Choose deliberately: one ticket per person or per team
You can sell a quiz in two different ways. With per-person pricing, a group buys several admission tickets and each player receives a QR ticket. With a team ticket, one ticket represents the defined group. Clearly state the maximum team size and what admission includes. Keep track of the people represented by those tickets yourself: the number of teams sold is not automatically the number of occupied seats. Collecting team names and allocating tables are separate organisational tasks.
- Put the unit of sale in the ticket name, not only the small print.
- For team admission, agree whether everyone must arrive together.
Match quiz capacity to both tables and players
Start with the number of players the room and quiz host can accommodate. Work backwards to tables, teams and available admission tickets, leaving room for staff and any individual players. Different ticket types do not create an automatic table plan. Use a separate event for a new quiz date when quantities and arrival records should remain independent. Before paying, a visitor should understand exactly which evening they are booking rather than confuse it with next month's quiz.
- Check combined ticket quantities against the room capacity.
- Publish doors-open time, the first round and late-arrival arrangements.
Prepare payments before quiz night
Online payment avoids separate payment requests between registration and the quiz. If you prefer payment at the venue, publish where and how to pay. An unpaid reservation is not a paid QR ticket: record payment in the workspace first. Complete a test booking and inspect the confirmation email before putting the link on the café website or sharing it with a group. Include platform fees and payment-provider charges as separate items when setting the admission price.
- Tell players whether drinks or food are included.
- Agree who handles cancellations and refund questions.
Brief your host on exceptions
Before opening, ask helpers to select the correct event and scan a demo ticket. Agree who handles missing tickets, duplicate scans and incomplete teams. The scanner verifies admission; answers, points and rankings remain part of your quiz process. When the evening sells out, use a waitlist with a clear process for newly available places. A team ticket can represent several seats, so always check whether the space being offered actually fits the next group.
- Test battery, camera and connectivity at the actual venue.
- Share scanning permissions rather than one administrator password.