01
Identify the cause and the organiser clearly
Name the organising party and describe the purpose of the evening in concrete terms. Explain whether visitors can expect a performance, dinner or another activity. If you use a beneficiary's name or logo, arrange that directly with the organisation concerned. Make sure buyers understand who is responsible for the ticket agreement and where they can send questions about the event before purchasing.
- Publish the date, venue, starting time and what admission includes.
- Agree how the cause is described with the organisation involved.
02
Calculate proceeds without hiding costs
Ticket revenue is not the same as the amount left afterwards. Keep venue, programme, materials, platform fees and payment-provider charges separate in your budget. If you promise a fixed amount per ticket to the cause, check that the promise is achievable and explain the calculation in understandable terms. Base the final report on actual paid and refunded orders rather than the number of reservations alone.
- Decide which expenses admission revenue will cover before sales open.
- Do not claim net proceeds without a supporting calculation.
03
Separate admission from a voluntary gift
A ticket grants admission under the published price and conditions. A separate gift is a different transaction. If you also want to receive donations, arrange that route separately with the beneficiary and explain the distinction. A higher-priced ticket does not automatically provide a donation receipt, and a purchase through TixBeam does not automatically create a tax benefit or any special status for the buyer.
- Choose ticket names that describe what the buyer receives.
- Refer donation and supporting-document questions to the organisation concerned.
04
Give volunteers one admission process
Share the sales link through the agreed channels and complete a test order first. Check the confirmation email and scan an example ticket with the entrance team. Give volunteers individual scanning permissions and a single contact for questions. An unpaid reservation is not the same as a paid ticket; decide who verifies payment status before a visitor is admitted to the evening.
- Test the connection, devices and duplicate scans before opening.
- Report the final proceeds carefully without publishing visitors' personal information.