How do I get a list of everyone who booked?

The short answer

Your ticketing platform keeps the list for you. Open the event’s attendee or orders list to see everyone booked, and export it as a CSV file when you need it in a spreadsheet: for the caterer, the venue, the name badges or your treasurer.

If you are using forms and bank transfers, the list is whatever you have kept up to date by hand, which is a good reason to move to a tool that keeps it for you.

Who needs which list

Different people need different things:

• The door needs names, ticket types and whether each person is in yet.
• The caterer needs a count and the dietary requirements, not emails.
• The venue often wants a final number a few days out.
• Your treasurer needs orders, amounts, refunds and dates.
• Name badges need names, companies or whatever you asked at checkout.

Send each person only what they need. A caterer does not need anyone’s email address.

Orders and attendees are different

An order is one purchase: one buyer, one payment, maybe several tickets. An attendee is one person with one ticket. If Sam books four tickets for friends, that is one order and four attendees. Most tools let you see both. Use orders for money and attendees for the door.

Exporting to a spreadsheet

A CSV file opens in Excel, Google Sheets or Numbers. Once it is open:

• sort by surname for a printed door list
• filter by ticket type to count meals or sizes
• delete columns the recipient does not need before you send it

Save it with the event name and date, so you can find it next year.

Look after the data

The list has people’s names, emails and sometimes health details. Keep exports somewhere private, share them only with people who need them, and delete copies you no longer need after the event. Do not add people to a mailing list unless they agreed to it.

On One Ticket

Each event has an attendee list. You can search it by name, narrow it to one ticket type, see each person’s answers to your checkout questions, and email someone’s tickets again. The door tool shows the same people with who has checked in.

From Orders you can download a CSV of the orders and attendees, including the answers to your questions and box office notes. Reports show bookings and sales for each event.

Related: How do I collect information from attendees at checkout?, Who came back to your networking event and Name badges for a networking event.