Ticket sales for clubs and associations: practical tips for your first time

Many clubs and associations still sell tickets via WhatsApp, Excel, or cash at the door. That works fine for small groups, but once you expect more than 50 visitors, things quickly get messy. No overview, no certainty about numbers, and administratively a nightmare.

Online ticket sales solve that. But where do you start? What do you need? And when is it worth the effort? This guide helps you take the first steps without getting lost in unnecessary complexity.

When is online ticket sales worthwhile?

Not every event needs a ticketing system. Handle it informally if:

• You expect fewer than 30 visitors
• It's a closed party or activity for members only
• Everyone knows each other and payment afterward isn't a problem

Go for a ticketing system when:

• You expect 50+ visitors
• Visitors come from outside the association
• You want to know in advance how many people are coming (for catering, venue size)
• You want to keep administration organized
• You want to receive money upfront (no hassle afterward)

For associations that organize multiple events annually (galas, concerts, workshops, parties), a ticketing system makes the difference between chaos and control.

What do you need to arrange before you start?

1. Chamber of Commerce number and bank account Most ticketing systems (including Tickable) require a Chamber of Commerce number. Don't have one? Read whether you need a KvK number. For most associations this isn't a problem, as you typically arranged this during registration.

You also need a bank account where ticket revenue can be deposited. Use the association's account, not a private one.

2. Event details organized Make sure you know:

• Date, time, and location
• Number of available seats
• Ticket price (including or excluding service fees)
• What information you need from visitors (name, phone number, dietary requirements)

3. Payment methods By default, you can accept payments via iDEAL and Bancontact. No complicated contracts with payment providers needed, it works automatically. Want to use your own Mollie account? That's possible too, read more in selling tickets with Mollie.

The steps to get started

Step 1: Create an account Register via app.tickable.nl. Creating an account costs nothing.

Step 2: Create your first event Fill in the basic information: name, date, location, and number of tickets. Choose whether you want to use time slots (useful for workshops) or just have one start time.

Step 3: Set up your tickets Create different ticket types if needed (for example: members and non-members, early bird discount, VIP tickets). Determine the price and number of available tickets per type.

Step 4: Customize your ticket shop Upload your logo, choose colors that match your association. Your ticket shop can look like you built it yourself. No mandatory Tickable logo.

Step 5: Test the ordering process Create a free test ticket and go through the entire process yourself. Check if everything is correct: texts, prices, emails. With free tickets you pay nothing.

Step 6: Share your ticket shop Put the link in your newsletter, on social media, and on your website. You can also embed the ticket shop, but a direct link works just as well.

Step 7: Scan tickets at the entrance Download the check-in app on your phone. Scan QR codes, see immediately who has checked in. No expensive hardware needed.

Common mistakes (and how to avoid them)

Mistake 1: Starting sales too late Start at least 4 weeks before your event. Give people time to plan. For large events (galas, concerts), 8-12 weeks in advance is fine.

Mistake 2: Unclear ticket information Clearly state what someone gets: time, location, what's included (drink, snack), dress code. Lack of clarity leads to questions and cancelled orders.

Mistake 3: No buffer in numbers Don't sell all 200 seats if your venue has 200 seats. Keep 10-20 spots for unexpected situations (broken chairs, crew, last-minute VIPs).

Mistake 4: Forgetting to test Always test the entire process. Order a free ticket yourself, check if the email arrives, try scanning the QR code. Better to find an error now than during sales.

Mistake 5: No plan for questions Clearly state in your ticket shop where people can go with questions: email address or phone number. Visitors always have questions about parking, times, or accessibility.

Case study: from Excel to ticket shop

A music association in Groningen organized an annual spring concert. Tickets went through Excel: people email, manual entry, checking transfers, crossing off names at the door. Time-consuming and error-prone.

They switched to online ticket sales:

• 180 tickets sold in 3 weeks
• Automatic confirmation emails, so no more "did you receive my email?" questions
• Real-time overview: how many sold, how many still available
• Scanning at the entrance instead of paper lists
• Administration done: all data in one export

Their tip: "Don't start in March if your concert is in April. We started in January and that gave us peace of mind. And create a test ticket, then you see exactly what buyers see."

Checklist for your first ticket sales

Before you go live:

• Chamber of Commerce number and bank account arranged
• Event details complete (date, time, location, number of seats)
• Ticket types created with correct prices
• Logo and branding added to your ticket shop
• Free test ticket created and completed
• Confirmation email tested and approved
• Link to ticket shop ready to share
• Check-in app downloaded and tested
• Clear contact point for visitor questions
• Promotion plan made (newsletter, social media, website)

Start without hassle

Online ticket sales don't have to be complicated. With proper preparation and a clear system, you can arrange it in a few hours. No technical knowledge required, no monthly subscriptions, no hidden costs.

View our pricing (€0.32 per ticket sold, nothing else), read more about all features, or start directly via app.tickable.nl.

Questions? Send an email to info@tickable.nl or check our Help Center. We're happy to help you get started.