Guides › How to run a guest list for a show
How to run a guest list for a show
Updated October 7, 2026 · 3 min read
Guest lists seem simple until a manager, a radio host and a cousin all show up and only one is on the list. A clear process keeps the box office happy and avoids awkward moments at the door.
Free templates for this guide
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Guest list template
Name, guest of, quantity, pass type and pickup status, with totals by pass type.
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Step 1: Confirm the allowance in the advance
Ask the promoter how many guest spots the band gets, whether there’s a separate allowance for industry or media, the deadline, and who receives the list. Ask what pass types are available (guest, VIP, production, photo).
Step 2: Collect requests early
Set an internal deadline before the venue’s. Ask band and crew to send name, number of tickets, pass type and who it’s for. Requests after the deadline go on a waitlist.
Step 3: Prioritize
When requests exceed the allowance, prioritize by tour importance: industry, local promoter or media guests, then family and friends. Be consistent and transparent.
Step 4: Format for the box office
Use last name first, alphabetical, with quantity and pass type. Add who it’s from ("Guest of") so the box office can check. Keep the format clean and one page.
Step 5: Send and confirm
Send the list by the deadline and confirm receipt. Bring a printed copy. Late additions should go through one person only.
Step 6: After the show
Comps from the guest list show up in the box office count at settlement. Check the numbers match. See how to settle a show.
Example (EXAMPLE names)
| Name | Guest of | Qty | Pass type |
|---|---|---|---|
| Stone, Avery | Band member | 2 | Guest |
| Fox, Jamie | Label | 1 | VIP |
| Moss, Riley | Production | 1 | Production |
Guest list tips
- Put the deadline on the day sheet.
- Photo passes need separate approval; ask early.
- Keep plus-ones explicit: "+1" causes confusion.
Pass types explained
- Guest: a ticket for entry, usually collected at the box office.
- VIP: may include early entry, a better view or access to a hospitality area, depending on the venue.
- Production / working pass: for people who need backstage access to work, such as local crew, photographers or a fill-in tech.
- Photo pass: permission to shoot, often limited to the first songs. Usually needs approval from the band and venue.
Use the venue’s names for pass types so the box office isn’t confused.
Handling problems at the door
- A guest says they’re on the list but aren’t: check with the band member, then decide. Don’t let the box office guess.
- Someone brings extra people: the list says the quantity; stick to it unless you have spare spots.
- The list didn’t arrive: keep a copy on your phone and a printed copy so you can hand it over immediately.
Keeping the allowance fair
Rotate priority across band members over the tour so the same person doesn’t always get the extra spots. In hometowns, expect demand to spike and plan ahead with the promoter, who may give you a larger allowance or sell you extra tickets at cost.
How TRMNGR helps
Each show day in TRMNGR has a Guest List box: add a guest with Name, Quantity and Pass type (VIP, Production Pass or Guest), and the header shows totals for each. Export PDF creates a list for the box office, saved in Files › Guest Lists. Guest List access is a separate permission, so you choose who on the crew can see or edit it.