Setting up and Managing Table Tickets

Typically used to support an organization by sponsoring an entire table for the event.   The Buyer/Sponsor pays for the table/guests admission only.     Individual guests pay for their own purchases/items won.

Essential Plans:

• Create Ticket Type named Table with desired price, specifying the number of guests admitted.   If you have different size tables, create separate ticket types for each table type as it is not possible to remove unused tickets from a set ticket type.
• Table tickets can be issued by your team or offered online.   Invitations to Buy Tickets/Tables can be emailed.

Acorn/Plus/Professional Plans:

• Create Ticket Type named "Sponsor Tickets" with Price = $0, admits 1 and enough quantity to cover ALL sponsorship options.
• Create Sponsorship packages with desired number of complimentary Sponsor Tickets
• Sponsorships can be issued by your team, offered online with Tickets, or online on a separate Campaign page.   Invitations to Buy Sponsorships can be emailed.
• Note:   Advantages of offering tables as sponsorship packages rather than a ticket type:   ability to offer online separate from tickets, using individual tickets in package allows unused tickets to be removed,  optional tools available for promoting sponsors.

Both:

Most table buyers/sponsors will not be able to provide their guest information when the table is purchased.   After  tables have been sold/issued:

• Email Invitation to Buyers to Provide Guest info to provide table buyers with a live link to manager their guest list.   When buyers modify their guest list, the changes are reflected on the Tickets Page - and notifications are sent to the email provided at Site Settings > Registration > Tickets > Online Ticket Sales.
• Once guest info has been provided, guests can be linked to share a bidder number (if desired) prior to the event or during in person check-in.

 

Some communities have a tradition of designating Table Hosts to recruit attendance by filling a table.  All guests buy their own tickets, Table Hosts may be offered free or discounted tickets.

• Create Ticket Type called Table Host, admits 1 with an available qty to sell equal to the number of host positions.  
• If Table Host tickets will be discounted or comped, set up a coupon code and provide the code to potential table hosts to buy their ticket online.   Table Host tickets can also be issued by your team. Invitations to Buy Tickets can be emailed.
• Enable the pre-programmed custom field "Seating Preference" to allow individual ticket buyers to specify their table host.
• Use the customize button on the Tickets page to add the Seating Preference field to your Ticket Page view.
• Click on the Seating Preference column header to sort tickets by that column.   Then select guest and assign them to the  Host's table.  There is no mechanism to limit the number of requests for a particular table, if requests exceed capacity you'll need to work with the table host to determine who to assign the available seats to.

Typically used when there are a limited number of tables available at the event.   A premium is paid for the guaranteed setting.   Guests pay for their own tickets and are assigned to sit at the designated table.

• Create a Type = Sellable Item in the Catalog named something like Reserved Table.   Use Donor = Friends of Your Org, specify the quantity available, uncheck all of the Offered at boxes, and specify the price (FMV is typically $0 unless the Reserved table includes other perqs - such as a bottle of wine). Click on the Display Options > Show button > uncheck the Display in Public Catalog box.   Include a description of how the Reserved Table option works then Save.
• Flag the item you just created as an Add-on Item available with Ticket Sales.   Choose "Below Ticket Menu" as the display option, leave the "Sell Qty" box unchecked and check the box to display the full description.
• Enable and customize the pre-programmed custom field "Seating Preference" to allow individual ticket buyers to specify their table host.
• To view a report of Reserved Ticket buyers, go to Admin > View Reports > All Sales and filter by the name of your reserved table item.  Use the Print or Save as CSV buttons to print or download the report.
• When you're ready to assign tables, use the customize button on the Tickets page to add the Seating Preference field to your Ticket Page view.
• Click on the Seating Preference column header to sort tickets by that column.   Then select guest and assign them to the  Host's table.  There is no mechanism to limit the number of requests for a particular table, if requests exceed capacity you'll need to work with the table host to determine who to assign the available seats to.

Typically used for seated events when guests buy their own tickets.  

• Enable and customize the pre-programmed custom field "Seating Preference" to allow individual ticket buyers to specify their seating preference.
• When you're ready to assign tables, use the customize button on the Tickets page to add the Seating Preference field to your Ticket Page view.
• Click on the Seating Preference column header to sort tickets by that column.   Then select guest and assign them to the desired table.  There is no mechanism to limit the number of requests for a particular table, if requests exceed capacity you'll need to work with the table host or date of request to determine who to assign the available seats to.