Technology changed the event management game

The world has changed.  Maybe Galadriel smells it in the air (and tastes it in the water...), but event professionals face the changes in their unceasing efforts to deliver the perfect experience. Day by day. And even though technology has a nasty habit of getting you distracted (you get like 12 emails, 8 phone calls and 37 FB/Twitter notifications per hour), it also offers a lot of help when organizing an event. So let’s see how technology changed the event management game:



Access to real-time data

“Un homme averti en vaut deux” (an informed man is worth two), claims a French saying. And maybe the math is not quite right but we all know the importance of information when planning an event. Luckily today’s apps let you know every minute how many tickets you’ve sold and to whom (through the right tools, such as Oveit ).

For example most of the seats are empty 10 minutes before the posted start time? Verify the app and see how many people checked in. If 80% of the ticket holders already checked in (maybe they are in the lobby)  you’ll only have to deal with a small delay, not a fiasco. Using an event management software keeps you well informed.


Yes, we mind waiting

Time is money (for everyone). Professor Richard Larson, from MIT, has estimated that Americans spend about 2 years of their lives waiting in lines. Even sadder is that often the psychology of queuing is more important than the statistics of the wait itself” and people tend to overestimate the waiting time by about 36%. Today you can use an event management app that allows you to use any smartphone for ticket scanning and registration, making the queues go a lot faster (you can extend the scanning points with as many as you want; all you need is a smartphone).


Social media helps you meet billions

There was a time when word of mouth was the only way to communicate your event. Today, 3 of the most important social media platforms gather more than 2 billion unique monthly visitors; modern technology gives you the opportunity to market the exact demographics that you want. Although this is not the answer to all of your prayers it clearly makes it a lot easier when you want to make yourself heard.


Keep everyone engaged

People spend around 2 hours a day touching their smartphone’s screen and  85% of that time is, in fact, spent using applications. So we can understand why more and more #eventprofs are using applications when it comes to engaging participants. See for example TONOMAT, an app that allows everyone to be the DJ at your party, helping even the shyest to make himself/herself heard (via his/her favorite band).


You should always follow up your leads

62% of the leads are not followed up after an event. I really hope this is not the case for you. You invest a lot of time and money in planning your event and you should interact with everyone who registered. If someone spent the time to register for your event it means that they are interested in what you have to offer (not to mention those that actually attend it). So keep in touch with them!

Modern-day apps let you know who arrived and who didn’t, so you can follow up by segmenting your audience with different messages. Here are some examples:

“Thank you for attending …”

“Sorry you didn’t made it, here is what…”


Let the world see you shine. Live

40% of world population has access to the internet. Maybe the venue has a capacity of only 500 people, but today you can sell an unlimited no. of tickets for an online experience (live streaming is way cheaper than it was a few years ago). So, just like a big football match, your event can also be watched by millions for a few bucks (ok, maybe not millions, but you get the picture). You can sell live online access for a small price and/or you can even ensure a VR experience for those who cannot attend in person. (this is not something new but today the technological leaps make it possible for anyone to broadcast an event)


Replace cash payments to grow the order value

Carrying a lot of cash is not really fun (especially in crowded places where they sell alcohol). Use NFC technology to replace cash payments and you will have:

  • No more pickpocketing
  • Less queueing
  • 0 cash loss
  • 30% increased order value
  • Happier attendees

Oh, and by the way…

It is not the strongest or the most intelligent who will survive but those who can best manage change.” Charles Darwin


Further reading:

  • http://www.preoday.com/blog/the-changing-scene-of-consumer-experience-in-festivals/
  • http://www.nytimes.com/2012/08/19/opinion/sunday/why-waiting-in-line-is-torture.html
  • http://www.ebizmba.com/articles/social-networking-websites
  • http://blog.mobilosoft.com/blog/e-tickets-vs-m-tickets-difference-and-benefits-for-consumers
  • http://www.marketingdonut.co.uk/exhibitions-and-events/exhibiting/planning-your-follow-up-after-an-event

Hello, future marketing and customer engagement intern.

Hello, future marketing and customer engagement intern.

Do you think that real life experiences such as a concert, a movie, a play or having the time of your life at the next festival are worth building? Have you planned a party, a conference or a get together that helped people meet and experience something together? Oveit is a technology company that helps individuals and companies build experiences. Our mission is to build the best experience technology for those that bring humanity together.

Please apply by sending your resume at contact at oveit.com

Oveit has a fast paced growth rate and we seek talented new team members that can help us respond to this growth. We are seeking those with sharp focus, stamina and the belief that the world is indeed small. As a marketing and customer engagement intern you will be onboarding and helping customers from all over the world to use our technology.

The ideal candidate is fluent in at least one international language (preferably English, French or German). He or she is great with people. Not just face to face but also on the phone, via Skype or any other communication channel. Our future intern is great (or willing to become great) at tech marketing and customer support, thoughtful and creative and most important – self driven and a great team player.

What You Will Learn:

  • How to create digital marketing tactics and build on company strategy
  • How to build community relationships by maintaining Facebook, Twitter, LinkedIn, and other social media accounts.
  • How to track marketing performance using digital tools
  • How to create compelling content that will be shared by influencers.
  • How to engage new and exciting customers using our CRM tools
  • Many other things in related opportunities and projects.


What We Require:

  • Background in Marketing, Communication or other related discipline.
  • Strong communication skills.
  • Great foreign language and inter-cultural understanding.
  • Organized, with an ability to prioritize time-sensitive assignments.
  • Creative and Flexible.
  • Familiarity with social networking sites desired, but we will also train.
  • Familiarity with the world of technology (you will not be writing code but a general overview of how an app works would be great).
  • Willingness to evolve and innovate.

We value your commitment and we will help you start and/or upgrade your carrier. Among the things you will be learning is how to respond to customer requests, following up, create great marketing content and distribute this content across social media and more. You will be learning about how to engage and connect with customers from many cultures. We want you to become a building block of an upcoming globally recognized tech company.

Further reading about Oveit:

How to start a new event with Oveit?

So you decided to use Oveit for your events. First of all, we would like to thank you for choosing us. We’d tell you what a great solution Oveit is, but instead we will invite you to start using it and then we’d like to hear from you, in case you liked it.

Let’s get started. This will be a small tutorial spread into different parts regarding the different functions that Oveit has to offer. Each part will offer you insight regarding a specific function and how to use it properly so you can make the most of our platform and enjoy using it.

Your dashboard

The first thing you will see when you access your Oveit account is the dashboard. Basically here you will see important information regarding your ticket sales. For detailed reports on sales and tickets sold, you can click on More reports and you’ll access the Reports function. We’ll talk about that in another part of the tutorial.


Starting 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 (we’ll speak about these in two other parts of the tutorial).


The first step is entitled General Settings. Here you create the general features of your event such as the event’s name. After you enter the name of the event, you’ll see that there are two options regarding your event: No seating and With seating. If you click on the No seating button, then there will be no venue seating chart attached to your event. That means there are no seats assigned to the tickets. All you have to do now is enter the Location of the venue where the event will take place, place it on the map (Oveit uses Google Maps) and you’re set. On the other hand, if you check With seating this will allow you to assign one of your previously created Event Venues (this is one of the major functions that Oveit offers and we’ll have a separate tutorial just for it). So, all you do now is to choose your venue and it will automatically sync the event with the venue’s seating map as you have designed it.

Next you set the date and hour of the event and its length. After that is set, you move on and introduce a description for your event. Finally, you can choose whether you want to enable the Registration forms or Badge design functions for this event. If you enable registration forms, you will see that a new step appears before the Event Preview. If you enable attendee badges, this will be available to you in the Event Management Dashboard and you will be able to set up the badges after the event is created. Once you’ve done all this, click on Next Step and let’s move on.

Adding tickets

The next step is Ticket types. Here you will set up the different categories of tickets that will be available for purchase once the event is published. The first thing you do is set your ticket type name. You can set names such as VIP Area, Entry ticket, Early bird ticket etc. Obviously, the ticket type name is your choice and varies according to the events. You might want to create special prices for different areas in your venue, so you can name one ticket type Area A and another Area B. Again, this is your choice to make.


Now, you can make a short description of the ticket (300 characters). Here you can add information about the ticket that might be relevant to the attendee. This is optional but sometimes it’s a good thing to have, as you might want to offer the attendee some extra features on that respective ticket. Or it may be a multiple day pass for a larger event and the description can indicate the events where he is allowed to participate.


Next is the ticket price. You can set up the ticket price in USD and soon other currencies. Nevertheless, if you enter the ticket price “0”, that means the event is free of charge and you can go on using Oveit just as a registration tool for the attendees.

After you set up the price, you can tick an option to include the sales fees in the final price, or opt to add it to your ticket price. You will see the buyer’s final price (and our fee) and you will see how much you will receive in the end.

You will see a Bulk sales options bar. This is a nice feature in case you want to create special offers for a specific ticket category. Let’s say that your ticket price is 20 USD. Now, you can make a special offer and sell 2 tickets for the price of one. You add in the bar: 2 tickets cost 20 USD. And the offer is active. Simple and fast. Of course you can include our processing fee in the price or add it, just like in the case of normal tickets. And you can also add more promotions: 5 tickets cost X USD, 10 tickets cost X USD… and all the way to 15 tickets. If you want to remove a bulk sales offer just click delete and you’re done.

Next you can set up the timetable of the sales for this ticket type. Set the starting date and hour of the sales and set the closing date and hour. If you want to sell this type of ticket until the event day, just leave the fields empty and Oveit will set it up automatically.

Now you have to add the Series and the Numbers of the tickets, if you wish to do so. Otherwise, just let Oveit work its magic and generate the ticket ID’s automatically. Save the ticket and proceed. You can add more tickets, edit your created tickets and associate the tickets with the event venue.

Once you click on the Associate Tickets you will be taken to a new window where you will see the seating chart of the venue that you’ve previously created.  To associate tickets with seats is extremely simple. Just click on the ticket type and then click on the seat section… and that’s it. If you want to block some areas of the seating chart, just click on ‘Unassociated’ and then on the respective area, and it’s blocked. You can do that while sales are going on, as you might want to change ticket prices or you might want to assign some seats to other categories or even give invitations/vouchers for those seats. So with just a couple of clicks you can do your seat management on the fly with this Assign seats function.

The checkout settings


The third step is about checkout settings. This refers to everything the customer sees and receives via e-mail once he has purchased the ticket. First you have the ticket settings. Here you can attach the tickets to the order confirmation email or not. Why wouldn’t you want that? Well in case you create a badge for the event and that is the actual ticket for the event, you don’t need to send out the ticket anymore. The badge will be the ticket for your event. You can also decide whether you want to display the tickets in the order confirmation page that is available via email and you can also decide whether you want customers to see how many tickets are still available for the event. Many organizers do not want to show the customers how many tickets are still available, so the option of doing this is up to you. We can help you in both decisions.

Next, you can opt to include the Oveit fee in the displayed prices. Obviously if you think that is unnecessary information you can just leave it unmarked.

Now, there are several things that you can add to the email that the customer receives once he has purchased the ticket. You will see a chart with variables and their description. You have all the information you need there so we won’t repeat the information. What we can mention is the fact that you can write anything you want in the e-mail regarding the ticket and your event, and you can also add images in case you want to.

Finally, you have the order confirmation page. Here you can opt to send a Thank you message that will be displayed after the customer has purchased the ticket or you can send him to a custom created URL on your website. To do that, just add the link and all is done.

Preview your event


Copy, paste and embed your event in your website

The last step is Preview. Here you can see how your event will look like. You can go back and change things if it is necessary or you can publish it and you’re done. Now all you have to do is get the event on your website and make it available to customers. To do that, click on ‘My events’ in the bar, right near the Oveit logo and go into the Events Dashboard. Here, you will notice that every event has an “</> Embed” button below it. Click on that button and you’ll find two embed codes (one available for light theme and one for dark theme – the theme refers to your website visual theme). Just copy the code you need and paste it on your website just like you would paste a Youtube code. The embed is responsive and works with every website 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 create your event and put it on your website. Now customers can purchase tickets directly from your website and everything happens on your website.

This concludes the first part of our ‘How to’ articles. We’ll be back a.s.a.p. with more information regarding the other tools that Oveit has to offer so that your experience with our platform will be a very pleasant one.

So, once again, thanks for using Oveit!