Organizing an event
From initial planning to the last scanned QR code
Whether you are organizing a concert, a members' evening, or a two-day conference, the sequence of work is almost always the same. Below are the phases through which an event unfolds, with guides from our blog for each phase that delve deeper into the details.
Ticket sales are one step: read how selling tickets online with Kaartjie works.
The four phases of an event
To establish
Date, location, and capacity. These three determine your budget, your ticket price, and how many tickets you need to sell to break even.
Budgeting and pricing
Compare fixed costs (venue, technical equipment, artist) against your expected attendance. That determines your ticket price — not the other way around.
Open sales
Create your sales page, set ticket types and capacity, and share the link. From that moment on, every announcement can generate tickets.
The day itself
Print out the participant list, instruct the volunteers, and scan the QR codes at the door. Your bill will be ready afterwards.
What Kaartjie arranges for you
| Element | How it works |
|---|---|
| Ticket sales | Own sales page with iDEAL — visitors do not need to create an account |
| Capacity | Maximum per event and per ticket type; sales stop automatically |
| Tickets | E-tickets with QR code, delivered directly by email |
| Participant list | Retrieve names per ticket and export as Excel |
| Access control | Free QR scanner in the browser, multiple scanners simultaneously |
| Payment | Proceeds are automatically transferred to your account. |
Did you forget anything?
Go through our 15-step checklist before you open sales — from permits to instructions for your volunteers at the door.
Ready to take your event live?
Creating an account and publishing an event takes you fifteen minutes.
Create a free accountNo setup costs · No subscription · €0.80 per paid ticket
Frequently Asked Questions
What are the first steps in organizing an event?
First, set the date, location, and capacity — those three determine all subsequent choices. Next come the budget and ticket price, and only then promotion. Our 15-step checklist walks you through the entire sequence.
How long in advance do I need to open ticket sales?
For local events, six to eight weeks in advance works well. For larger productions involving travel distance or multiple performance dates, three months is customary. More important than the exact timeframe is having a working ticket link from the first announcement.
How do I keep track of my venue's capacity?
You set a maximum per event and per ticket type. Sales stop automatically as soon as that number is reached, so overbooking is not possible. You can see live how many spots are still available in your dashboard.
How do I check tickets at the entrance?
With the free scanner in your browser. Each e-ticket has a unique QR code that is valid only once. Multiple volunteers can scan simultaneously on their own phones, without downloading an app.