Clarify member and guest admission
Explain who can purchase each ticket before opening a member event. Use clear names or a suitable discount code and state whether guests are welcome. A shared code does not automatically verify membership. Decide how eligibility will be checked. The demonstration shows fictional tariffs and never places a real order.
Publish member-discount conditions with the offer.
Keep separate evenings distinct
A carnival weekend may include a member night, afternoon celebration and closing party. Separate events help keep quantities and check-ins distinct. Combined admission needs explicit arrangements: one QR ticket does not automatically provide multiple independent entries. State the date and activity clearly and test the offer with someone outside the committee.
Tell each volunteer team which event to open for its shift.
Limit volunteer access to their role
Keep payment and settlement responsibilities with the authorised team and grant scanning access to door volunteers. Nobody needs a shared committee password. Practise guest search and manual check-in with its explicit confirmation. Recognising a name helps, but always check the right ticket. Decide who can resolve exceptions during the celebration.
Keep one decision-maker available to the scanning team.
Review sales and attendance separately
Compare paid orders with confirmed arrivals. Not every buyer attended and not every reservation was paid. Include platform and provider costs separately in the association budget. Agree how cancellations, programme changes and refunds are handled. Review prices and conditions deliberately for the next edition rather than carrying them over unnoticed.
Keep a clear handover checklist for the next committee.