9 Ways to Improve School Activities with the Event Attendee List

One of the unsung heroes of the GoFan digital ticketing platform is the ability to generate a list of event attendees. Gathering accurate contact information can be highly useful, especially for private events.

For public events like football and basketball games, the list of attendees can be helpful when you need to send a comp ticket, issue a refund, verify a purchase, monitor attendance, and more. However, not every event is open to the public.

Events like homecoming and prom dances can be hosted privately, with invitations only extended to students and approved guests. Schools may need to collect more detailed information from people buying tickets to a school dance for security and planning purposes.

Without a digital solution, it can be difficult for school Activity Directors and event staff to maintain accurate contact lists of attendees. With GoFan, you can gather all the details you need and ensure that all contact information is correct.

See how easy it is to access your list of event attendees with GoFan in the short video below:

Event Attendee List Overview

Check out 9 ways that the attendee list helps school staff save time, improve security, and elevate the event experience.

9 Clever Ways to Use the Guest List at Your School

1. Keep Unauthorized Guests Out of the Event
   
   With GoFan, schools can customize the information they need to gather from guests to purchase tickets. For example, activity directors who set up events can choose to ask for a guest's name, age, and other relevant contact information. 
   
   In this case, schools can use the attendee list to cross-reference all names against those invited as a security measure to prevent unauthorized guests from attending the event. Schools can also download and print the guest list for event staff to double-check at the door.
   
   
2. Get Accurate Attendance
   
   As tickets are sold for a dance or school event, the total number of purchasers is tracked automatically in the digital ticketing platform. 
   
   In this case, school staff can use the list to keep an accurate count of the total number of guests invited and expected to attend.
   
   
3. Eliminate Double Entry on One Ticket Purchase
   
   A school can use the final guest list to ensure students are not attending multiple events on the same ticket. This list is extremely useful for private events, where only students are allowed to attend. Many schools also use the attendee list to prevent students from leaving and returning to the event later.
   
   
4. Capture Special Requests or Guest Information
   
   The checkout process can be customized to include specific requests for information from guests. For special events, Activity Directors and other event staff may ask for details like shirt size, dietary restrictions or allergies, student ID number, and more. 
   
   All of these questions can be presented at checkout. Once the tickets are purchased, the school can access the data and can export it with their list of attendees.
   
   
5. Predict Inventory Needs 
   
   The attendee list is also helpful when planning inventory for an event. Consider a situation where families have reserved their table for a fundraising dinner and paid for the tickets online with GoFan. The event planner can use the guest list to ensure enough seating, party favors, and more.
   
   
6. Collect Emergency Contact Information
   
   Schools use the guest list to ensure that all guests' emergency contact information is readily available. These details can include names, phone numbers, email addresses, and other relevant information.
   
   These types of questions can be set up on GoFan HQ or with the help of the GoFan support library and team.
   
   
7. Plan Seating Arrangements and VIP Experiences
   
   Schools and booster clubs often use the list of event attendees to prepare seating arrangements and assign tables. Athletic events also assign VIP experiences depending on season ticket packages.
   
   
8. Promote the Next Event
   
   Schools also have the opportunity to promote upcoming events by communicating with people who have attended previous events. For public events, the guest list can provide marketing contacts for schools.
   
   This list can help schools connect with their communities and keep people informed about event schedules, ticketing policies, and news related to school programs.
   
   
9. Send Thank-You Notes and Follow-Up Messages
   
   The attendee list will be helpful if schools send out post-event or thank-you messages. Schools that host private events can enhance the experience for guests, supporters, and purchasers by sending a friendly thank-you or an incentive.
   
   Sending messages of gratitude creates engagement with the community and enables opportunities to reward guests with potential deals for future events and more.

Next Steps

How would an accurate guest list improve how you manage your events? Learn more about the advantages of a digital ticketing platform at the Activities Director resource hub linked below, or contact us for a quick overview.