Tips to Creating Club Activation Parties or Open House Events with Ticketing

As event organizers, we are always looking for ways to ensure a smooth and successful event.

Ticketed events are a popular way to manage the flow of guests and ensure a successful event. However, creating multiple ticketed events for the same occasion can be confusing and time-consuming for both event organizers and attendees. Instead, using individual ticket levels to manage capacity is a more efficient and convenient option.

In this article, we will discuss the best practices for creating a ticketed event with multiple tickets that help control the entry time for the event. By following these tips, you can ensure a smooth and successful event while making the ticketing sales and check-in processes easy for both you and your guests.

One of the ways to achieve this is by using multiple tickets to control the entry time for the event. Instead of creating multiple ticketed events, it is possible to use individual ticket levels to manage capacity.

1. Use a reliable ticketing platform
   To manage your ticket sales and entry time, CellarPass provides all the features you need to manage your club pickup party, winetasting event, concerts, festivals and so much more. By using our advanced features, it will help you track ticket sales, manage capacity, and ensure a smooth entry process for your guests.
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2. Determine your event capacity
   Before creating your ticket levels, it is important to determine your total event capacity, then determine how many tickets you want to manage for each ticket level. This will help you determine how many tickets you need to sell for each time slot. You can use the square footage of your venue and the capacity guidelines from your local health department to determine the maximum number of guests you can have at your event. As always, factor in bathroom facilities, parking, staff resources and weather.
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3. Creating your event
   Create your ticketed event by going to the Ticketing section in the CellarPass admin panel. Fill out the fields such as the date of the event- or dates of the event if you plan on offering the event over a weekend.
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4. Creating ticket levels
   Then you'll want to move onto creating your ticket levels. Each ticket level should correspond to a specific entry time (and duration) for their time at your event. For example, you can have a ticket that provides a guest access to your property from 10:00AM - 12:00PM, then another ticket would be used to manage 12:00PM to 2:00PM and so forth. Make sure to clearly indicate the entry time as the ticket level name to avoid confusion.
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5. Set a reasonable time limit for each ticket
   It is important to set a reasonable time limit for each ticket. This will ensure that guests have enough time to enjoy your event without feeling rushed. It will also help you manage your event capacity and avoid overcrowding. For additional clarity for when they will arrive and how long they can stay, you can use the Ticket Level Description field.
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6. Communicate your ticketing policy
   Make sure to communicate your ticketing policy clearly to your guests. Let them know that each ticket is only valid for the specified time slot and that they will not be allowed to enter the event before or after their designated time. This will help you avoid any misunderstandings or complaints from guests- and above all manage your event capacity.
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7. Mobile apps for check-in
   CellarPass provides you a free mobile app called Guest Link Pro for your Android or iOS device to easily scan tickets, review guests lists and more. When guests are checked in, the ticket cannot be used again, ensuring that guests are not sharing tickets.
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8. Plan for contingencies
   It is always a good idea to plan for contingencies. Have a backup plan in case of unexpected issues such as bad weather or technical difficulties such as loss of your internet access. CellarPass provides an easy way to export your guest lists, including their ticket levels so you have a paper backup copy. This will help you ensure a smooth and successful event even in the face of unforeseen challenges.

This strategy is perfect for the following:

1. Club Activation Parties
2. Pick-up Parties
3. Open Houses
4. Wine Tasting Events
5. Passport events

In conclusion, creating a single ticketed event with multiple tickets for your event will help control the entry time for the event is an effective way to manage capacity and ensure a smooth and successful event. By following these best practices, you can create a single ticketed event that allows your guests to easily choose their timeslot by purchasing tickets, offering an easy to manage and understand for both you and your guests, from sales to check-in.

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