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For organizers
How do you manage an event guest list?
You manage a guest list by keeping every guest, paid or invited, on one list that the door scans from, and by giving each name a ticket instead of writing it on paper. On Blend complimentary and invited guests get the same QR ticket as buyers, and the list shows live who has arrived.
Why do guest lists turn into chaos?
Because there are five of them. The ticket platform's buyers, the promoter's names in a message, the sponsor's invitations in an email, the artist's plus-ones on a note, and the owner's friends who "are on the list". The door gets a printout of one, a phone with another, and a name it can't find.
Then the door argues, the line stops, and someone important waits outside while someone nobody invited walks in.
The fix is not a better spreadsheet. It is one list that every way of getting in writes to: buying, registering, being invited, being added by you. When the door scans from that list, there is nothing left to argue about.
How do you keep every guest on one list?
Give every guest a ticket, including the ones who don't pay. Complimentary tickets on Blend are tickets like any other: the guest gets a QR code, and appears on the same list as buyers.
Promoters, sponsors and artists ask you for places. Sponsors, exhibitors, speakers and VIP hosts can also get their own allocation on Blend and issue invitations under their name, and you see who each of them invited.
How do you control who gets in?
Decide who gets in before you open the list, then let the settings hold the line for you.
- Approval-required tickets: each request waits for your review. For paid tickets the buyer is charged only when you approve.
- Private events: hidden from discovery, reachable by link only, or limited to a pre-invited list.
- Custom registration questions: company, role, dietary needs, which session. Answers sit on the attendee's record.
- Group registration: one person books several places, and each attendee gets a QR ticket in their own name.
How do you handle plus-ones and VIPs?
Decide the rules before anyone asks. Write down who gets a plus-one, how many complimentary places each artist, sponsor and partner has, and who can approve an exception on the night. Then issue every one of those places as a ticket, so a plus-one is a name on the list, not a promise at the door.
Give VIPs their own ticket type and, where the venue allows, their own entrance and scanner. Inner areas can run zone readers that admit only the ticket types you tick, so the VIP check happens at the VIP door and never holds up the main line.
How does the door use the list?
The door scans tickets; it doesn't search names on paper. Each scan checks the guest in on the live list, and a second scan of the same ticket is flagged.
Your dashboard shows who has arrived and who hasn't, by ticket type. If the VIP list is still half empty an hour in, you know before the speeches start.
Who on your team should manage the list?
One owner, with clear helpers. Your teammates get their own logins on Blend, and on larger setups you decide exactly which parts each one can open, with an activity log of who changed what. The door team only needs their scanner code; they never need the full list on paper.
What do you do with the list after the event?
Export it. The guest list exports as a CSV with check-in status, for a sponsor's report, a supplier's count or your own records. Bike Club Tripoli handed its export to the bike rental supplier, with the exact count per bike category.
Every guest also lands in your contacts, so the next invitation goes to the people who came.
Before the next event, look at who was invited and never came, and who came every time. The second group deserves the first invitation.
Questions
Frequently asked questions
Issue complimentary tickets. Each guest gets a QR ticket like any buyer and appears on the same list, so the door scans them the same way.
Yes. Make the ticket approval-required: each request waits for your review, and for paid tickets the buyer is charged only when you approve.
Yes. The guest list exports as a CSV with each guest's check-in status, searchable and filterable by ticket type before you export.
Make it private: hidden from discovery, reachable by link only, or limited to a pre-invited guest list.
Yes. Sponsors, exhibitors, speakers and VIP hosts can get their own allocation and issue invitations under their name, and you see who each of them invited.
Next step
Fix it on your next event