Ticketing software for fundraising dinners

ClearTix is built for the football club’s steak night, the youth movement’s spaghetti evening, the school’s mussel dinner and the parents’ association’s barbecue. A fundraising dinner is not classic ticketing: you sell sittings, menus and portions. So that is how you set it up in ClearTix. Each sitting (say 17:00 and 19:30) is a timeslot with its own capacity, and each dish is a ticket type with its own price and its own number of portions: 400 × steak, 150 × chicken, 80 × vegetarian. Adults and children each get their price, members or supporters a discounted rate behind an access code. When the chicken runs out it drops out of sale automatically, at the door too.

The kitchen doesn’t want names, it wants numbers. The Counts page shows per sitting how many portions of each dish have sold, tallies the dietary needs from the attendee form and the drink tokens sold, and prints on one sheet for the kitchen. So before the first guest walks in you know exactly what goes on the stove for each sitting, and you neither over- nor under-buy. Drink tokens, dessert or a bottle of wine are sold in advance as add-ons; the guest gets a single QR voucher that your volunteers tick off at the bar or dessert stand with the same scanner used at the door. Less cash on the night, shorter queues, fewer arguments.

For guests who didn’t register online, the point of sale takes over at the door: you pick the sitting and the menus, take cash or use your own card terminal, and the portions come off the same stock. Companies or sponsors who want to book a table book as a group with a proper invoice. Revenue lands directly in your association’s own Stripe or Mollie account via Bancontact, iDEAL or card, and ClearTix charges a flat fee per ticket instead of a percentage of your takings. For a 500-guest dinner that means €154 on the Studio plan (€29 + 500 × €0.25) or €195 on the free plan, not hundreds of euros in commission.

• ✓Sittings (17:00, 19:30…) as timeslots, each with its own number of seats
• ✓Every dish a ticket type with its own price and number of portions
• ✓Adult, child and member prices side by side, member price via access code
• ✓Counts per dish and per sitting, printable for the kitchen
• ✓Dietary needs and allergies collected through the attendee form
• ✓Drink tokens and dessert sold in advance as add-ons, ticked off with a QR voucher
• ✓Point of sale at the door for cash or your own card terminal
• ✓Flat fee per ticket, money paid straight into the association’s account

How does it work?

1. 01

   Create a free account on cleartix.io and connect your Mollie or Stripe account

2. 02

   Create the event and enable timeslot booking: one timeslot per sitting, with the hall’s capacity

3. 03

   Create a ticket type per dish and age group (Adult steak €25, Child chicken €15…) with the number of portions as capacity

4. 04

   Add an attendee form for dietary needs and set up drink tokens or dessert as add-ons

5. 05

   Share the link, follow portions per dish in the dashboard and keep selling at the door with the point of sale

Frequently asked questions

Can I offer several sittings on one evening?

Yes. Enable timeslot booking and create one timeslot per sitting, for example 17:00 and 19:30, each with its own number of seats (capacity counts per person). The guest picks the sitting first, then the menus. The sitting appears on the ticket, in the confirmation email and in the attendee list, and the scanner immediately sees whether someone is arriving for the right sitting.

How does the kitchen know how many portions of each dish to prepare?

Create a ticket type per dish with the number of available portions as its capacity; for one stock of steak shared by adults and children, share it through a capacity pool. The Counts page shows per sitting how many have sold per dish, plus dietary needs and extras, ready to print for the kitchen. A sold-out dish drops out of sale automatically.

Can I set different prices for adults, children and members?

Yes. Every combination gets its own ticket type with its own price, for example Adult steak €25 and Child chicken €15. Put a member price behind a hidden ticket type with an access code you only share with members. You can also work with a single ticket type and ask the menu choice as a form question with a surcharge or discount.

Can I sell drink tokens or dessert separately?

Yes. With add-ons you sell drink tokens, dessert or a bottle of wine in advance. The guest receives a single QR voucher for their extras, which your volunteers tick off at the bar with the scanner. You sell less at the counter and know in advance how much to buy.

What about guests who don’t register online?

With the point of sale you keep selling at the door: pick the sitting and the menus, take cash or use your own card terminal and mark the order as paid. Portions come off the same stock as online sales, so you never sell more than the kitchen can serve.

What does ClearTix cost for a 500-guest dinner?

On the free plan you pay €0.39 per paid ticket, so €195 for 500 guests, with no monthly fee. If you also want the point of sale and add-ons, take the Studio plan for the month of your dinner: €29 plus €0.25 per ticket, €154 in total. There is no percentage on your takings. Only Mollie’s or Stripe’s transaction fee comes on top, and you pay that directly to them.