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Guests & Crew

Guests are people attending an event alongside a registered attendee, such as crew members, family, or spectators. Collecting their details helps you identify guests, review waiver and membership information, and check them in.

Depending on the event, guests may attend for free or have a charge included in the registered attendee’s registration.

Guest packages

Guest information is collected as a Package Extension. This enables you to use inventory controls & pricing to offer a mix of free and paid guest options. For example, if you provide a set number of crew passes per entry, you can nest a package titled "Crew" with a $0 price under the Entry for the number of free crew passes. If you charge for extra crew passes, you would then create another package for Over-Crew with a price. 

To create a Guest package:

  1. Navigate to the Form Builder > Parts Bin
  2. Add a new Package
  3. Set your Price, Inventory, and Settings
  4. Save the package
  5. Select Guests from the Package Extensions menu
  6. Select which Attendee Types to apply to all guests (this is particularly useful for segmenting different kinds of guests like Crew, VIP, Family, etc.)
  7. Select your Options if you want to collect a Mobile Phone number and/or send SpeedWaivers.
  8. Drag the package to your registration form

Registration form

When you add Guest packages to the registration form, your attendees will be able to provide the details of their guests when registering. The registration form will ask for a First Name, Last Name, and email address. 

If you choose to collect Mobile Phone Number and/or send SpeedWaiver on the package settings, the form will collect a mobile phone number.

When the attendee completes their registration, guests are added to the Attendees list with the Attendee Types you selected on the package.  

Guests receive an email letting them know that they were added as a Guest to a registration.

Post registration edits

If your event allows for post-registration editing by attendees, they can edit their registration to add/remove/update guest information. 

When an attendee removes or changes a Guest from their registration, the Guest shows up on the Attendees list as Cancelled.

View and check in guests

Guests appear on the Attendees screen and can be searched and checked-in just like registered attendees. 

You can use the Filters and Grouping options of the Attendee list to create separate check-in lists. The Participant Category column differentiates registered attendees from Guests. This column can have 3 values:

  • Attendee – this is a person who registered for your event through the registration form.
  • Guest of [name] – this is a person who was added as a Guest of an Attendee. The column value will display the name of the Attendee who added them to the event.
  • Guest – this is a person who signed a SpeedWaiver but was not listed on a registration.

Click on a Guests name to review their details along with waiver and membership information. The panel will show the Attendee who added them to the event.

Does adding a guest share their profile?

No. Listing someone as a guest does not give the attendee permission to access or manage their profile. Profile sharing is a separate process.

Do guests need to sign a waiver?

You can configure the Guest package option to send a waiver to the guest. If you require a waiver signature, check-in allows you to log the waiver page number.