In the last 20 years, event management has often meant being locked into closed systems. Event management software companies kept everything in-house, leading to sub-par event apps, lead retrieval, customer and speaker management, marketing automation and basically any other app. For event organizers, this meant compromising innovation and quality for the sake of convenience.
Today we are releasing Oveit 2, an event tool focused on open standards. Oveit 2 is here to change what it means to organize an event, starting with event registration. It’s focus: keeping the data flow open and connected. We’ve made it easy to work with the apps you already use and to team up more effectively. Think of Oveit 2 as a tool that brings everyone in your event – from organizers to speakers – closer together, making every part of your event work better. It’s simpler, smarter event management for everyone.
An updated look and feel, with a focus on creating better experiences, easier
So – what does this mean for users that log into their account starting today?
Revamped interface for an improved event management
The event registration software experience is now more intuitive with Oveit 2’s cleaner interface. This redesign focuses on improving your access to the most relevant features, ensuring that every tool you need for successful event management is at your fingertips.
Streamlined navigation with new toolbar
In Oveit 2, we have integrated a toolbar in the left-hand area, specifically designed for event registration software. This toolbar is your gateway to easily managing event registration, marketing, reporting, financial management, and customer relationships. By consolidating these critical features in one accessible location, we aim to enhance your workflow and save valuable time.
Expanding horizons with the ‘Apps’ section
Our event registration software now includes an ‘Apps’ section, a one-stop destination where you can find and integrate with your favorite applications. Whether it’s CRM, marketing automation, or virtual event software, this addition ensures that Oveit 2 works seamlessly with the tools you already use, enhancing the efficiency and effectiveness of your event planning process.
If you are a software company that wants to plug into Oveit, don’t hesitate to connect with us. We’d love to understand how we can partner up to make events work better together.
Enhanced team collaboration features
We understand the importance of teamwork in event organization so Oveit 2 places a special emphasis on the “Team” section. This feature is designed to help with easier collaboration within teams, a huge part of using event registration software effectively. By onboarding and helping coordinate among team members, Oveit 2 makes it simpler to organize and launch successful events.
User-friendly enhancements for a smooth experience
Alongside these major updates, Oveit 2 includes several other user-friendly enhancements. These small yet beautiful touches are key to making your event work easier and better.
We’re excited to find out how you’ll use Oveit 2 in your events.
Let’s say you want to start event registrations for your virtual or in-person event. You’ve decided to use an awesome event registration software, Oveit . But now the big question – how to start event registration?
First of all, thank you for choosing us. Our focus – making your life as easy as we can. This tutorial helps you start registering visitors right now and by the way – we even provide a free plan. Free registration or paid tickets – you can do it all using our app.
If you need a video tutorial, we made one you can see below. Otherwise – keep on reading this post.
Let’s get started.
A checklist on how to start event registration
The first thing you will see when you start your account with Oveit is a smooth, simple page guiding you to start your event:
Press that button
This part is self-explanatory. Press the “Create event” button and you will have to enter some details about your event. These details can be event name and the date it takes place in. Afterwards you can set up tickets and share the registration link with your potential visitors.
By default, Oveit automatically registers you with the free event registration plan, which allows you to register up to 300 visitors per event, on an unlimited number of events, free of any Oveit charge. If you receive payments, you will be charged a commission by PayPal or Stripe.
Oveit is a powerful tool, with extensive options that allow you to create the perfect event. Let’s have a look at some of the most important ones:
Your dashboard
Once you’ve started your first event you will get access to your Dashboard. Here you will see an aggregate of all your ticket sales and registrations, once they start happening.
Your first event might look like this
If you want to add another event press the “Create event” button or the big + sign.
How to start event registration: Your new event
Now, let’s move on to creating an actual event. You can either click on the button My events and you will be taken to the Event Management chart or you can click on Create an Event button and this will take you to the core part of Oveit.
You’ll see that creating an event is extremely easy. You have 4 main steps and two other ones in case you want to use two additional functions: Registration forms and Badge design (these are more advanced topics on how to start event registration).
The first step is named Event Settings. Here you set up general details on your event, things such as the event’s name, start and end date and where it takes place. By the way – if you host a virtual event – just add “Virtual” or “Online” in the Location/address input.
There’s several other things you can fill in. An example would be “No seating”. This means you will not have a seating map. If you need a seating map just choose “With seating” and find out here how to set up a seating chart.
You will need to add a start and end date for your event. If you’re selling tickets for a venue, such as a theme park that sells tickets all year round, just tick “Perpetual”. This will allow visitors to buy tickets whenever they feel like visiting you.
There’s several other more advanced features, such as registration forms or badges. If you need these, be sure to book a guided tour of these features.
Adding tickets to my event registration
Next steps on how to start event registration guide: tickets.
This is where you set up your types of registrations, free or paid tickets. Oveit allows all sorts of discounts and addons with your ticket but you only need to know one thing. At its basics you will just need to add one ticket, free or paid and click “Save”. This takes you to a list where you can add more tickets by clicking “New ticket”.
Sometimes you may need a more advanced ticketing setup when you start event registration. If so – contact us for a guided tour or more advanced features and benefits.
How to start event registration: checkout preferences
This is where you tweak what happens during the event registration process and/or the payment process.
Three main sections
Let’s check out these options:
The order confirmation email is where you customise the type of follow up email and its subject. This is what your customers receive after they’ve registered for your events.
Some of the content in the email is dynamic, like the order reference and the link where the customers can download their ticket. This is unique for each order. These dynamic tags can be found by pressing the little chevron above the actual email content.
Next up – the order confirmation page:
This is the section your customers see after they’ve finished purchasing your tickets and registering for your events. You can set up a custom message or redirect to a special URL, like a “Thank You” page.
Finally, some advanced options:
Based on your account type this section will have a bit more options but these are great to start with.
Registration forms for your event
No event registration is complete without its registration form. This is where you can ask visitors for details you are interested in collecting for later marketing or statistics purposes.
With Oveit you can set up special fields and get the relevant data from your customer.
How to preview your event registration
The final step in the event registration setup is the Preview and publish section:
This helps you to preview your registration widget prior to publishing it. Press publish and you are ready to go if your event is free.
After you published the event, click on share to share the event link with your guests or copy and paste the event registration widget into your website editor.
If you want to charge a ticket fee, the next step is:
Payment processor integration
If you haven’t done so already, this is where you connect your payment processor. We recommend Stripe or PayPal but depending on your location there are other payment gateways available. By connecting your payment processor you can receive payments instantly. It’s very, very simple:
If you use Stripe: press “Activate Stripe integration”. This takes you to your Stripe account where you can check whether you want to safely accept payments with Oveit.
If you use PayPal: press Activate PayPal integration: In the next step you will add your PayPal email address and name. This helps Oveit to know where to send funds paid by your customers.
All of our transactions are handled by our partners (e.g. PayPal and Stripe). Your money or your customers payment data is never stored with us.
If you haven’t done so already, you will need to fill in your billing information. As you sell directly to your visitors, they will need to know who they’re buying from. Oveit issues invoices for all purchases on your behalf. Here’s what you need to fill in, only once, as you start selling:
If this is a bit too complicated when you start your event, just reach out to us and let’s set up a call where we can guide you through the setup process, step by step. One of our customer success staff will help you get everything set up.
Final step: Copy, paste and embed your event in your website
The last step: start your event registration. All you have to do now is get the event on your website or share the event link with your guests.
Point visitors to your event registration page on Oveit. Click the “Share” link and share the URL with your visitors on social media or your website.
Embed the registration on your website: you will notice that every event sharing modal has two inputs with a short code section in it. One provides a light theme and one a dark theme. Just copy the code you need and paste it on your website. The embed is responsive and works with most website management software so you won’t have any problems putting it on your website in just a couple of seconds.
And that’s it! You managed to start your event registration and start receiving event registrations. Now visitors can register, purchase tickets and attend your in-person or virtual event.
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.
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.
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.
“Choose a job you love, and you will never have to work a day in your life”.
What could be better than a job/career that makes you jump out of bed every morning? Finding meaning in what we do is what makes us one step closer to happiness. It is something that we all crave for. It’s the ideal of the modern era, one in which fulfillment is often more important than money.
Event planners definitely are among those who find meaning in their careers. Bringing people together, helping them evolve and (why not?) making the world a better place makes us jump out of the bed each morning (ok, maybe not on rainy Mondays). Although challenging, the event planning industry repays every drop of energy that we invest in.
How do you define a difficult client?
Event planners also have to deal with what most of us try to run away from: difficult clients. And when I say ‘difficult clients’ I don’t mean those who force you out of your comfort zone. Those bringing you projects so big that they keep you up at night. That want you to plan the perfect event for them. That inspire you to be better with each passing day. Those are the ones you will thank later.
No, I mean those clients that are never happy, no matter how good you deliver. But at the same time, they can never articulate their unhappiness. That, day in day out, make things more complicated than you have ever imagined they could be. Than never help, but often obstruct you. That want you to execute their ideas but at the same time never take responsibility for anything. That hope that you can read their minds (but would hate it if you could).
Difficult clients in the event management industry
There are many types of difficult clients because there are so many ways in which people can be difficult to interact with. But based on the discussions that I had with our #eventproffs friends, there are 4 types of clients that you will (probably) meet in your career.
The always angry/hostile client
It is always ready to argue over anything. He/she likes to intimidate those around. Every discussion is different, but all have one thing in common: a raised voice.
How to deal with a hostile customer?
It’s crucial to not take it personally because it really isn’t. It’s also very important to keep calm, another choleric person won’t do any good. Be polite yet firm, letting your client know that you are always in control. Show that you take him/her serious, but don’t let yourself impressed by the aggressive attitude.
There are situations when we really are responsible for our customers’ anger (but not the way they manage it), so try to see if there anything that you could do better.
The hesitating client
“In any situation, the best thing you can do is the right thing; the next best thing you can do is the wrong thing; the worst thing you can do is nothing.” Theodore Roosevelt
There are people who just can’t make a decision. That think and overthink. That need hours to make up their minds (for any silly decision) and then just completely change it. That get cold feet in front of a decision. And, in our careers, we’ve all meet someone like this. When managing events, time is the one resource that’s always missing. And those who’ve seen how a venue looks just hours before an event know what I mean…
Listen to your client and see what makes the decision so difficult for him. Try looking from his point of view and let him know what your opinion is. Whenever you can help your client decide by providing relevant data/visual support.
The all-wise client
Have you ever met a person that knows everything there is to know? I am sure you have. The person that hires an expert and then tells him how to do his job. That doesn’t even need arguments to back-up his statements.
I don’t know about you, but for me, this is the client that’s most difficult to manage. First of all be sure that you are always well-prepared and that you have all the possible information. You will need a lot of statistics to support your ideas. You will also need a lot of tact in dealing with someone that “has all the right answers”. Don’t let your ego stand in your way, it will only make things worst.
The silent/apathetic client
It’s the client that shuts down communication, building a wall around him. He doesn’t like complicated situations (well, who really does?) and thinks that silence can make them go away. How to act?
First of all, “patience is a virtue”. To make your client talk you will need to ask the right questions and take the time to listen. Really listen. Encourage him to tell you what he thinks about the venue or caterer that you have selected. Praise every good idea that your client comes up with and ask for advice. Make him feel important and you will see a higher level of involvement from him. Communication is the only way to build a strong relationship with a ‘silent client’.
Difficult clients can be one’s worst nightmare, but they can also make us go the extra mile. Not every difficult client is, in fact, a difficult client. Because sometimes the problem is not with them, it’s with us.
Unfortunately, there will be times when you will just feel that things aren’t going to work for you and your client. If you ever feel that it would just be better to let your client go you should read this fabulous article first.
In my opinion, this is definitely false; I know many people who don’t have Facebook accounts and still have a very active social life (ok, maybe not so many, but I know quite a few). The real question is: it is possible for a business to exist without being present on Facebook? I don’t really know.
But the fact is that Facebook can be a real game-changer, offering access to over 2 billion people around the world.
And I think it’s great if you are an event planner because it helps connect with so many potential attendees. And it’s definetely useful when you decide to sell tickets online.
How to promote your event management business on Facebook? There are many ideas that could work so I am going to present you the basics of what you should do.
Create a page for your events.
Create a Facebook company page. It’s the first thing that you should do, although there are ways to promote your business on FB without actually having a page(but it will cost you). Facebook is sometimes used as a search engine so it’s in your best interest to offer relevant information for those looking. Use a relevant profile picture so people will recognize your brand and, very important, don’t let the “About” section blank.
Let’s say you plan a large annual music festival; use your logo as a profile picture, so people will associate your FB page with your festival from the first second. For the cover photo, a photo of people having fun at your events works great.
Share content
Although the number of followers that see your organic posts has declined in the last few years (so that you will need to put some money in it) it’s still important to share content on your page. Used as a search engine FB will redirect people to your page and a neglected one won’t do you any good. Create quality content for your followers but also use content created by your partners. Planning a festival? Share videos of the artist that will perform. Conference? I’m sure the main speakers would love it if you would share some of their viral posts. But remember that short posts with graphic content perform best on Facebook.
Frequency is important
As on all social media channels, FB also requires you to post with a certain frequency in order to stay “top of mind” with your followers. But be aware that posting too often can do you more harm than good. It seems that there is a tight connection between your number of followers and how frequent you should post (once or more times a day), you can find out more about this here.
Reward your followers
A great way to show appreciation to your followers is to set up exclusive promotions, only for them. Generate a discount code available for a certain period of time; offer free T-shirts to your most engaged followers; set up a contest with a substantial prize involved (I am not referring to the “like, share and tag” type of contests as I am not a big fan of them).
Create an event on Facebook
Another great way to create some buzz is by creating a public event on the platform. People can share public events, invite friends to attend and, most important, hit the “Interested” or “Going” buttons. This way the event will become visible to the FB friends of those that interact with it, helping you reach a greater number of possible attendees. Offer as many information as you can, as FB has an algorithm that recommends events to users based on interests and behaviors. While Facebook might be a great place to promote your event, you will most likely need an event registration software as well.
Promote your event with Facebook Ads
Facebook Ads are a great way to promote your events. Before starting a campaign you can select your goals for the campaign (as app installs, conversions, brand awareness, reach, traffic etc) and then the targeted audience. The really great part is that Facebook helps you define your audience by both geographical and demographical criteria. You can create your audience by location ( the city in which they live), sex, age, interest; you can choose if your Ads reach your followers and/or their friends. This is a great info that can increase your conversion rate if you use ads to sell tickets for your events (as new clients are more likely to buy tickets for events where their Facebook friends will attend).
P.s. as I said at the beginning of this article you can use Facebook without a page – with Ads that are linked directly to your website, but I think that it works better when you are present on the platform.
As said before, I don’t know if it is impossible for you to make it without being online. I really don’t. But I see on a daily basis how event management businesses use it to reach their attendees and sponsors. I see how technology offers you the chance to sell tickets all over the world and have instant access to your revenues. I see how it changes the whole world.
Updated 06.12.2021:
If you are a tech-savvy that is always looking for new ways to create memorable experiences we have great news! With Oveit, you can create, mint and sell NFT tickets for your events, allowing your attendees to actually own their part of the experience.
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