ticketfairy event list show the IDs the other commands use.
Use the CLI to create ticket releases, publish the event and check sales or entry figures without opening the dashboard.
Create an early bird ticket release.
ticketfairy ticket create <EVENT_ID> --name "Early Bird" --price 18 --max-inventory 150
Publish the event and send each promoter their link.
ticketfairy event publish <EVENT_ID> --send-promoter-links
Check entry figures while doors are open.
ticketfairy checkin status <EVENT_ID> --output json
Questions you might have
- Can I use the same setup for a weekly club night?
- Yes. Open your finished event and choose Duplicate event. Include the ticket types and any other parts you want to reuse, then enter the new event name, dates and URL. Check the allocations, sale dates, door times and last entry before you publish the new date. To let buyers browse the run together, create an event series, choose its public URL, turn on the public series page and add each date.
- Can I sell bottle-service tables as well as entry tickets?
- Yes. Create a table type for each booth or package. Set its party limits, base price, price for additional guests and deposit, while general admission and VIP remain ticket types.
- Can a VIP booth go on the guest list?
- Yes. Choose the VIP booth on the Guest Tickets form and enter the host and guest names. The booking uses one table from that booth's allocation.
- What is the difference between a guest ticket and a promoter link?
- A guest ticket gives a named guest entry without paying. A promoter link belongs to a member of your event team and counts the sales they bring in.
- How do I set a guest-list cutoff time?
- Give the Guest list ticket type its own check-in start and end. The scanner marks it as not valid outside that window, while other ticket types keep their own entry times.
Where to go from here
Do this on your own event
Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call.