Nightclub Guest List Template — Free CSV Download
A ready-to-use guest list spreadsheet template for nightclubs, event venues, and promoters. Download it, open it in Google Sheets or Excel, and you're set — columns for party size, promoter, VIP flag, section, notes, and check-in status included.
What's in the template
Six columns designed for the realities of a club night: structured enough to sort and filter, simple enough that any promoter can fill it in without instructions.
| Guest Name | Party Size | Promoter / Rep | Section | VIP? | Notes |
|---|---|---|---|---|---|
| Alex Johnson | 2 | Marcus | Main Floor | — | — |
| Sarah Williams | 4 | Tiffany | VIP Section | VIP | Birthday group |
| DJ Karlos | 1 | Venue | Backstage | VIP | Comp |
| Emma Davis | 3 | Marcus | Main Floor | — | — |
| Jordan Lee | 2 | Tiffany | Bar Area | — | Press |
| Natasha Reeves | 5 | Promoter B | VIP Section | VIP | Corporate |
Full template also includes Check-In Status and Check-In Time columns — 15 sample rows total.
How to use this template
- 01
Download the CSV and open it in Google Sheets (File → Import) or Excel.
- 02
Rename the "Check-In Status" column cells from "Not Arrived" to "Arrived" as guests check in.
- 03
Share the sheet with door staff by granting View or Edit access in Google Sheets.
- 04
Use the "Promoter / Rep" column to filter by promoter and see each person's headcount.
- 05
At end of night, sort by Check-In Status to get the final admit count per promoter.
Where spreadsheets break down at the door
The template above will get you through one small night. Here's what happens when the list gets longer or the promoters multiply.
No live sync between promoters
Three promoters, three simultaneous edits — duplicate names, overwritten rows, and a merged mess 30 minutes before doors open.
No check-in state
The sheet doesn't know who's already inside. Your door host has to mark names in a highlighter and hope the next staff shift reads it right.
No live door count
Management can't see how the night is filling up until the end — when the damage is already done or the venue is technically over capacity.
Last-minute adds get lost
"Can you add my plus-two?" That WhatsApp message arrives at 11 PM, gets missed, and the guest gets turned away at the door.
How Velvet replaces the spreadsheet
Velvet is a shared digital guest list built for the pace of a nightclub. Instead of a spreadsheet that one person manages and everyone else reads over their shoulder, Velvet gives every promoter their own RSVP link. Guests add themselves. The list is live. Door staff check guests in with one tap from any phone — no app install, no special hardware.
- One shared live list: All promoters add to the same source of truth. No merging at 10 PM.
- One-tap check-in: Search a name, tap to check in. List updates instantly for everyone.
- Live door count: See how many guests have arrived right now — not at the end of the night.
- Per-promoter RSVPs: Each promoter sees their own headcount. You see the whole picture.
- Works on any phone: Browser-based. No app install. Works on the phone your door host already has.
Free plan covers your first event — no credit card needed. See all plans →
Done with spreadsheets?
Skip the spreadsheet — start free
Set up your first event in under 5 minutes. Share a promoter link. Check guests in with one tap. No credit card, no install.
Skip the spreadsheet — start freeOr download the template first — free, no email required.