How to Run an Event With Co-Hosts: Who Does What, and What Access to Give Them
Posted 7 hours ago
Posted 7 hours ago
You and a friend’s collective are throwing a party together. They have the sound system and a following, you have the room and the ticketing. Three weeks out, the group chat has 400 messages, two flyers and no clear answer to “who is on the door?”
Co-hosting works when every person knows their job and has the access that job needs. This guide covers how to split the work, what to agree on before tickets go live and which Beatmatch co-host role fits each person.
Write the basics in one message that everyone replies “yes” to:
On Beatmatch, paid tickets need a community, artist or venue profile as the host, with Stripe connected under that profile’s Settings > Finance. Ticket money goes to that account: weekly payouts, with an option for instant payout. Neither co-host role includes payouts or Finance settings, so how partners split the money is an agreement you make with each other. Put it in writing now. It is much easier to agree on in week one than to argue about at 2 a.m.
A hypothetical team for a 200-person party:
One name per job.
When you add a co-host, you can add a person’s profile or a community profile, such as a collective, and you pick a role for each one.
Collaborator fits partners helping run or promote the event. A Collaborator can:
A Collaborator cannot transfer event ownership, remove the primary host or delete the event.
Door Manager fits staff working the entrance. A Door Manager can view the attendee list, check in guests and scan tickets. A Door Manager cannot edit event details, change ticket pricing or send event-wide announcements.
Give each person the smallest role that covers their job. Your partner collective is likely a Collaborator. The friend scanning tickets is a Door Manager.
Some crews run every event from one shared account, with the password pinned in the group chat. Co-host roles fix that. Each person uses their own profile and login, activity is tied to the right person and the event stays owned by the right host.
It also makes the door simpler. Your Door Manager opens the event on the Beatmatch mobile app on their own phone, scans tickets and checks guests in, without being able to edit prices by accident. For the full door setup, see Run a Faster Door.
Collaborators can send updates to attendees. That is useful and also the fastest way to send guests two different door times. Agree on one rule: only the promo lead sends text blasts, and the main host reads them first.
Send fewer, clearer messages: one when the lineup is final, one the day of the event with the door time and entry details. Step-by-step: Send a Text Blast.
The morning after, the main host opens the Orders tab, checks the At a glance summary and exports the order list as a CSV to share with partners for the settle-up (Manage Your Orders).
Then clean up access. You can change a co-host’s role or remove them at any time, and changes take effect right away. A one-time door volunteer doesn’t need to stay on the event. A collective you plan to work with again can stay a Collaborator on the next one. For the rest of the week-of list, see The Week-Of Event Checklist.
Create your event on Beatmatch, then add each co-host with the role that matches their job before you announce. How-to: Add Co-Hosts to an Event.
