Making ticketing and registration better with our new features

In 2019 we’ve worked hard to bring you the best of what we think event management can be. It’s more than ticketing and registration – we thought of new concepts to make your event and venue really stand out.

We focused on three specific areas:

  1. cashless payments for events and venues
  2. prepacked perks and benefits
  3. making ticketing, registration and access control more accessible

I’ll start with number three and in the following days continue with prepacked perks and benefits and ending with cashless payments for events and venues.

Making ticketing and registration accessible to anyone

We noticed that a lot of what we offer is great for mid-sized to large events but to smaller ones it might be a bit too expensive, especially if they’re designing boutique, designer events. In these cases our current business model, where we charge a certain percentage of ticket sales is not really working, as that percentage, however small, might be to much.

At Oveit, we’re working towards a more open model where anyone can set up their own event economy. To make this possible we need to get you started, even when you can’t pay our ticketing software fees. So we made it free for small(er) events.

Small is beautiful: the free software plan for small events

After careful consideration we decided that we could offer our basic plan (ticketing and registration) for events under 300 visitors, for free. Yes, you can now get free event software for all your events under 300 attendees. This includes both paid and free events. This is our way of supporting you and our passionate community of event planners for their startup events. Just like you, we’re builders and entrepreneurs and we’re here to help you.

So what do you get with the free plan for event management?

Let’s have a look at the main features you’re getting with the free plan:

  • ticketing and registration: create multiple types of tickets, set different pricing points and start selling them instantly;
  • direct payments in your account: connect your PayPal or Stripe account and get payments directly into your account, no waiting time required;
  • registration forms: create registration forms for your attendees and buyers, extending the data you collect from your visitors;
  • seated / non-seated: easily create seating maps or just allow for general access for your events
  • customize follow up messages: add a personal touch to the follow up emails, after your visitors buy the tickets;
  • discount vouchers: an easy way to create special promotions for your visitors;
  • embed registration on your website: we think your registration, for your event, should be happening on your website, without competing events distracting your customers. It’s really easy to set up too: just copy and paste a short embed code;
  • get your team on board: easily create sub-accounts for your colleagues, whether they are checkin staff, event marketers or any other type of staff;
  • scanning apps for Android and iOS: the tickets are sent to your visitors by email and they can bring them with them either in printed form or digitally. Use our free apps to scan your visitors in fast and securely.

If this sounds interesting to you – check out an extended list of features for the free event app and signup now. If you registered sometimes in the past and your plan is not yet free – login to your account and go to the Pricing plan section. There you can choose the Starter account, free for up to 300 visitors.

Now I have to be open: there’s some great features that are not included in the free plan, like cashless payments or prepacked perks. Larger events (those with more than 300 visitors) also start paying after they’ve crossed the threshold. But we think this is a great start in helping you get your event off the ground.

Invite only tickets

We noticed there is a need for invite-only tickets, for all sorts of events, ranging from corporate, to conferences, to festivals.

The invitation only ticket can be easily set up in the ticket categories section by choosing “Private invitation” and entering an invite code:

Choose private invitation, enter the invite code and publish.

When your visitors will see the embedded registration widget, they can enter the invitation code in the checkout process, as seen below:

Invite only tickets claiming

Timezone settings

As Oveit has grown to be a tool used by event planners all over the world we felt the need to make it a bit more local.

At first we’ve integrated several languages (we started with English and added German, French, Spanish, Nederlands ).

But that didn’t seem to be enough. One thing that was really necessary was a time zone setting. By default, when you register now your timezone is set automatically, together with date/time display settings. You can change them in your account settings later on.

However, we know you might organize events all over the world and now there is a setting for each event to have its own date-time option, according to where it’s happening.

One more thing – what happens when you need to register visitors at the entrance?

Box office ticket sales and registration

We have been receiving requests from our users about how they could reliably register visitors at the entrance. For a long time this feature posed challenges on how can it be used reliably.

Good news – we think we cracked it. You can now use Oveit for registrations at the entrance or issuing tickets on the fly in in the box office.

We are still testing it with some of our most loyal customers so if you don’t have it – shoot us a message or contact us via live chat and we’ll make sure you can use it too.

So here’s how you start selling tickets at the entrance:

  • Press the + button right next to the ticket counter
  • Choose the type of ticket you want to generate
  • [ Optional ] enter the visitor details
  • [ Optional ] enter registration form details, if any
  • Generate & print ticket

That’s pretty much it in terms of ticketing and registration. We hope it makes your life easier and your events better. We’ll soon show you more details on the features we’ve been working on, especially in the prepacked perks and benefits area, as well as cashless payments.

Event Technology Awards 2017. London is the perfect host

Last week brought us to London, where Troxy hosted the fifth edition of Event Technology Awards. Shortlisted for two categories (Best New Technology Start-Up and Best use of Wireless Technology) we had the pleasure of meeting #eventprofs from all over the world. The impressive Art Deco venue, that first opened its doors before the second world war, welcomed hundreds of professionals eager to see which were the winners of the 29 categories. We live in a world where technology is omnipresent and the event industry couldn’t be any different, so we are happy to see that more and more #eventprofs use cutting-edge tech to offer their attendees an unforgettable experience. From tickets to polls and cashless payments, every interaction benefits from the support of technology.

It was a joy meeting so many people driven by passion and to see that they like to party as hard as they love to work. It was a fun night and we’re looking forward to next year’s event where we hope to meet again with our new (and old) friends. And to take home at least one prize, of course. Meanwhile, if you are searching for a user-friendly event registration software, we got you covered!

People inside Troxy hall

Dear event planners, Volunteers are part of your team

If volunteering can change the world than I think it’s safe to say that volunteers can change your event. My colleagues and I saw many events were volunteers’ contribution was so important that I don’t really know if those events could have been possible without their help. And this is perfectly normal – large events (especially festivals, exhibitions, and conferences) mean large crowds so any extra help is greatly cherished. There are many reasons for which people volunteer at events and there are many reasons for event planners to reach out to volunteers. But for this to work you, the event planner, should:

picture of 4 volunteers holding fists together

Find out where you need help

Before you contact volunteers you must know what you actually need them for, meaning you will need to evaluate your needs for personnel. Find out which departments would need some extra help: marketing and communications, sales, technic department etc. so you know who to look for. People like volunteering but they also like to know what they are volunteering for and it wouldn’t do you any good to look for someone to help with registration when you actually lack a sound technician.


Ask early

My biggest problem when growing up was that I always waited until the last minute when I wanted/needed something. And, as life taught me (the hard way, how else?!), things tend to get rough when time isn’t on your side.

Spread the news that you are looking for volunteers early on otherwise you can you can find yourself in the unpleasant situation of not having enough personnel on site.


Define your expectations 

If you don’t know where you’re going how will you know when you get to the destination? Things aren’t very different if we speak of a new task or project: if you don’t know what you want to achieve how will you know if you did a good job? Things are even more unclear for volunteers, so you will need to explain to them what should be the end result of their work. It’s easier to evaluate your work when you have some clear goals.

P.s. this doesn’t mean that you must micromanage your volunteers, don’t get me wrong


Don’t “save” obnoxious tasks for volunteers 

You and your team should act like leaders and don’t use volunteers for the jobs that nobody wants, instead offer them the chance to do something meaningful. This way you can count on their help for your next events (and will be able to add some experienced people to your team).


Form groups and offer training 

After everybody has chosen a role it’s time for you to host a training for the whole team.

I saw that, generally, things work great when you create mixed workgroups (volunteers + team members) and offer the same “training” for all. Encourage socialization between your team and volunteers because, after all, you are all in the same boat, so you need to act like one big team.

Before your event starts “walk” everybody through the whole process at least once, so they all get the big picture. Seeing how a rather tiny role in the process actually helps things move forward will make everyone more enthusiastic about their role in the event.


Praise volunteers for their hard work

“How you feel is often more important than what you earn”. We tend to value words of appreciation more than we value financial rewards, studies reveal. But if you think that words of appreciation are so used so often that they start to lose their value…think again.Genuine words of appreciation are rare and hard to forget, so are able to make you really known and appreciated within the community of volunteers.


…and don’t forget that VOLUNTEERS ARE PART OF YOUR TEAM.

4 great reasons why people attend conferences

“That glorious vision of doing good is so often the sanguine mirage of so many good minds.” Charles Dickens, A Tale of Two Cities.

man on stage at a conference

What is the connection between attending conferences and one of the most appreciated novels ever written? Talking to a friend about Dickens’s novel I realized that I have my own personal story about two cities (better said about the people that live in those two cities). Two cities that, on the same day, will host two great events which Oveit proudly supports. On the 25th of October,  Gary Vaynerchuk and Steve Wozniak, 5500 miles apart, will help thousands of people find the courage to follow their dreams. And being involved in both events made me realize that, no matter the culture we belong to, when it comes to conferences we all have the same reasons for which attend them (and, more or less, the same expectations). In my personal experience, I noticed that people attend conferences for:

The chance of meeting their idols

As kids, most of us have athletes, movie stars or singers as idols. As we grow up and see the world from a different perspective we start to appreciate more the people who invested their time and energy to really make a difference. And some of the today’s leaders are entrepreneurs that influenced the world: Bill Gates, Gary Vaynerchuk, Steve Wozniak, Elon Musk, Jeff Bezos and many more. It’s reasonable to say that people will go the extra mile to meet their idols, so having a well-known leader on your speakers’ list will generate more interest for your event.

People attend conferences for networking

Conferences offer great networking opportunities, and many attend them just to find themselves surrounded by people with similar interests. A great way to encourage people to attend your conferences is to communicate the demographics of your past audiences (or if this is the first edition to make it clear to whom you address your conference). People hope to meet new customers, partners or even mentors at a conference, so let them know that this is possible.

Event badges will work as “icebreakers” within events, this is why we developed an app that allows #eventprofs print beautiful personalized badges – on the spot!

Hearing new ideas

If you think that the internet is full of new ideas…you’re right. But I can bet that every speaker has some great ideas that he keeps for special occasions, and speaking in front of hundreds (or even thousands) really sounds like special. Not to mention that the emotion of hearing it LIVE from your idol will make it very hard not to apply it; so conferences also work great in those moments when we lack not ideas but the motivation to apply them.

Investing in themselves

The only 100% secure investment is the one made in yourself. Today, more than ever, we live in a world where everything is possible and knowledge can break any barrier. Education offers us the chance of a better life (and the possibility to make the world a better place) and the Internet offers the opportunity of showing the world what we are capable of – with just a few clicks. People attend conferences because they see them as a great investment in themselves and self-investment is the key that will open any closed door. Create your event around powerful new information and your target audience will want to attend it.

These are some of the main reasons for which people attend conferences. But it’s important to remember that the overall experience will determine if people will come to your future events or not.

Apart from some cultural differences (that we all should accept and appreciate) we all want the same things when planning to attend a conference: to buy tickets with fewer clicks (remember that any extra step is a barrier that your possible attendee needs to overcome); to avoid queueing (cashless payments systems based on NFC really changed waiting times at big events; innovation (technology makes it easier for you to engage your attendees, making them feel important and appreciated – which they are); valuable information – the main reason for which people will attend your conference.

AI Events – stats and intelligence on Artificial Intelligence events

We love AI here at Oveit. We see great potential in using Artificial Intelligence to solve real-world problems. That’s why we have set up a special program for AI event organizers (basically free Oveit usage for AI events).

But we went a little further. We wanted to know what makes a great AI event great. So our data science team did a little data digging and here’s what we found:

AI is already a global phenomenon. AI events are popping all over the world

We used Facebook’s events API to search for the most popular AI events and the things we’ve found are astonishing. You would expect AI events to show up in hi-tech areas, and they do. But they also show up in parts of the world where you would really not expect.

For example, the data gathered between the 10th and 14th of September shows the most popular AI event was hosted in Lima, Peru, followed by an event in Vilnius, Lithuania. And this brings us to our …

Top 10 most popular AI events

We selected the most interesting AI events and decided to see which is more popular, in terms of people attending.

Here is our top 10:

10. Artificial Intelligence with McKinsey & Company is presented by McKinsey and NOVA Aarhaus University and features topics such as processing natural language, recognizing patterns, and decision-making.

9. Startup Weekend Artificial Intelligence Mexico City, organized by TechStars’ Startup Weekend community. You will notice that this is not the only Startup Weekend entry in this list which goes to show just how influential TechStars is in the growing AI startups community.

8. The Artificial Intelligence Conference SF, organized by O’Reilly Media. An awesome line up of AI scientists, startup owners, and VC’s. This conference is the perfect mashup of technology, science, and startups, in the best spot on the planet for innovation to develop: San Francisco.

7. Life 3.0: Being Human in the Age of Artificial Intelligence is an event organized by the Centre for the Study of Existential Risk at Cambridge. Yes, you’ve read that right: Study of Existential Risk. The topics are covered by Max Erik Tegmark, a professor at the Massachusetts Institute of Technology and co-founder of the Future of Life Institute.

Now, this is where things get really interesting. The Future of Life Institute was co-founded by prof. Max Erik Tegmark. However, the institute lists among its scientific advisory board some well-known people: Stephen Hawking, Elon Musk, Stuard Russell and yes… that is right: Morgan Freeman and Alan Alda. Definitely worth attending.

6. Bayesian Networks—Artificial Intelligence for Research was an event organized in San Francisco by the great people at BayesiaLab. The free seminar focused on using bayesian networks for aspects where data is scarce. Unlike Deep Learning and other machine learning techniques, bayesian networks can work great with “Small(er) Data”. It seems the event caught the attention of its intended audience: Bioinformaticians, biostatisticians, clinical scientists, computer scientists, data scientists, decision scientists, demographers, ecologists, econometricians, economists, epidemiologists, knowledge managers, management scientists, market researchers, marketing scientists, operations research analysts, policy analysts, predictive modelers, research investigators, risk managers, social scientists, statisticians, plus students and teachers of related fields.

5. Scientific Controversies No. 12: Artificial Intelligence was hosted by Pioneer Works, ‘a cultural center dedicated to experimentation, education, and production across disciplines’, in Brooklyn, US. The topics discussed were machine consciousness, willfulness and whether when such aspects arise would we be able to understand the newly silicon sentient beings. Pioneer Works Director of Sciences Janna Levin invited Yann LeCun, Director of AI research at Facebook and NYU professor, and Max Tegmark, Director of the Future of Life Institute and MIT professor to discuss these topics.

4. Startup Weekend Montreal – Artificial Intelligence – a Startup Weekend / Techstars event that gathers the AI focused community in Montreal. As stated by the event organizers: “Startup Weekend is a 54-hour competition designed to provide an amazing experiential learning opportunity for AI enthusiasts, developers, designers, and business-minded individuals to come together to create a business.”

3. LDN Talks The Future of Artificial Intelligence, hosted by Prof. Nick Jennings, Vice-Provost (Research) and Professor of Artificial Intelligence at Imperial College London. The event tackled the topic of computers and humans working together, especially now as computers are able to manage ever more complex tasks, due to new advancements in AI and hardware.

2. Artificial Intelligence Group Meetup happens in Vilnius, Lithuania and is powered by Rise Vilnius, a tech hub with offices all over the world, together with Baltijos pažangių technologijų institutas. The great guys at Rise Vilnius were kind enough to post a video on this first meetup, for those not able to make it to the meetup:

1: Startup Weekend Artificial Intelligence Lima – a startup event focused on AI, organized by StartupWeekend in Peru, which is itself powered by TechStars, a worldwide network of tech entrepreneurs. More info and registration options on the event can be found on the event’s website.

What are the hottest topics around AI events?

So you’ve seen the hottest events right now. But how about the topics discussed within these events? Well, we did a little more research and searched for the hot buzzwords and the most interesting topics discussed. Here’s what we’ve found:

The most important topics discussed within AI events:

0artificial intelligence60
1machine learning26
2startup weekend26
3knowledge discovery22
4big data13
5networks—artificial intelligence11
6knowledge acquisition11
7software platform11
8knowledge modeling11
9bayesian networks11
10network paradigm11
11expert knowledge modeling11
12digital marketing10
13complex software10
14star trek9
15bridge crew8
16computer science7
17science fiction7
18ibm watson7
19ibm ’7
20deep learning6

And if you want to see the distribution in a graphic format, have a look below:

AI events topics

As for the most popular words, here they are:


We really hope you’ve enjoyed this post and if you find it easier, add a comment below on another type of events you might want to get new insights on.