Tickets, Sales & Attendance

Include Sales in Your Event Submission

If your club plans to sell tickets, merchandise, food, or other items connected to an event, include the complete sales plan when creating the event in Clubs Den.

Do not begin selling or collecting money until the event and payment process have been approved.

Information to Provide

Include:

  • What will be sold.
  • Price per ticket or item.
  • Number available.
  • Who may purchase.
  • When sales will begin and end.
  • Whether sales will be online, in person, or both.
  • Whether sales will be available at the door.
  • How refunds or cancellations may be handled.
  • Who will manage sales and check-in.
  • Expected income and related expenses.

LUSU will confirm the appropriate ticketing, payment, and deposit process.

Event Tickets

LUSU may be able to provide ticketing support for approved club events.

Before tickets go on sale, confirm:

  • Event approval.
  • Confirmed date and location.
  • Ticket price.
  • Number of tickets available.
  • Venue capacity.
  • Sales opening and closing dates.
  • Door-sales arrangements.
  • Refund and cancellation terms.
  • Check-in process.

Do not create a separate ticketing account or publish a ticket link before the sales process has been approved.

Square Payments

LUSU may provide Square payment training for approved club events and sales.

Only trained and authorized individuals should operate LUSU payment equipment. Follow the instructions provided for:

  • Device pickup and return.
  • Processing payments.
  • Recording sales.
  • Issuing approved refunds.
  • Handling receipts.
  • Reconciling the final sales total.

Do not connect LUSU sales equipment to a personal or outside payment account.

Merchandise and Other Sales

Merchandise sales, fundraisers, and other event-related sales must follow the approved event and club-finance processes.

Before ordering or selling merchandise:

  • Include the plan in the event submission.
  • Confirm that the club has enough money for the purchase.
  • Submit quotes, invoices, or agreements for approval.
  • Confirm how sales revenue will be collected and deposited.
  • Do not personally retain club income.

See Club Finances for purchasing, reimbursement, and deposit procedures.

RSVPs

Use Clubs Den’s RSVP tools when registration is appropriate.

An RSVP can help your club:

  • Estimate attendance.
  • Communicate changes to participants.
  • Prepare enough space, food, or materials.
  • Manage limited-capacity activities.
  • Identify accessibility or participant needs.
  • Prepare check-in before the event.

Clearly state whether an RSVP guarantees admission or only indicates interest.

Attendance and Check-In

Use Clubs Den’s attendance and mobile event-pass tools when appropriate.

Before the event:

  • Confirm who will manage check-in.
  • Test the check-in process.
  • Prepare for attendees without immediate access to their event pass.
  • Confirm how guests or members of the public will be recorded.
  • Verify required waivers or participant forms.
  • Keep personal information secure.

Accurate attendance records help demonstrate that your club is active, improve future event planning, and provide LUSU with a record of participation.

After the Event

After a ticketed or sales-based event:

  • Confirm the final attendance.
  • Reconcile ticket and merchandise sales.
  • Return LUSU payment equipment.
  • Submit or deposit funds through the approved process.
  • Provide any required sales records, receipts, or reports.
  • Report payment or attendance problems to LUSU.

Questions about ticketing or payments: