Guest List Etiquette: How Many Spots and Who Gets Them

A guest list is the list of names the door staff let in free, as guests of the band or the promoter. Each band gets a set number of spots, and it is the band's job to send the names on time and share the spots fairly.

It sounds simple, and mostly it is. But a messy list can cause friction with the promoter, the door staff and even your own band. Here is how to get it right.

Guest list, door list and comps

These words get mixed up, so it helps to know what each one means.

• Guest list. Names of people who get in free. They give their name at the door, and the door staff tick it off.
• Door list. Often means the same as guest list. At some venues it is the printed list the door staff hold, which can include guests, crew and anyone else allowed in.
• Comps. Short for complimentary tickets. These are free tickets, sometimes printed or sent as e-tickets, rather than names on a list. Some promoters give comps instead of guest list spots.
• Access or crew list. Names of people working the show. They need to get in before doors, often through a side or stage door.

Different venues use these words in slightly different ways. If you are not sure what you are being offered, ask.

How many spots will you get

There is no fixed number. It depends on the venue's size, the deal, how well tickets are selling, and where you are on the bill. A headliner usually gets more spots than an opening act, but even that varies.

The simple rule: ask the promoter, and ask early. The best time is when you advance the show, along with load in times and set times. A line in your confirmation email is enough, for example: "How many guest list spots do we have, and when do you need names?" Our guide on how to email a promoter has a template with this question built in.

Get the answer in writing. If the number changes later, you will both know what was agreed.

Why spots are limited

Every free entry is a ticket the promoter didn't sell. On a small show, a handful of extra guests can be the difference between the night breaking even or not. Venues also have a maximum number of people allowed inside, and guests count towards it.

So don't take it personally if the number is smaller than you hoped. Say thanks, and use the spots well.

Send names by the deadline

The promoter will usually give you a time to send names by. It is often the day before or the afternoon of the show. Stick to it.

When you send the list:

• Use full names. First and last name, spelled right. "Jess" is not enough if there are three Jesses at the door.
• Mark plus-ones clearly. Write "Alex Chen +1" so it's obvious that name uses two spots.
• Put the band name at the top. Door staff may have lists from four bands on one clipboard.
• Send it once. One clean list is far easier than five messages with names added and removed.
• Keep a copy. Save it on your phone so you can check it at the door if something goes wrong.

Here is how The Night Shift might send theirs:

Adding the list to your day sheet means everyone in the band can see it on the day. The day sheet builder has a spot for guests, so the list lives with the rest of the show details. RoadCase can share that page with the whole band.

Plus-ones

A plus-one is an extra spot for someone who comes with the named guest. It is kind, but it uses up a whole spot. If you only have a few spots, plus-ones fill them fast.

A fair way to handle it inside the band is to agree on plus-ones before anyone promises them. It is awkward to tell a friend "sorry, you're not on the list after all" because someone else's plus-one took the spot.

Who should get spots

There is no single right answer, but most bands put people in this rough order:

1. Anyone working for the band who isn't on the crew list. A merch helper or a photographer you asked to come. Check with the promoter first whether they need a different list.
2. Partners and close family. The people who put up with your late nights and lend you their car.
3. Industry people you invited. An agent, a label contact, a journalist or another promoter. If you invited them to see you play, get them in.
4. Friends who help the band. The friend who lent you a van, or the one who designed your poster.

Friends who would have bought a ticket anyway can buy a ticket. That money helps the promoter, and a promoter who does well is more likely to book you again.

Being fair inside the band

Guest lists cause more arguments within bands than almost anything else on show day. A few simple rules help:

• Split spots evenly by default. If there are four players and eight spots, two each is a fair start.
• Keep a shared pool for the band. Industry guests and helpers come out of the band's share, not one person's.
• One person sends the list. Pick one band member or your tour manager to collect names and send them to the promoter.
• Set your own deadline. Collect names from the band a little before the promoter's deadline, so there is time to sort out clashes.

If one person always wants more spots, talk about it on a quiet day, not at the door.

What to do if a name is missing on the night

It happens. A name gets spelled wrong, a list gets lost, or the door staff have an old version. Stay calm.

1. Check your saved copy first. Make sure the name was actually sent.
2. Ask your guest to wait politely. Getting upset with door staff won't help. They are following the list they were given.
3. Contact the promoter or your venue contact. Show them the list you sent. Most of the time they can sort it out quickly.
4. Don't try to talk your way past the door. Let the promoter's person handle it.
5. Follow up after the show. If there was a real mix-up, a friendly note to the promoter helps it not happen again.

Door staff have a hard job, especially on a busy night. Being patient with them makes a better impression than any amount of arguing.

A quick guest list checklist

• Ask the promoter how many spots you have and when names are due.
• Agree inside the band who gets what, including plus-ones.
• Send one clean list, with full names and the band name at the top.
• Save a copy on your phone.
• Know who to call if a name is missing.

If you are playing your first support show, our support slot checklist covers the rest of the night. A little care with the list keeps the promoter happy, keeps your band calm, and gets the right people through the door. For food, drinks and green room requests, see the hospitality rider guide.