What are Cycle Meetings and How to set them up: A Short Playbook to Event Registration Success

First of all – what are cycle meetings? A cycle meeting is like a regular team meeting, happening in companies every few months or once a year. All or most departments in the company come together for a big meeting. The main goal? To talk about how things are going and plan for the future.

Imagine this as a high-level check-up. Each department presents their recent actions and achievements. The objective? Assess what’s working and identify areas that might need fine-tuning. It’s essentially a platform for refining strategies and making sure everyone is aligned with the company’s big goals.

Cycle meetings are not just about reports; they’re basically a team-building exercise. They help build a collective mindset and remind everyone how they can work together. It’s an opportunity for review and forward planning, helping the company grow and adapt.

You can picture this scenario not confined to a traditional boardroom but possibly outdoors or in a more relaxed atmosphere. Why? Because it’s easier to help build the team when everyone is relaxed but engaged.

Why cycle meetings are useful:

  • Strategic alignment: Cycle meetings serve as a compass to guide the whole organization through changes in the market;
  • Progress and challenges: These gatherings are a stage for presenting progress, dissecting key challenges, and understanding which are the next steps in how the company moves forward.
  • Team sync: By bringing all key stakeholders on board several times a year, cycle meetings ensure that everyone is in sync and can collaborate.

The key parts in making cycle meetings happen

  • Initiation and scheduling: Identify the need for a cycle meeting based on company needs and schedule regular gatherings based on the team’s availability.
  • Structure in the event setup: Conduct meetings with a well-defined agenda, encouraging open communication and collaboration among team members.
  • Improve continuously: Document decisions and action items, monitor progress, and use feedback to refine the efficiency of following meetings.

Event Registration: planning the event and making sure everything runs smoothly

  • Choose a tool to help you set up the meeting: Use a robust event registration platform like Oveit to create a centralized hub for all registration-related activities.
  • Integration with internal systems: Automate follow up, communications and others by integrating your event registration with internal planning tools, communication apps and other systems to ensure a smooth flow of information.
  • Analytics and personalization: Leverage event registration analytics for data-driven decisions, personalize VIP experiences, and targeted communication.

Your action plan for event registration Excellence

  1. Event registration: Choose a versatile event registration platform like Oveit for its features, user-friendliness, and adaptability.
  2. Integration: Link registration with CRM, email marketing, and planning software for a well-coordinated event.
  3. Pre-event communication: Communicate objectives, event details and get the team excited for the upcoming event with regular messaging.
  4. Follow-up: Design a post-event follow-up using event registration tools to nurture relationships and gather valuable feedback.
  5. Satisfaction review: Turn feedback into actionable next steps to improve following cycle meetings.
  6. Engagement: Infuse engagement elements into your event strategy to captivate participants from start to finish.
  7. VIP Treatment: Identify VIPs through registration data and treat them like the stars they are, offering exclusive perks.
  8. Smooth check-in: No one likes to wait, especially at company event – ensure seamless check-in using QR codes, wearables and the proper software.
January 18, 2024 Business events, Event registration No comments yet
European Union flag

European e-Invoicing: What Event Planners Need to Know

If you’re an event planner operating in the European Union, you’ve probably come across the requirements for e-invoicing. Electronic invoicing is now mandatory for transactions involving public authorities in many EU countries.

For those unfamiliar, European e-invoicing is a project gradually pushing companies to transition all invoicing to the digital realm. This goes beyond just replacing paper invoices with .pdf files. The initiative introduces a government-controlled online portal that stores all e-invoices. The primary goal is to assist EU members in better tax collection, especially regarding VAT, while also reducing human errors and invoicing-related costs for both private and public entities.

Although specific details of the process may differ between countries, the general rule is simple: invoices will be uploaded to a government-designed and operated online portal. They will adhere to a specific format and be accompanied by the certified electronic signature of the issuer. The recipient will access the invoice on the same portal, enhancing transparency, reducing fraud, and accelerating payment speed.

How Will European e-Invoicing Affect Event Planners?

If you operate in a European Union country, sooner or later, you’ll be impacted by the e-invoicing requirement. Initially mandatory for transactions with public administrations, it’s now expanding to cover all B2B transactions. Soon, if you sell event tickets to a company, your invoice will need to go through a digital portal. Dealing with hundreds or thousands of such invoices, the last thing you want is to manually handle this process.

Luckily, we’re here to help you. Oveit is a tool designed not only to fully automate repetitive tasks but also to seamlessly communicate with third-party apps. As you focus on creating memorable events, let our software solutions handle the crucial yet mundane tasks.

Our APIs enable easy integration with your preferred invoicing system, one that aligns with the national e-invoicing platform. Whenever someone places an order, Oveit generates an invoice on your behalf. Moreover, it can transmit that invoice (or batches of invoices) to a third-party solution, simplifying the process of importing them into the government portal.

Changes for Event Planners in Europe

Soon, all event planners throughout Europe will need to adhere to e-invoicing regulations. This new initiative aims to assist authorities in more effectively collecting VAT while reducing the environmental impact and helping companies simplify their invoicing processes.

Shortly, you’ll be required to transition B2B invoices into a government-controlled digital environment. The good news is, you won’t have to handle this manually. Fortunately, available software solutions allow you to automate the entire process effortlessly.

January 14, 2024 Event registration No comments yet

eFactura for Event Organizers: Oveit and Smartbill

Our goal at Oveit is to provide you with a robust event registration platform that simplifies the work and automates repetitive tasks. And invoicing can be considerably streamlined by automating it.

This article showcases the seamless process designed to keep event organizers focused on the essence of their roles, while our technology adeptly handles the complexities of compliance and invoicing after the eFactura regulations.

The Importance of Automated Invoicing for Event Organizers

For event organizers, automating the invoicing process is crucial for streamlining workflows. When your event participants place thousands of orders, manual invoicing is not an option.

Today, when efficiency and speed are essential for the success of any business, automating the invoicing process becomes crucial. It comes with many benefits, from saving time and reducing human errors to improving cash flow and improving the customer experience. In an environment where time is precious and financial management is vital, using event management solutions with an efficient invoicing automation system becomes an essential step for the growth of your business. 

While taking take of the repetitive tasks, Oveit allows you to concentrate on what truly matters; delivering unforgettable experiences to your guests.

Oveit and Smartbill: An Efficient Solution for Event Organizers

Starting this year, eFactura is mandatory in Romania for all business-to-business invoicing. Understanding the significance of this regulation, we have worked to find the best way to automate this new process. 

By integrating Oveit with Smartbill, we empower event organizers to enhance operational efficiency while staying in line with the latest legal requirements. This integration enables a seamless transition to the eFactura framework.

Through this integration, all invoices issued by Oveit for sold tickets are sent to a Smartbill account. From there, event organizers can upload them into the new system with a simple click of a button.

This integration provides an easy and quick solution to comply with the new eFactura regulations in Romania. However, different fiscal regulations apply to other regions as well. Although this article focuses on this specific integration, our APIs allow us to adapt to other similar scenarios as well. 

Oveit X Smartbill: Step by Step Integration

Once activated, the Smartbill integration will become active in your Dashboard. In the Advanced Setup menu, under Smartbill integration, you will find the required data you need to copy to Oveit.

Smartbill integration available in Oveit Dashboard

Add your email address, token, and CIF from your Smartbill menu (found under Link/API settings in your Smartbill account). 

Once you save your settings and the two accounts are interconnected, you need to set up a new invoice series on both platforms. Given that, both systems will use the same invoice series and numbering. 

And that’s it! The integration is up and running!

Now, under the Ticket sales invoices menu, you will see the Send to Smartbill button.

Oveit Dashboard - option to send invoices to Smartbill to allow event organizers to upload them into eFactura environment

Send your ticket invoices to your Smartbill account. Keep all your invoices in one place. Moreover, using the eFactura option provided by Smartbill, upload all business-to-business invoices in the virtual space. 

Comply with the new fiscal work frame with just a few clicks of a button. Use your spare time to focus on what makes you unique; the unforgettable experiences you deliver to your community. 

Contact us if you want to discuss how to automate the repetitive tasks on your events.

January 11, 2024 Event registration No comments yet

Event Vouchers Decoded: Step Up your Event Game with 10 Epic Strategies

event vouchers

So, you’ve got your event lined up and wondering how to jazz it up? Event registration is ready to go buy you want something extra? Enter Oveit, the tool behind the curtain. You’ve started with event registration and payments but let’s see how you can be using discount vouchers to improve your event reach and marketing. Let’s dive into the fun:

1. Rallying multiple communities

Say goodbye to generic invites! Oveit’s voucher magic lets you personalize vouchers for different communities. You can send them a generic invite or hundreds of personalized discounts. Picture a vibrant mix of attendees, all drawn in by tailored discounts that match their vibe.

2. Group benefits for group sales

Group ticket sales means less effort and better results. Incentivise groups that buy together or teams that want to hang together at your event. Oveit’s user-friendly features turn group purchases into a community affair. Bulk discounts will have them coming in together.

3. VIP Treatment for corporate buyers

Big brands and sponsors love VIP treatment. Oveit’s voucher system lets you roll out the red carpet with exclusive offers—think VIP access and branding opportunities that’ll make them swoon. Combine this with group sales and you can tailor bigger discount vouchers for bigger orders.

4. Affiliates and influencers – Tap into their communities and track sales

With Oveit’s reporting dashboard you can see where your sales are coming from. This way you can partner up with the best influencers and track their performance. It’s a great and easy way to set up your event affiliate partnership program.

But wait, there’s more! We’re just warming up…

5. Roll out the red carpet (aka Free Tickets)

Speakers and special guests deserve the royal treatment, right? Oveit’s complimentary vouchers make them feel like absolute VIPs. It’s like gifting a golden ticket to a world of discounts.

Don’t feel like handing out too many freebies? That’s good too – set up two-for-one options and they can bring in their +1 with the price of just one ticket.

6. Exclusive ticket clubs (invite-only, please!)

Shhh… it’s an invite-only affair! Use Oveit’s magic wand … aham … interface … to create ticket categories for the elite. Personalized vouchers that whisper, “You’re part of an exclusive club.” This way specially designed ticket categories, with extra perks and addons can be easily accessed by those in the know.

7. Price slashing on autopilot (dynamic pricing FTW)

Dynamic pricing, anyone? Let Oveit handle the math—adjust discounts based on the stars’ alignment, or, you know, demand, order size, time, or audience vibe.

8. Game on with voucher gamification

Ready, set, game! Add some fun with gamified vouchers. Challenges, hunts – find clues and earn vouchers! Attendees turn into treasure hunters, all while having a blast. Set this up on your site, together with partners or from one event to another.

9. Personalized upsell

Want more? Upsell like a pro! Combine invite only tickets, addons and event vouchers because Oveit’s got those sweet vouchers for extra experiences or cool merch at the event. It’s a bargain paradise attendees won’t be able to resist.

10. Bring in the event awesomeness!

With Oveit’s magical voucher toolkit, your event transforms into a rollercoaster of excitement. VIPs, exclusive clubs, dynamic pricing disco, games, upsells—this is not just an event; it’s an experience of a lifetime!

Vouchers are more, much more than just discounts!

Oveit’s not just about slashing prices; it’s about painting your event canvas with a rainbow of experiences. Diverse crowds, exclusivity, revenue boosts, and engagement – this is your app to make your events go up into the right! Let’s rewrite the event rulebook, shall we?

January 3, 2024 Event management, Event registration No comments yet

Why Your Event Management App Sucks: The Problem with All-in-One Platforms

Convenience means having everything in the same app, right? I beg to differ and here’s why, especially when it comes to event management:

Jack of all trades, master of none

An app that tries to be everything to everyone often ends up excelling at nothing. When a platform packs in a lot of features, from event registration to networking to virtual events and beyond, the depth and expertise in each tool decreases drastically. It’s like a Swiss Army knife with too many options – it might do the job, but it won’t do it well. Actually, when it comes to technology, the complexity is exponentially higher. The chances you will get it right on any given task are much smaller.

The standard in event experience OS – the Wenger Swiss Army 16999 Giant Knife

Maintenance is costly and you are paying for it

Maintaining a lot of features within an all-in-one platform takes a lot of effort. From understanding customer problems to designing, implementing and maintaining the solution – this is hard. You might not know this but the cost of upkeep and development is passed onto you, the end user. What’s even worse is it often results in compromised quality across the board. Developers’ focus becomes divided among numerous features, frameworks, legacy code. This draws attention from building strong, core, easy to use solutions.

Imagine investing in an event management app that promises everything from virtual events to networking capabilities to ticketing and registration. And it has a CRM. And provides hotel bookings. And they will surely come to your office riding a pink unicorn.

Sounds cool, right? Well – just think of the complexity of social networking. The 7th largest global company, a company worth more than $800 billion does just that (Yeah, that would be Meta). Think about this when the next platform says it does “networking too”. Specialized networking apps, such as Brella and Grip, focus solely on building connections, and they are great at that.

Integrate specialized tools – it’s a lot simpler now

If you choose to integrate specialized tools it will empower your experience to improve exponentially. This way you can curate the perfect suite of solution. Imagine the Avengers, but for event planning.

Instead of being tied to the limitations of an all-in-one platform, organizers can handpick tools that work great in their area.

These specialized tools can integrate into a streamlined system. This way you can use their individual strengths without compromising functionality or user experience.

Innovation comes from focus and specialization

Specialized tools are agile in adapting to evolving industry trends. They pave the way for innovation by focusing and honing in on specific problems. Unlike all-in-one platforms, which struggle to keep pace with rapid changes across multiple features, specialized tools can embrace new technologies fast. This helps your event stay at the forefront of innovation and deliver better experience.

Specialized tools for events just fit better

Think of specialized event tools like a perfectly tailored outfit—they fit just right! These tools, whether handling event registrations, payments, or access, are like having the perfect tool for each job. They make things run smoother than a greased-up slide. By being laser-focused on their specific tasks, they ensure everyone has an easier and more enjoyable time.

They’re like serving up a gourmet meal instead of a confusing buffet.

Flexibility – like yoga for events:

Specialized event tools are the yoga masters of event management – super flexible! As your event grows or changes, these tools bend and twist to fit your needs.

At Oveit, we believe in the power of focus.

While the allure of all-in-one platforms may be tempting, we are committed to building specialized tools that excel in their functions. We understand that event registration, streamlined payments, and seamless integration are vital for our part in the experience economy (that’s fancy talk for “your event”).

Our approach is simple and we think it’s powerful: we specialize, we streamline, and we connect.

Our goal is to build the perfect event registration processes and make it intuitive, flexible, secure, and efficient. Our payment solutions are designed to streamline transactions and make the attendee experience seamless and hassle-free. Additionally, our robust API empowers you to connect with other tools. This way you can create your tailored ecosystem that fits your unique event needs.

December 9, 2023 Event management, Event payments, Event registration, Event tech, Technology No comments yet