Event Ticket Printing Guide: What Information Should You Include?

A professional event ticket should help guests understand where to go, when to arrive, what their admission includes and how the organizer will confirm entry.

Event tickets do more than provide admission. They communicate important details before the event, help staff manage entry and give guests a physical reminder of what they purchased or received.

A well-designed ticket should make the essential information easy to locate without overwhelming the holder. The event name, date, time, location and admission type should be immediately clear, while supporting details such as ticket numbers, terms, sponsor logos and tear-off sections should remain organized around the main message.

Pryntco’s custom event ticket printing can support concerts, fundraisers, raffles, festivals, performances, conferences, community events and other admission-based activities. Planning the information carefully before preparing the artwork can prevent confusion at the entrance and reduce last-minute corrections.

Begin With the Purpose of the Ticket

Before choosing colours or images, determine exactly how the ticket will be used. Different events require different information and entry processes.

A ticket may be used for:

1. General admission
2. Reserved seating
3. VIP admission
4. A fundraiser or raffle
5. A multi-day festival
6. A theatre or music performance
7. A conference or business event
8. A meal, banquet or gala
9. A community or school event
10. A private invitation-only function

The purpose affects the wording, ticket size, numbering system and whether the design needs a tear-off stub, QR code, barcode or space for handwritten information.

Define How Guests Will Enter the Event

The entry process should be planned before the tickets are printed. The design needs to support the way staff will confirm admission.

Guests may enter by:

1. Presenting the complete printed ticket
2. Allowing staff to remove a perforated stub
3. Having a barcode or QR code scanned
4. Matching a sequential number to a sales record
5. Showing a ticket associated with a specific seat or table
6. Exchanging the ticket for a wristband or credential

A ticket that includes a scanning code is not helpful unless the event has a reliable system for reading and validating it. A tear-off stub is not useful unless staff know which portion to retain and how it will be organized after entry.

Choose the admission method first, then build the ticket around that process.

Include the Official Event Name

The event name should be one of the most visible elements on the ticket. Guests may purchase tickets weeks or months in advance, so the design should make the event easy to identify later.

Use the same official name across:

1. The printed ticket
2. The event website
3. Social media promotion
4. Posters and flyers
5. Confirmation emails
6. Entrance signage

A consistent name reduces confusion and helps guests recognize that each piece of communication belongs to the same event.

Avoid shortening or changing the event name on the ticket unless the abbreviated version is already widely recognized.

Make the Date Easy to Find

The date is one of the most important details and should not be hidden inside a paragraph or placed in extremely small text.

Write the date in a format that is easy to understand. For Canadian audiences, spelling out the month can prevent confusion between day-first and month-first number formats.

For example:

Saturday, September 19, 2026

This is normally clearer than:

09/19/26

When the event runs across several days, clearly state whether the ticket is valid for:

1. One specific date
2. The full event
3. A selected session
4. One entry on any event day

Show the Start Time and Entry Time Separately

The time printed on a ticket can refer to several different moments. Guests need to understand whether it means the doors open, registration begins or the main event starts.

Use clear labels such as:

1. Doors Open: 6:00 p.m.
2. Event Begins: 7:00 p.m.
3. Registration: 8:30 a.m.
4. Last Entry: 9:00 p.m.

If only one time is included, make sure it represents the most useful information for the guest.

For events with reserved seating, security checks, parking delays or required registration, an earlier arrival recommendation may also be helpful.

Include the Complete Venue Information

The ticket should identify where the event is taking place. Do not rely only on the venue name when guests may be unfamiliar with the location.

Include:

1. Venue name
2. Street address
3. City and province
4. Building, room or hall name when applicable
5. Entrance information when the venue has several access points

For a large complex, school, convention centre or community facility, the building name alone may not be enough. Guests may need a room number, gate, floor or specific entrance.

Confirm the venue details before printing. A location change after production can make the full ticket quantity inaccurate.

Identify the Admission Type

When the event offers more than one ticket category, each ticket should clearly show what type of admission it provides.

Admission types may include:

1. General Admission
2. VIP
3. Child
4. Adult
5. Senior
6. Student
7. Weekend Pass
8. Single-Day Admission
9. Early Entry
10. Complimentary Admission

The category should be large enough for both the guest and event staff to identify quickly.

Colour coding can help distinguish ticket types, but the category should also be written in text. Do not depend only on colour because lighting, printing variations and visual accessibility can affect how easily colours are recognized.

Show the Ticket Price When Appropriate

Some events print the admission price directly on the ticket, while others leave it off because pricing varies by sales channel, discount or ticket category.

Including the price can be useful when:

1. Tickets are sold in person
2. The ticket also functions as a receipt
3. The event uses one standard price
4. Staff need to distinguish between paid and complimentary admission

Leaving the price off may be more practical when:

1. Several discounts are available
2. Tickets are distributed by sponsors
3. The same design will be used for complimentary guests
4. Prices may change before the event

Decide this before production so the ticket does not require handwritten corrections.

Use Sequential Numbering When Tickets Need Tracking

Sequential numbering assigns a different number to each ticket. This can help organizers track quantities, ticket batches and admission records.

Numbering may be useful for:

1. Raffles
2. Fundraisers
3. Paid admission
4. Complimentary ticket distribution
5. Sales through several representatives
6. Events with limited capacity
7. Matching the main ticket to a tear-off stub

Before ordering, determine:

1. The starting number
2. The ending number
3. How many digits should appear
4. Where the number should be printed
5. Whether the same number must appear on the stub
6. How the numbers will be recorded or distributed

A numbered ticket only improves tracking when the organizer also has a process for recording who received or sold each group of numbers.

Choose a Logical Starting Number

Ticket numbering does not always need to begin with 0001. The starting number may depend on the organizer’s existing system, sales batches or ticket categories.

For example:

1. General admission may begin at 1001.
2. VIP admission may begin at 5001.
3. Complimentary tickets may use a separate series.
4. Different sales teams may receive different number ranges.

Using separate ranges can make distribution easier to review after the event.

Confirm the numbering instructions carefully before production. Renumbering completed tickets may not be practical.

Use a Perforated Tear-Off Stub When It Supports Entry

A perforated stub allows staff to remove one section of the ticket while the guest keeps the other portion.

The retained stub may be used to:

1. Confirm admission
2. Count attendance
3. Enter a prize draw
4. Track food or beverage redemption
5. Confirm seating or table assignments
6. Match the guest’s ticket number to the organizer’s records

The perforation should divide the ticket in a way that leaves both sections useful. The guest’s portion should still show the event name, date and other important details after the stub has been removed.

Decide What Goes on the Tear-Off Stub

The stub has limited space, so include only information required for the event process.

A tear-off section may contain:

1. Ticket number
2. Admission type
3. Seat or table number
4. Guest name
5. Short event name
6. Raffle information
7. Staff validation area

When the stub is used for a draw, consider whether space is needed for the guest’s name, email address or phone number.

Do not assume guests will bring a pen. Provide writing materials at the event when information must be completed before entry or participation.

Keep Matching Numbers on Both Sections

When the main ticket and stub need to be matched later, place the same sequential number on both sections.

This can help staff:

1. Confirm that the stub came from a valid ticket
2. Match a prize draw entry to the ticket holder
3. Review ticket records after the event
4. Track which admission categories were used

Confirm the number placement before approving the proof. It should remain readable without interfering with other information.

Should the Ticket Include a QR Code?

A QR code can connect the printed ticket to digital information or an entry system.

It may lead to:

1. Event details
2. A digital schedule
3. Venue directions
4. Guest registration
5. Parking information
6. An event application or website
7. A unique admission record

The code should have one clear purpose. Avoid adding several QR codes that send guests to unrelated pages.

Test the final destination before printing and confirm that it will remain active through the event date.

Do Not Use an Untested QR Code

A QR code may look correct while leading to an outdated, private or incorrect page.

Before approving the ticket:

1. Scan the code using several phones.
2. Confirm that it opens the correct destination.
3. Check that the page works on mobile devices.
4. Make sure registration or login requirements are clear.
5. Confirm that the destination will not expire before the event.

The code should also remain large enough to scan at the final printed size. Leave clear space around it and avoid placing it over photographs or textured backgrounds.

Should the Ticket Include a Barcode?

A barcode may be used when the event has equipment or software capable of reading the selected barcode format.

Do not add a decorative barcode simply because it makes the ticket look official. The code needs to contain information the organizer can actually validate.

Before using one, confirm:

1. Which barcode format is required
2. How each code will be generated
3. Whether every ticket needs a unique value
4. Which device or system will scan it
5. How duplicate or invalid entries will be handled

Test printed samples with the actual equipment before producing the complete quantity when scanning is essential to admission.

Keep Essential Information Readable Without Scanning

A QR code or barcode should support the ticket, not replace all visible information.

Guests and staff should still be able to read:

1. The event name
2. Date and time
3. Venue
4. Admission type
5. Ticket number when used

This provides a useful backup if a phone, internet connection or scanning device is unavailable.

Add Reserved Seating Information Clearly

For events with assigned seating, the ticket should make the guest’s location easy to identify.

Reserved seating details may include:

1. Section
2. Row
3. Seat
4. Table number
5. Room or hall
6. Entrance or gate

Use separate labels rather than presenting the information as one unexplained number.

For example:

Section B · Row 4 · Seat 18

This is easier to understand than:

B-4-18

Check every seating assignment against the venue layout before printing.

Use Colour Coding Carefully

Colour can help staff distinguish ticket categories from a distance.

Different colours may represent:

1. Admission levels
2. Event days
3. Age categories
4. Seating sections
5. Meal selections
6. Sales locations

Keep the colour system simple and provide staff with a clear reference before the event.

Always include written labels as well. Two colours may appear similar under low lighting, and some guests or staff may not distinguish the chosen colours easily.

Include Age Requirements When They Affect Entry

When an event has age restrictions, state them clearly on the ticket and related promotional materials.

Examples include:

1. All Ages
2. 19+ Event
3. Children Must Be Accompanied by an Adult
4. Valid Identification Required

Do not rely on staff to explain an important restriction only after guests arrive.

The wording should match the organizer’s actual admission policy and any venue requirements.

Add Important Entry Conditions

Tickets may need brief conditions that affect whether or how the guest can use them.

These may include:

1. One admission per ticket
2. No re-entry
3. Ticket must be presented at the entrance
4. Identification may be required
5. Ticket is valid only for the printed date
6. Doors close at a specific time
7. Outside food or beverages are not permitted

Keep the most important conditions visible and readable. A ticket is not an ideal place for a long policy document.

When detailed policies are required, direct guests to the event website while keeping the essential admission conditions on the ticket.

Include Refund or Transfer Information When Necessary

Guests may need to know whether tickets can be refunded, transferred or replaced.

Use short, accurate wording that matches the organizer’s actual policy.

Examples may include:

1. Final sale
2. Non-refundable
3. Transfer permitted with organizer approval
4. Lost tickets cannot be replaced
5. Valid for the named guest only

Do not add policy wording until the organizer has approved it. The ticket should not make promises that the event team is unable to honour.

Include Organizer Contact Information

Guests may need assistance before the event. Include a contact method that the organizer actively monitors.

This may be:

1. Event website
2. Email address
3. Phone number
4. Social media handle

Use the contact method most relevant to guest questions. Avoid adding several small contact details simply to fill space.

When the event has a dedicated information page, a short web address may be more useful than a general company homepage.

Add Sponsor Logos Without Overcrowding the Ticket

Sponsor recognition may be required, but the logos should not make the ticket difficult to read.

Before designing, confirm:

1. Which sponsors must appear
2. The approved order or level of prominence
3. Whether colour or monochrome logos are required
4. Whether minimum sizes or clear-space rules apply
5. Whether the logos need approval before printing

When several sponsors are included, place them in a dedicated section rather than spreading them around the main event information.

Use original logo files supplied by the organizations. Logos copied from websites or screenshots may appear blurry when printed.

Keep the Event Brand Consistent

The ticket should look connected to the posters, digital advertisements, signs and event materials guests have already seen.

Use consistent:

1. Colours
2. Typography
3. Logo placement
4. Photography
5. Event name
6. Sponsor presentation
7. Tone of voice

Consistency helps guests recognize the event and can make the full experience feel more organized.

Use a Clear Information Hierarchy

Information hierarchy determines which details the guest notices first.

A practical event-ticket hierarchy may be:

1. Event name
2. Date and time
3. Venue
4. Admission type or seating details
5. Ticket number or entry code
6. Supporting conditions and contact information

The logo should support the event name rather than replacing it when the logo does not clearly explain the event.

Do not make every line the same size and weight. Important details should be easy to find without reading the entire ticket from beginning to end.

Design the Ticket for Its Final Size

A ticket has limited space. Artwork designed at a much larger format and reduced later may contain text that becomes too small.

Build the document at the exact dimensions being ordered and review it at actual size.

Consider:

1. Landscape or portrait orientation
2. Length of the event name
3. Amount of venue information
4. Need for a tear-off stub
5. Numbering placement
6. Barcode or QR-code size
7. Sponsor-logo requirements

The format should support the information rather than forcing everything into an overly crowded layout.

Choose the Orientation Carefully

Landscape tickets often provide natural space for a tear-off stub, entry code and horizontal information layout.

Portrait tickets may work for designs that emphasize a strong image, vertical event branding or shorter admission information.

Consider how tickets will be:

1. Distributed
2. Stored
3. Handled at the entrance
4. Placed inside envelopes or packages
5. Displayed by guests

The orientation should make the admission process practical as well as visually appealing.

Use Readable Typography

Decorative fonts may support an event theme, but essential details should remain easy to recognize.

Use simple, readable type for:

1. Date
2. Time
3. Venue address
4. Seat information
5. Ticket number
6. Conditions
7. Contact information

A script or display font may work for the event name when the lettering remains clear. Do not use several decorative fonts on the same small ticket.

Create Strong Colour Contrast

Important information should remain readable against the background image or colour.

Use:

1. Dark text on a light background
2. Light text on a dark background
3. Solid blocks behind essential wording
4. Clear separation around QR codes and barcodes

Avoid placing small text over detailed photography. The wording may look visible while enlarged on screen but become difficult to read after printing.

Use Images That Support the Event

A strong photograph or illustration can create excitement and help communicate the event type.

Possible images include:

1. A performer or speaker
2. The venue
3. A previous event photograph
4. A product or featured attraction
5. An event-themed illustration

Use one clear visual direction. Several unrelated images can make a small ticket feel crowded.

Confirm that the organizer has permission to use the chosen photographs, logos and artwork.

Leave Enough Open Space

Open space helps separate the event details, admission information and entry features.

Do not fill every area with:

1. Sponsor logos
2. Social media icons
3. Decorative borders
4. Several photographs
5. Long policy wording

A clean layout can make the ticket feel more professional while improving readability for guests and staff.

Prepare the Artwork Correctly

Before submitting the ticket for production, confirm that the artwork matches the selected size and options.

Check:

1. Final document dimensions
2. Required bleed
3. Safe area
4. Perforation position
5. Sequential-number placement
6. Front and back orientation
7. QR-code or barcode quality
8. Image resolution
9. Font appearance

Pryntco’s guide to preparing artwork for professional printing explains size, bleed, colour, resolution, fonts and print-ready file preparation in more detail.

Keep Important Content Away From the Trim and Perforation

Text, numbers and codes should remain safely inside the finished ticket area.

Keep essential elements away from:

1. The outer trim edge
2. The perforation line
3. Rounded corners when selected
4. Areas that may be covered by ticket holders or clips

The perforation should not pass through a barcode, QR code, phone number or important event detail.

Background colours and images should extend into the required bleed area while essential information remains inside the safe area.

Use High-Resolution Logos and Images

Small ticket dimensions do not make low-quality artwork acceptable. Blurred logos and compressed photographs can still make the finished piece look unprofessional.

Avoid using:

1. Website screenshots
2. Images saved from social media
3. Small logos enlarged significantly
4. Photographs with visible watermarks
5. Heavily compressed files

Use original photographs and vector logo files whenever possible.

Proofread Every Event Detail

An error repeated across hundreds or thousands of tickets can create serious confusion at the event.

Confirm:

1. Official event name
2. Date and day of the week
3. Doors-open time
4. Event start time
5. Venue name
6. Complete address
7. Admission type
8. Ticket price when included
9. Seat or table information
10. Age restrictions
11. Entry conditions
12. Contact information
13. Sponsor names and logos
14. QR-code destination
15. Barcode or numbering instructions

Ask someone who was not involved in creating the artwork to review the final proof. A new reader may notice errors that the organizer and designer have read past several times.

Confirm the Day and Date Match

A common event-ticket error is printing the correct date with the wrong day of the week.

Verify the full combination using a calendar. Do not assume that an older event file still contains the correct year or weekday.

For example, check that:

Saturday, September 19, 2026

actually falls on the intended day.

Also check for year changes when reusing artwork from an annual event.

Test All Codes Before Approving the Proof

QR codes and barcodes should be tested from the final proof at approximately the intended printed size.

Confirm that:

1. The code scans reliably.
2. The correct information is returned.
3. The destination is active.
4. The code is not distorted.
5. Enough clear space surrounds it.
6. The selected finish does not interfere with practical scanning tests.

When the ticket is central to an electronic entry system, produce and test a physical sample before relying on the full quantity.

Plan the Quantity Carefully

The number of tickets should reflect event capacity, complimentary admissions, sponsor allocations and replacement needs.

Consider:

1. Maximum venue capacity
2. Number of paid tickets available
3. Complimentary guest tickets
4. Sponsor and partner allocations
5. Staff or performer passes
6. Tickets reserved for door sales
7. Backup copies

Do not print more admission tickets than the venue or event plan can safely support.

When using sequential numbering, make sure the number range matches the quantity and allocation plan.

Separate Ticket Categories Before Printing

When the event has several admission categories, calculate each quantity separately.

For example:

1. 500 general-admission tickets
2. 100 VIP tickets
3. 50 sponsor tickets
4. 50 complimentary tickets

Each category may require a different colour, number range, label or design.

Confirm the breakdown before production rather than trying to divide one general ticket quantity by hand later.

Create a Ticket Distribution Record

Numbered tickets are easier to manage when the organizer records which numbers were given to each seller, sponsor, employee or location.

The record may include:

1. Ticket-number range
2. Admission category
3. Name of the person receiving the tickets
4. Date distributed
5. Quantity sold or returned
6. Payment collected

This can be especially useful for fundraisers, raffles and events where several people are responsible for sales.

Prepare the Entrance Team

The ticket design and entry plan should be explained to the event staff before guests arrive.

Staff should understand:

1. Which ticket categories are valid
2. Which section to tear off
3. How to scan or validate codes
4. How to identify complimentary tickets
5. How to handle damaged tickets
6. How to respond to duplicate numbers
7. Where guests with questions should go

Provide sample tickets or a visual reference so staff can recognize each category quickly.

Store Tickets Securely Before the Event

Printed tickets should be organized and protected before distribution.

Store them:

1. In number order when sequential numbering is used
2. In a clean, dry location
3. Away from unauthorized access
4. Separated by category or sales batch
5. Flat to prevent bending or damage

Record how many tickets are removed from storage and who receives them.

Event Tickets for Concerts and Performances

Concert and performance tickets may require:

1. Artist or production name
2. Venue and entrance
3. Doors-open and show times
4. Seat, row or section
5. Age restrictions
6. Admission level
7. Entry code or ticket number

The design can reflect the style of the performance while keeping venue and admission information easy to locate.

Event Tickets for Fundraisers and Raffles

Fundraiser and raffle tickets often rely heavily on sequential numbering and tear-off stubs.

The ticket may need:

1. Organization name
2. Cause or fundraising purpose
3. Draw or event date
4. Prize information
5. Ticket number on both sections
6. Space for participant contact details
7. Organizer contact information

Confirm the required wording and event rules before production. Keep prize and draw details accurate and easy to read.

Event Tickets for Conferences

Conference tickets may function as admission passes, registration confirmations or session credentials.

They may include:

1. Conference name
2. Attendee name
3. Registration category
4. Event dates
5. Venue
6. Entry code
7. Session or meal information

When the ticket will be exchanged for a name badge or event package, make that process clear to the attendee.

Event Tickets for Galas and Banquets

Formal events may need tickets that coordinate with invitations, menus, place cards and event signage.

A gala or banquet ticket may include:

1. Event name
2. Date and reception time
3. Dinner or program time
4. Venue and ballroom
5. Table or seat number
6. Meal selection when applicable
7. Dress information

The design can feel refined while still keeping the practical details readable.

Event Tickets for Community and School Events

Community events may need a straightforward ticket that volunteers can distribute and validate easily.

Include:

1. Organization or school name
2. Event name
3. Date and time
4. Location
5. Adult, student or child category
6. Ticket number
7. Contact information

A simple design can be easier for volunteers and guests to use than a complicated ticket with several unnecessary features.

Plan the Production Timeline

Event tickets should be ready early enough for distribution, online sales, sponsor allocation and staff preparation.

Work backwards from the date when ticket sales need to begin.

Allow time for:

1. Confirming event details
2. Approving sponsor logos
3. Preparing the artwork
4. Testing codes
5. Reviewing the proof
6. Printing and finishing
7. Pickup or delivery
8. Distribution to sellers and partners

When the schedule is tight, review Pryntco’s guide on preparing a next business day print order and confirm product availability before relying on an accelerated turnaround.

Avoid Last-Minute Event Changes

Do not approve the ticket while the date, venue, prices, sponsors or admission categories are still being discussed.

Changes after approval may affect:

1. Production time
2. Numbering sequences
3. Ticket quantities
4. Code generation
5. Sponsor approvals
6. Distribution schedules

Gather final confirmation from the event organizer and key decision-makers before production begins.

Common Event Ticket Design Mistakes

One common mistake is prioritizing the decorative design while making the date, location or admission type difficult to find.

Other mistakes include:

1. Printing the wrong day of the week
2. Leaving out the venue address
3. Failing to distinguish ticket categories
4. Using small or decorative text for important details
5. Placing the ticket number too close to the trim edge
6. Running the perforation through important content
7. Using unmatched numbers on the ticket and stub
8. Including an untested QR code
9. Using a barcode without a working scanning system
10. Adding too many sponsor logos
11. Using low-resolution artwork
12. Ordering before the quantity breakdown is finalized
13. Approving the proof before confirming the venue
14. Failing to prepare staff for the entry process

Event Ticket Information Checklist

1. Official event name
2. Event date and correct day of the week
3. Doors-open, registration or start time
4. Venue name and complete address
5. Admission category
6. Ticket price when appropriate
7. Seat, row, table or section details
8. Sequential ticket number when needed
9. Matching number on the tear-off stub
10. QR code or barcode when supported by the entry system
11. Age or identification requirements
12. Essential entry conditions
13. Refund or transfer information when needed
14. Organizer contact information
15. Approved sponsor logos

Event Ticket Artwork Checklist

1. Confirm the final ticket dimensions.
2. Choose the correct orientation.
3. Reserve enough space for the tear-off stub.
4. Confirm the perforation position.
5. Keep important content inside the safe area.
6. Extend background colours and images into the bleed.
7. Use high-resolution photographs and logos.
8. Use readable typography and strong contrast.
9. Test all QR codes and barcodes.
10. Confirm the sequential-number range.
11. Review the front and back orientation.
12. Proofread every date, time, address and condition.
13. Export a print-ready file.

Make Admission Clear Before Guests Arrive

A professional event ticket should give guests confidence that they know where to go, when to arrive and what their admission includes. It should also support the organizer’s entry, tracking and attendance process.

Begin with the official event details, then add only the numbering, perforation, codes and conditions that the event will actually use. Keep the hierarchy clear, test every digital element and confirm all information before approving production.

Explore Pryntco’s custom marketing materials, or request a printing quote for event tickets, promotional materials and other business printing.