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Organizing events with millennials in mind

Millennials or Generation Y as others like to call them, were born between 1982 and 2000. In the US, millennials represent half of the people in employment and are the largest generation in the country’s workforce. At a global level, this exclusive club of 1.8bn people account for roughly a quarter of the world’s population.

According to a recent study, this generation cares more about experiences and is less materialistic in nature. The event industry is all about delivering memorable experiences and organizers must get creative to retain millennials for future editions.

Entertain millennials through technology

Millennials are tech-savvy and expect to attend events that embrace technology. Begin with the simple things that make a big difference, such as registration. The registration process should be mobile friendly and paperless. In 2018, 58% of online traffic came from mobile devices, while 42% from desktop. Generation Y has a big contribution to these numbers, with mobile devices being the preferred way for web surfing. Forget about physical tickets and send them electronically.

Instead of printing out brochures with event related information, include those details into a branded mobile app. The App can keep your audience entertained and up to date with event related news. It can be used as a networking tool as well. Face to face interactions are still a priority for this generation, despite their online presence. Allow them to match other attendees with similar interests and aspirations by using a dedicated event App.

Content quality

The average attention span is down from 12 seconds to 8 seconds according to a recent study. This is how long it takes for your audience to lose interest during a boring presentation. For organizers that focus on designing events with millennials in mind, providing entertaining content is essential. To achieve that, you can set up a pre-event discussion with the help of social media. This way, you enable your attendees to express their views and expectations. Based on their preferences, reach out to experienced speakers that deliver content in a professional and interactive manner.

Make it sustainable

Classifying as the first generation to grow in a world where climate change finds itself in a continuous debate, millennials tend to be very concerned when it comes to environmental sustainability. They admire progressive companies that take action and contribute to a better world. Your event makes no difference and should approach a sustainable culture to become a success.

Oveit is a tool that allows organizers to design events with millennials in mind. It offers a fast & secure payment alternative, a friendly registration process and on-site entertainment with a simple tap of the hand. If you want to convince yourself and give it a try, feel free to drop us a line!

Closed-loop vs Open-loop payments for festivals

There is no doubt that implementing a fast and secure payment solution is essential for the success of your festival. The existing payment alternatives in today’s world can create long-standing debates among event professionals. To avoid contradictions, the available resources enable festival organizers to identify the solution that most suits their needs.

Adopting a closed-loop payment system for you festival gives you access to live reports, after-event data, faster transaction processing, pre-event revenue, offline transactions, lower payments processing fees and tailored experiences (rewarding your loyal customers).

Let’s understand the big picture and identify general characteristics of closed-loop and open-loop payments for now.

General characteristics of closed-loop and open-loop models

Closed-loop payments – think of closed-loop payments as a solution that works in a defined economy. Gift cards provided by companies have a payment mechanism that allows clients to use them solely at participating locations. That’s an example of a closed-loop economy. As the administrator of such economy, you can establish to a certain extent who is using it and where it is used. It allows users to pre-load funds into a digital wallet, linked to a payment device such as a card or wristband. Although, remaining funds can’t be spent outside the defined economy, consumers can withdraw the remaining balance. In a closed-loop environment, banks or other institutions are not part of the transaction process. As an administrator, you have access to customer information and purchase behavior.

Open-loop payments – the open-loop system is connected to banks or other similar institutions that act as intermediaries. It can’t be controlled by a single entity and it allows consumers to pay at different locations approved by the card issuer. This payment model allows clients to withdraw funds from an ATM (extra fee involved) and to make purchases at stores or online. Businesses that use the open-loop model don’t have access to customer information, because intermediaries (banks or other institutions) own it.

Now that you better understand how these models work, the focus will shift towards the closed-loop model and its applicability for a festival or event.

Pre-event revenue

To maximize the efficiency of a closed-loop system and increase your festival revenue, choose a solution that allows participants to add funds in advance. This way, attendees can buy their favorite beverage and food from the moment of entry, eliminating the need of visiting a top-up station on site. As an organizer, this enables you to cover your festival costs by using the pre-top-up funds strategically. Participants that choose to top-up their virtual accounts online won’t have to worry if their balance has fallen under a certain amount. The ‘Auto top-up’ feature takes care of that. The end user App developed by Oveit can easily achieve that.

Reward your loyal attendees

In the open-loop environment, rewarding your loyal customers based on purchase behavior is very unlikely. As previously mentioned, banks or other institutions are the absolute owners of transaction history and customer information.

On the contrary, a closed-loop model doesn’t involve any intermediaries in the payment process. As a festival organizer, you can be the administrator of a closed-loop economy and create multiple sub-economies with Oveit. On top of that, you can collect information from your attendees and use it to offer better experiences. For a festival, attendees can redeem rewards using an NFC wristband or card. By doing that, you can identify individual preferences and surprise your clients with personalized rewards and experiences.

Transaction speed

For a large festival, the transaction speed is vital. The open-loop system requires the bank to approve every transaction and it can take about 7-8 seconds to process. Imagine how would that work for a festival with 100,000 attendees.

On the other side, transactions take 1-2 seconds to complete in a closed loop environment. Without any intermediaries involved in the payment process, waiting time is reduced, resulting in more sales and satisfied customers.

Offline transactions

Processing offline transactions in the open-loop environment is risky and often not possible. Festivals usually take place in fields or other remote locations. Setting up a stable internet connection is definitely not an easy task to accomplish.

The closed-loop payment alternative enables organizers to process sales on-site without an internet connection. Participants can top-up their digital wallets and vendors can charge for food, drinks and merchandise. The only downside of operating offline is that reports won’t update in real time. Oveit is a hybrid solution and if internet goes down, the party goes on!

Insights into vendor sales

The closed-loop payment solution available on Oveit is much appreciated by festival vendors. Each vendor has a dedicated account with access to detailed reports. Applying different filters enables them to see all products sold within a date and time range.

Running out of the most requested products is a thing of the past with Oveit!

OveitPay product report

Oveit integrates cashless payments with Eventbrite

Many event planners use Eventbrite to handle their event needs. You may be one of them. If so your registration and access control is streamlined. We have great news: you can now handle cashless payments in Eventbrite by just clicking a button. This will increase your revenue by 30 to 60%.

To do this we are directly connecting to Eventbrite. Why this news? Well, in the past year we’ve been moving towards providing Economy as a Service tools. These tools are cashless payments, add ons and visitor wallets and they are now used by many festivals and venues.

To make this process easier we made an easy to use integration for our users. You can now connect your Eventbrite account and sync events with Oveit.

Benefits of connecting your Eventbrite account with Oveit

With a direct integration you can now:

  • Increase in revenue: You will be earning around 30% more with cashless payments and we want to make this easy for you. That’s why now you can embed cashless payments in Eventbrite with ease.
  • Streamlined event registration and access: Sell tickets independent of platform and connect tickets with NFC/RFID wristbands. Your visitors show up, show their tickets, you scan them and pair them with NFC wristbands. That’s it. Now you can scan them on multiple entries, connect them to digital wallets and more.
  • Omnichannel data from your visitors: Omnichannel means “all channels”. That’s online, mobile, in real life etc. Online to offline and offline to online you want to understand them better. Oveit is really, really good at telling you what’s happening on the ground, in the real life. With our new integration it’s also very good at telling you what’s happening on all other channels as well. You get data from online, real life, from intermediary access points, to purchase behavior and more.
  • Extend the ticket with add ons: Tickets allow visitors to enter your event. With add ons you can create intermediary check points, prepack goodie bags and t-shirts. You can even pre-sell goods and services which visitors can claim at the event. By tapping their wristbands.

Cashless payments in Eventbrite

With Oveit’s technology you can quickly connect the tickets to your internal event economy. Because yes, your event has an economy and we’re helping you be a part of it.

Tap and pay

How does this work? You onboard vetted food and beverage vendors on the vending side. On the paying side you create topup points or allow visitors to connect their credit card. Money is topped up on NFC wristbands and spent at the vendors. Simple, right? And it gets better: In between it’s you, the all mighty event planner, acting as the facilitator of your event economy.

This business model allows you to operate payments in your event, festival or venue and charge a certain fee to your vendors, all while improving your visitor experience.

This way you get an increase in revenue, very useful data on purchase behavior. Simply put: you provide an amazing experience all across the board.

Start your cashless payments experience by pressing a button

Everything is one click away. Create an Oveit account and connect your Eventbrite account by pressing the button below.

Sync cashless payments to Eventbrite
Sync payments with Eventbrite

And remember – if you need any help – we’re here to help you.

5 Tips to reduce and recycle waste at your event

Events tend to have a positive impact on the local economy and community. Smaller businesses might generate large proportions of their annual income during an event. However, besides the positive impact on the overall economy, events can also generate large amounts of waste. Therefore, organizers should start the planning process by creating a recycling and waste prevention plan to protect the local environment.

Here are 5 tips that can help event organizers recycle and reduce the amount of waste that is generated during an event:

1. Understand your waste

Identify the most common waste streams and prepare accordingly. A food carnival will certainly have different waste compared to a special event featuring livestock. Therefore, as an organizer, you should inform competent authorities and provide them with details about your upcoming event. They are the ones making sure that recyclables end up in the right place after the event. Examples of common types of waste are: plastic bottles; paper; cardboard; glass; food waste and general waste.

2. Educate your team and attendees

You should inform your participants on the where, what and whys of recycling. Train your volunteer staff and give them insights into effective recycling practices. Create a fun and challenging competition and reward your volunteers accordingly.

Inform your attendees about designated recycling areas in advance. You can send out newsletters and give brief instructions. Besides that, you can assign volunteers to offer assistance and assure that waste is sorted properly.

3. Vendors should use recyclable or compostable materials

It is important to assure that vendors use recyclable materials. They will be responsible for a large amount of the venue’s waste. Make it mandatory and include in the contract that adequate packaging and materials must be used by event vendors.

  • Recyclable materials – these materials are reused and some examples include: aluminium and steel cans, cardboard, glass, newspapers and plastic bottles.
  • Composting materials – it is a process that involves organic waste which can be used for different purposes. It gives back to the earth the materials that initially came from it. Examples of compostable materials include: fruits, vegetables, leaves, old wine and any biodegradable waste.

4. Print only necessary materials

Instead of printing out promotional materials and tickets, try to do that electronically. There are many platforms that provide solutions for that, Oveit being among them. For promotional materials, you can send out newsletters instead of brochures and flyers. However, in some situations, brochures and flyers prove to be more effective. If you decide to print, do that strategically. Do it on both sides and avoid blank spaces.

5. Clearly mark all containers for recyclables

Clear signage is essential to differentiate which materials can be recycled and where to put them. It would be a good idea to place signs high, so that your attendees can see them from distance. Use self-explanatory photos with universal symbols to assure that foreigners will have no trouble understanding the message. Besides that, provide written instructions in English and other relevant languages.

Communicate in advance with the local recycling service provider and request color-coded bins. Avoid placing recycling bins in separate areas, because it’s not convenient for your participants. Instead, place a recycle bin next to every trash can and use clear signage to differentiate them.

Your event: Successful or not?

Recently, you’ve hosted an event and you feel like your hard work finally paid off. Ticket sales were above expectations and you managed to reach your goals. However, with so many stakeholders involved, it is important to evaluate the success of your event in an objective manner. Obviously, feeling good about its outcome is a great sign, but in the events industry, there is always room for improvement.  

In this article, I will go over different methods that can help organizers measure if their event was successful or if they need to make changes for future editions.

Pay attention to social media activity

In these days, it’s a given that you should be active on social media, especially if you want to promote an event. Post-event reactions coming from your attendees is the most valuable and rewarding feedback. In the end, all your hard work is centred around them with the purpose of creating memorable experiences. If you identify positive comments to your posts, such as: reactions, likes, comments or retweets, you will know for sure that your participants had a blast. Keep in mind that you should create social media content after the event to measure reactions more precisely.

Post-event surveys

Surveys are also a great method to find out opinions related to the success of your event. For relevant and truthful answers, try to keep them anonymous and don’t ask for personal details. Create questions strategically and don’t expect your participants to reply with long answers, because they won’t. Before conducting the survey, you should clearly define what you expect to get in return. For instance, dichotomous scales (‘yes’ or ‘no’) won’t help you find out if a customer was happy with an experience or not. In our case, a Likert Scale will prove to be more efficient. It is a good way to measure attitudes or feelings, therefore providing you with valuable insights.

Examples of questions that can measure the success of your event:

  • How do you rate the event location?
  • How do you rate the content that was presented?
  • What is the likelihood to recommend this event to your friends?

If attendees respond with ‘less likely’ or ‘very unlikely’, you can insert a box that allows them to elaborate on their answers.

Event ROI

ROI (return on investment) = (benefits of the investment – cost of investment) / cost of the investment. Depending on your event theme and purpose, the benefits of the investment may vary. For instance, if you aim to turn a profit from ticket and registration sales, finding the ROI is simple. However, for a company that launches a product and therefore decides to host an event, the ROI will most likely be negative. The purpose of a product launch event is to generate as many leads as possible. You should look at it as a long-term investment that will generate a return in the future and not immediately after the event.

Sponsors Satisfaction

As previously mentioned, it’s not only about your attendees. Sponsors have a great contribution to your event and their feedback can add value to future editions. On top of that, they are the ones funding your event and they can’t be neglected. It might be relatively easy to bring them in for a first edition, but more importantly is to establish a long-term relationship that results in mutual benefits. Their level of satisfaction and willingness to return is measured slightly different. Listen carefully to their constructive feedback and prove that you fully understand what needs to be different for the next event.

Define your Key Performance Indicators (KPIs)

A key performance indicator is a performance measurement tool designed to evaluate the success of a business and its particular activities. The KPIs for measuring event success will be different based on your pre-defined goals and objectives.

The KPIs covered in this article apply for most events. However, for specific objectives, you might have to establish additional indicators.