Gala Ticket Platform - User Documentation

| If you are... | Start here | | :--- | :--- | | Purchasing a full table and managing guests | Host Guide | | Creating a table where guests pay individually | Captain Guide | | Attending an event as an invited guest | Guest Guide | | Managing events, tables, and guests for an organization | Admin Guide | | New to the platform and need terminology help | Glossary | | Looking for answers to common questions | FAQ |

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Glossary of Terms

Comprehensive definitions of all platform terminology including table types, roles, actions, and more. Start here if you're new to the platform.

Host Guide

For Table Hosts who purchase Prepaid Tables. Learn how to:

• Complete your table purchase
• Access your Table Dashboard
• Claim your own seat
• Assign guests to your table
• Manage and update guest information

Captain Guide

For Table Captains who organize Captain's Tables. Learn how to:

• Set up your table
• Share your table invitation link
• Track guest sign-ups
• Manage your guest list
• Understand the Pay-As-You-Go model

Guest Guide

For guests attending events. Learn how to:

• Purchase individual tickets
• Claim your seat at a Prepaid Table
• Join a Captain's Table
• Update your profile and dietary preferences
• Access your tickets dashboard
• Give your seat to someone else

Admin Guide

For Organization Administrators. Learn how to:

• Navigate the Admin Dashboard
• Manage events and settings
• View and manage all tables
• Handle guest assignments
• Process orders and view reports
• Manage organization settings

FAQ

Frequently asked questions covering common issues and how-tos for all user types.

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The Gala Ticket Platform is an event management system designed for gala events, charity fundraisers, and formal occasions. Key features include:

Table-Based Seating

Events are organized around tables, each with a fixed capacity. This reflects traditional gala seating where guests sit together at assigned tables.

Two Table Types

1. Prepaid Tables: Perfect for corporate sponsors or generous hosts who want to cover the cost for their entire group.
2. Captain's Tables: Ideal for friend groups or colleagues who want to sit together but prefer to pay individually.

Passwordless Access

No passwords to remember! Access your dashboards through secure links sent to your email. Bookmark your dashboard link for easy return access.

How to Access Your Tickets

To access your tickets, table dashboard, or manage your information:

1. Go to the main event page.
2. Click "Manage Tickets" in the header.
3. Enter your email address and click "Send me a login link".
4. Check your inbox for your secure access link.

No password is required! Once you click the link in your email, you will be automatically logged in to your personalized dashboard.

Flexible Guest Management

Hosts and Captains can easily manage their guest lists:

• Assign guests before the event
• Update dietary restrictions
• Reassign seats as needed
• Track who has claimed their seats

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In-Platform Support

Each event has a designated support email visible in the footer of all dashboards. Use this for event-specific questions.

Common Issues

See our FAQ for solutions to frequent problems:

• "I can't find my dashboard link"
• "My guest hasn't received their invitation"
• "How do I change someone's seat"
• And more...

Feedback

We're always improving the platform. For feature requests or bug reports, please contact your event organizer or administrator.

You can also reach out to our team directly at hello@avenirthinking.com with any questions or support needs.

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Ownership vs Assignment

The platform distinguishes between:

• Who paid for the ticket (the purchaser/owner)
• Who will attend (the assignee/guest)
• Where they'll sit (the table assignment)

A person can purchase multiple tickets and assign them to different guests. The purchaser maintains control over unassigned tickets.

Seat Actions

The button you see on a seat depends on the table type and your relationship to it:

• Claim Seat: Picking a paid seat for yourself (Prepaid Tables).
• Purchase Seat: Buying a seat to join a table (Captain's Tables).
• Assign Guest: Adding someone else to a seat you own.
• Reassign: Changing who is in a seat (done by the owner or current occupant).

Seat Protection for Self-Pay Guests

When a guest pays for their own ticket (on Captain's Tables), they have special protections. Table Captains cannot remove or reassign self-paying guests—only the guests themselves can make changes by Reassigning their seat to someone else. Note that self-paying guests cannot simply "remove" themselves (leaving the seat empty) because they are the legal owners of the ticket; they must transfer it to another person if they cannot attend. Guests who were invited (and did not pay) can use the "Remove Myself" option to leave their seat.

Reference Codes

Every table and guest receives a unique reference code (like 25-T001 or G0042). These codes are used for:

• Event check-in
• Support inquiries
• Spreadsheet synchronization

Keep your reference codes handy for event check-in!

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Last updated: January 2026