Free Concert Guest List Template
The guest list is where good intentions blow up the cap. A clear template and a simple approval step keep the box office happy and your comps under control.
What goes on a guest list
Per entry
- Guest name (as on ID)
- Number of plus-ones
- Who requested them (band member, label, agent)
- Pass type (GA, photo, VIP, all access)
Show details
- Show date and venue
- Total cap for the night
- Submission deadline to the box office
- Will call location and opening time
Approval
- Approved, denied, or waitlisted
- Who approved it
- Tickets used versus cap remaining
Policies to state up front
- Per-person allocation for band and crew
- Request deadline (often the afternoon of the show)
- ID required at pickup
- No additions after the list goes to the box office
Example guest list
A 20-ticket cap for one show. Names are placeholders.
| Guest | + | Requested by | Pass | Status |
|---|---|---|---|---|
| Guest One | 1 | Artist | GA | Approved |
| Label Rep | 0 | Manager | VIP | Approved |
| Photographer | 0 | Tour Manager | Photo | Approved |
| Guest Two | 2 | Drummer | GA | Waitlist |
| Guest Three | 1 | FOH | GA | Denied, over allocation |
Copy this guest list template
Paste it into Google Docs, Notes, a spreadsheet, or your group chat and fill in the blanks.
GUEST LIST Show: ________ Venue: ________ Cap: ____ Deadline to box office: ____ Will call opens: ____ GUEST NAME (as on ID) + REQUESTED BY PASS STATUS _____________________ _ ____________ _____ ________ _____________________ _ ____________ _____ ________ _____________________ _ ____________ _____ ________ _____________________ _ ____________ _____ ________ _____________________ _ ____________ _____ ________ TOTAL APPROVED: ____ of ____ Approved by: ____________ Sent to box office: ____
Let the team request, you approve
TourPro has a guest list for every show date. Band and crew submit requests, you approve or deny them, ticket limits are enforced in the settings, and the final list exports to CSV or PDF for the box office. Guest list and approvals in TourPro.
Frequently asked questions
How does a concert guest list work?
The artist gets an allocation of complimentary tickets per show. Band and crew request spots, the tour manager approves requests up to the cap, and the final list goes to the box office before a deadline. Guests pick up tickets or passes at will call with ID.
Who manages the guest list on tour?
The tour manager usually owns it, sometimes with an assistant or production coordinator. The key job is enforcing the cap and the deadline so the box office gets one clean list.
What is the difference between comps and guest list?
Comps are complimentary tickets, usually counted against an allocation in the deal. The guest list is the document that says who receives them, plus any passes for photo, industry, or backstage access.
More free tour templates
Unsure what a term means? See the tour management glossary.