{"id":201895,"date":"2025-11-04T01:23:25","date_gmt":"2025-11-04T09:23:25","guid":{"rendered":"https:\/\/www.fooevents.com\/?p=201895"},"modified":"2025-11-04T16:25:29","modified_gmt":"2025-11-05T00:25:29","slug":"small-members-only-event","status":"publish","type":"post","link":"https:\/\/www.fooevents.com\/el\/small-members-only-event\/","title":{"rendered":"\u039c\u03b5\u03bb\u03ad\u03c4\u03b7 \u03c0\u03b5\u03c1\u03af\u03c0\u03c4\u03c9\u03c3\u03b7\u03c2 Camp Fight: \u0392\u03b1\u03c1\u03ad\u03c9\u03bd \u03b2\u03b1\u03c1\u03ce\u03bd Ticketing"},"content":{"rendered":"

\"Scanning<\/p>\n

Camp Fight<\/a>, a Cape Town\u2013based Muay Thai fitness center<\/b>, recently ran a small members-only event<\/strong> for its community and invited guests. The goal wasn\u2019t to chase huge volumes but to run a friendly, professional, well-organized<\/b> event for its members. FooEvents<\/a> delivered the same core toolkit used by much larger events\u2014QR tickets<\/a>, seating tiers, rapid check-ins, and printable labels\u2014all without the overhead or per-ticket fees of third-party platforms.<\/p>\n

Setting up FooEvents for a members-only event<\/b><\/h2>\n

\"Product<\/p>\n

Their site already used WooCommerce<\/a> to sell club apparel, and based on their requirements, they only needed to install the main FooEvents \u03b3\u03b9\u03b1 \u03c4\u03bf \u03c0\u03c1\u03cc\u03c3\u03b8\u03b5\u03c4\u03bf WooCommerce<\/a>. The main FooEvents for WooCommerce plugin includes the ability to create an event, sell tickets with different seating tiers, print attendee labels, view sales and check-in reports, export attendees, check in attendees, and manage check-ins\u2014everything Camp Fight needed for their event. Once installed, they set up a new product, enabled event and ticketing options, and completed the relevant fields. This took only about 10 minutes, and they were ready to start selling tickets!<\/p>\n

As this was a members-only<\/b> event, they kept ticketing private by hiding the product from the shop listing using the built-in catalog visibility options. The ticket sales page was then shared only with members. Members often purchased tickets on behalf of friends and family, and because this was a members-only<\/b> event, tickets were issued to the purchaser<\/b> rather than individual attendees. That made arrivals simple\u2014door staff were familiar with most members and could find anyone by name in the FooEvents Check-ins app when a ticket wasn\u2019t available. Seating tiers were set up using WooCommerce variations (two ringside areas plus standard seating) and processed through the WooCommerce Checkout Block and Yoco<\/a>, a local payment gateway.<\/p>\n

Marketing a members-only event<\/strong><\/b><\/h2>\n

\"Scan<\/p>\n

Tickets were sold over a simple three-week cadence: announce the date, run early-bird pricing<\/a> in week one, then push harder in the final week. The WhatsApp members group drove the biggest spikes, with in-gym QR posters second. A single reminder email and consistent in-class mentions kept momentum. The approach suited a private audience: direct, timely prompts that convert without complicated funnels.<\/p>\n

Managing check-ins<\/b><\/h2>\n

On the night, doors opened at 5:00 pm<\/b> with the first fight at 6:00 pm<\/b>. Most scans happened in a concentrated 20-minute<\/b> window using the \u0395\u03c6\u03b1\u03c1\u03bc\u03bf\u03b3\u03ae FooEvents Check-ins<\/a>, and the line moved quickly. The team began with two people handling check-ins at the entrance, but the queue moved so fast that it was soon reduced to only one person\u2014famously 13 years old<\/strong>.<\/p>\n

\"FooEvents<\/p>\n

Two Check-ins settings really helped speed things up: \u201cCheck in all tickets in an order\u201d<\/b> (ideal for families and friend groups) and \u201cAuto check-ins,\u201d<\/b> which reduced the number of steps needed to check in tickets. A few guests brought printouts, but most presented tickets on their phones; for anyone who forgot or couldn\u2019t find a ticket, staff found them instantly by searching for the member\u2019s name. Around twenty<\/b> complimentary tickets were issued ahead of time using discount codes and manual ticket creation in the WordPress admin, and no refunds or transfers were required.<\/p>\n

In the lead-up, the team used FooEvents\u2019 built-in Stationery Builder<\/a> as a practical print shop. For a simple raffle, they generated 3\u00d720<\/b> labels per sheet (with cut lines), trimmed them, and drew a winner from a hat. Reserved ringside seats were marked by printing attendee names on A4 sheets and taping them to chairs.<\/p>\n

Results at a glance<\/b><\/h2>\n

\"Muay<\/p>\n

150 tickets<\/b> were sold, all without the usual back-and-forth and manual reconciliation that used to consume days. Compared with the old EFT\/DM\/spreadsheet workflow, this approach reduced error and the team estimates FooEvents saved at least 30 hours<\/b> of communication and admin while making the event feel controlled rather than chaotic.<\/p>\n

\n

\u201cOnce it was set up, it basically took care of itself. All we had to do was monitor sales, which was a huge shift from how we previously handled ticket sales. It used to be a massive, time-consuming job that made the event feel far more stressful than it needed to be. We\u2019d always avoided ticketing solutions because these weren\u2019t public events, but this was a perfect fit: private ticket sales on our own platform. Perfect for us.\u201d <\/em>– Camp Fight<\/h4>\n<\/blockquote>\n

<\/h4>\n

Tips and tricks for running a small members-only event<\/strong> with knockout power<\/b><\/h2>\n

\"members-only<\/p>\n