Are guest lists sapping your profits and killing your time

I've had to manage guest lists on everything from local band gigs to A-list artists such as when I did 50 Cent's UK tour. The latest release from Event1 gives me the tools I wish I'd had then.

The guest list is coming from various parties: the artists, the venues, the promoter. If you've had to do this, you will know you get texts, emails, phone calls, scraps of paper. You get information totally at the last minute - literally the doors can be open before you get the list (amended for the 11th time and then you've still had to write more on your nicely printed list) to the box office. Also the biggest issue about guests lists is that they are always too big. 

Event1's guest list module sends a unique link to each of the people who need to give you their guest list. When the app opens they can add their guest list, edit as required - and if you've given them a quota then they cannot add more guests than they are allowed.

Back in the admin module, this will total up the guests, say per artist, the venue, the promoter. You can then print out or email the guest list to the Box Office.

Will people like it? OK, here we are making rules: We are telling them they have to use a system. In fact when they see the benefit to them too then they will love it too.

• Confirmation back to each party of their guest list. No more "can I just check that Jack Zimmerman's + 3 is on the guest list". In fact using the app, they can see their own guest list - but the email gives them that re-assurance
• If they choose to put an email address in for their guests, then the system will send them an email with details of when & how to collect their tickets.

Job done. It may such a simple, small task to be done but I have been amazed at the amount of time it takes - just at the wrong time, when the show is about to start. You really need to be doing something else - but you are waiting for the last entries on the guest list!

When you look at the little details we've taken care of with Event1, you can understand how we handle the big things.While the Guest List module is part of the full Event1 Management suite, it is modular so ask me if you'd like to take a look at it.