One person responsible for sales, one agreed capacity and one final ticket link.
Start with four team agreements
Decide how many people can attend, what each ticket admits them to, who pays the ticket fees and who answers buyer questions. Include crew, guests and any door sales in your capacity plan. Selling out online does not automatically leave space for walk-ins.
- Sales lead: checks ticket types, prices and quantities.
- Communications lead: keeps the date, venue and sales link consistent.
- Entrance lead: prepares scanners, volunteers and a process for exceptions.
- One named person handles exceptions; not everyone needs access to everything.
An example ticket sales timeline
This example starts six weeks before the event. It is not a universal deadline: a larger event or a new concept may need more time. Venue arrangements, permits, safety and suppliers have their own planning. This guide covers your ticket sales.
| When | What should be ready? | Owner |
|---|---|---|
| 6 weeks before | Agree capacity, budget, prices and launch date | Core team |
| 4 weeks before | Set up event and ticket types; check contact details and ticket | Sales lead |
| Sales launch | Check the full buyer journey and share the final link | Sales + communications |
| Each week | Review sales, answer questions and adjust communication | Sales lead |
| Final week | Finalise sponsors, send volunteer tickets and brief the entrance team | Communications + entrance |
| Event day | Check devices, approval, connection and your own test ticket | Entrance lead |
Check these before your first announcement
In Tickgetr, you can change who pays the ticket fees until the first ticket is sold. Agree this before launch. A PDF ticket already sent to a buyer does not update retrospectively when you change sponsor logos.
What if sales start slowly?
Check the basics first: does the link open, is the date clear, can someone complete checkout, and does your announcement reach the right people? Ask a few people from your audience what information is missing. Compare sales with your own plan rather than a large commercial event.
Agree when to review progress and which costs are still adjustable. A reminder with useful practical details can be more helpful than immediately adding another discount. Record what worked afterwards, so next year’s volunteer team does not start from scratch.
Use the announcement examplesQuestions from your team
How far ahead should presales start?
There is no single deadline for every event. Start once the date, venue, price and checkout are ready, with time left to reach your audience. Treat the timeline as a starting point, not a rule.
Must sponsors be confirmed before launch?
Only if their logos must appear on the very first tickets. Logos added later appear on newly generated tickets; PDF files already sent are not automatically replaced.
For wider event planning: the ikorganiseer.be checklist by Formaat (Dutch) (opens in a new tab).