How to maximize event registrations and sales

One of the most important aspects to event business is the ticket sales. After all – that’s what makes it a business. Planners try different tactics in order to get the right people to register and attend their events. Of course, this is no easy job, considering that the industry is so competitive. There are many reasons to attend an event: to have a good time, to learn and network, to spend time with peers.

Oveit can help organizers optimize their sales with some interesting features that are available as soon as the account is created.

Real Time sales reports

First thing is first. When it comes to ticket sales, the best tool you need to have is a real time sales report. This is a vital tool, because you need to know at any time how many tickets were purchased up to that point and by whom. Oveit offers its customers various reports that give information regarding the number of tickets sold in a day, as well as the sums that were generated by the sales, split by events or ticket types.

issued-tickets

With these reports, the event planner can see at a glance whether the promotional campaigns are working and what their direct impact is on actual sales. If you plan a concert and decide to have a Facebook ad campaign for one week, you can see how that campaign affected the sales. If you observe that sales did not record a boost or an increase in numbers, then it is obvious that you need a shift in your promotional campaign. On the other hand, if you observe that the graphs are going sky high, it’s time to put some more money in that specific type of media, as it is clear that it’s working. This is viable for all other forms of marketing campaigns dedicated to promote your event and increase the number of tickets that are being sold.

Relevant customer data

It would be nice to get to know your attendees, wouldn’t it? With Oveit you can find out anything you want from your customers.

The form setup. You can choose from text, dropdown lists, email, dates and file uploads

The form setup. You can choose from text, dropdown lists, email, dates and file uploads

By enabling Oveit’s forms function, you can request any sort of information that is relevant for you. You can find out the attendees’ names, e-mails, positions in their companies, or even ask for their CVs. Why is this relevant for sales? Sales, in today’s world, is data. The more you know about your potential market, the better.

check-in

The check-in section. Search for attendees, edit their details and see order details.

Of course, it is important to ask the right questions to attendees. A large list of questions can go unanswered and the purchase flow is interrupted.

We recommend that you ask the customer her e-mail and basic data (name, company, position in the company), as these are the essentials. If you do this right, you will build up large data base collected and organized by Oveit, searchable and editable, which will always be available to you. You can also connect other applications you might have (for example a CRM) to our API and streamline data management. You will be able to see the customers’ activity and even reward your loyal customers at future events (for example with discount vouchers for loyal customers).

Active Media Partners

All events have media partners. Bigger events attract important media partners, but don’t worry if you plan a smaller event. You will definitely find media channels that are interested in your event. All you need to do is define your target audience and see where they get their news from. Once you have signed the media partnerships, you can use Oveit for something awesome: actively involve the media partners into ticket sales.

Copy, paste, embed and sell anywhere.

Copy, paste, embed and sell anywhere.

How? By using the embed function that Oveit has for every event, customers can purchase tickets directly from your media partner websites. The embed code functions just like any you would expect from an embed code and is compatible with any kind of website or screen resolution.

Customize the embed widget and make it fit your brand identity.

Customize the embed widget and make it fit your brand identity.

Your media partner just copies and pastes that code in the advertorial dedicated to your event. There you have it. Partners become sales channels. With this feature you can now have a full sales force directly from newspapers, online magazines or even blogs. You have full control over the data, at any time, so you know exactly who was the most prolific partner/seller.

The perfect check-out

The customer experience starts when the payment ends. This is the beginning of your customer relationship. She having a nice experience at the concert is entirely your job as an organizer.

Oveit can only help you with access management and all the other tools required for ticket sales. But even more, Oveit can help you stay in touch with your attendee. By keeping her attention and interest alive, she can become your loyal customer and will definitely attend to your future events.

A start to this new relationship between the planner and the attendee is the Oveit Check-out settings section that will enable you to send personalized e-mails to your attendees. By doing so, the customer will enjoy the attention you are offering her and be more receptive to anything you are doing or saying.

Also, you can create a small ‘Thank you’ page on your website so the customer will be redirected to it after ticket purchase. If you follow the previous advice and sell tickets directly from the media partners, this URL link is mandatory, as the customer can be redirected on your official website where she might find out more details about the event and about upcoming events.

Tips for artists starting out: How to promote your music without a label company

So you have a band, lots of talent and good songs, but no money for promoting your work. Getting a signed contract with a label company will probably take care of promotion, but until then, let’s find out what can you do by yourself, using only Internet, friends and networking. 

Be active on (the right) Social Media

At first, all you need is an official Facebook page. Do not waste your time creating accounts on all social media platforms or creating your own website yet. Spreading your efforts too thin may hurt rather than help.

After all Facebook is big and growing bigger. There are over 1.6 billion Facebook users. Think you can find some fans there? We sure do. Keep your Facebook page updated with relevant content: photos of you rehearsing, new concerts, new songs, updates about you. Oh, and very important: double-check your spelling and grammar. You want to be a role model for your fans. Keep it classy.

Show your face to the world

Your image is very important. Maybe you have a friend that takes great photos. She can help you with a professional photo shooting. If not, it’s a good idea to raise some money and go to a professional for some cool shots of you.

But stay fresh. Post selfies, inspiring images and things happening in your day-to-day life, even if you post them from your smartphone. Record short videos and stream your shows live.

The Offspring in concert. Photo source. The Offspring got started in 1984 with guitarist/vocalist Bryan "Dexter" Holland  and bassist Greg Kriesel playing music together in a garage in California.

The Offspring in concert. Photo source.
The Offspring got started in 1984 with guitarist/vocalist Bryan “Dexter” Holland and bassist Greg Kriesel playing music together in a garage in California.

Stay in touch with an YouTube account

Create an official channel of your band on YouTube and upload quality content or stream live events. You can also post covers, but make sure they sound really good. You want to attract subscribers and fans. Another good idea is to make covers of popular songs – this way, people who search the original song will also find your version and maybe enjoy your personal style. In the description of the video, you can also post the dates of your band’s concerts, if you already have any, or your Facebook page.

Be present at events

Socialize. That’s how you meet the right people (and unfortunately some of the wrong ones but never mind that). Maybe no one knows you yet and you do not receive invitations to fancy events, where all the VIPs are. For start, it’s important to attend small events – company parties, birthday parties, small parties in the city. If you don’t know anyone there, even better. Make friends and spread the word about your music. Who knows when you’ll meet the manager of a label company?

Other musicians

Maybe you have some friends that also have a band. Why don’t you make a song together? You are definitely familiar with all those popular featurings that big artists make. Well, they have a pretty good reason for it: the number of fans listening is double! This way, the other band’s fans may become your new fans!

Music blogs

It’s hard to reach mainstream music press when you are at the beginning of your career, but why don’t you try reaching music blogs? The bloggers are almost always eager to listen to new music and, if they like it, they can promote it on their websites.

Live shows

All artists create for their fans. Now it’s time to meet them. You don’t have to be an already popular artist to sing in front of an audience. First step: make a list of pubs and bars in your city that host local bands, then call them and make an appointment for an audition. Do your best to impress them and negotiate a good deal. At first, you will sing for free, but don’t worry – this is your chance for people to get to know you and start enjoying your music. After this … sky is the limit. Start small and grow from there. Using Oveit’s event registration software, you can set up your concerts and receive payments for tickets instantly. Pretty cool, right?

As you can see, there a lot of ways to promote your music without a label company of even money. All you have to do is stay positive, be creative and work hard. And, nonetheless, keep on making great music, until you get where you want to be!

Tips for startups attending Web Summit

This time of the year, lots of tech companies have one question to answer: Is it worth attending Web Summit or not?

Many claim that Web Summit has grown so large in the last couple of years, that it is impossible to get good results for your company. Others claim that it’s a bit too expensive and there is not much that a company can gain from attending Web Summit. Well, from the Oveit experience of Web Summit 2015, where we were an official Alpha Start-up, we can say that it’s definitely worth it and we’ll tell you why, how we managed to have such an amazing experience and why we’re looking forward to Web Summit 2016 in Lisbon.

The epicenter of IT & Tech

For a start-up that wants to succeed in the tech world, it is important to be there and get a feeling of the market and like-minded people. And what other place is better than a place where you can meet everyone and get updates regarding everyone else’s activity. At Web Summit there are lots of Alpha start-ups from different countries that develop new apps or gadgets for different industries.

You’ll find e-commerce start-ups, AI start-ups, gaming start-ups, medical (tech & apps) start-ups, etc. Besides the start-ups, the official numbers are: more than 50.000 attendees, more than 7.000 CEOs, more than 15.000 companies from more than 150 countries. So yes, it’s huge and there are lots of opportunities. You can meet companies that have the same market as yours, you can network, gain access to new markets and partner with people from all over the world and, in case you want it, you might even get to know an Angel Investor or a VC.

Badges and pitches

Every attendee that goes to Web Summit will receive a badge. As an Alpha Start-up, you might want to keep an eye on the Investor Badge, color-coded with red in 2015. If you’re raising capital, this is a great way to meet an investor and give him a short pitch. Careful: this means that there are hundreds of others like you on the lookout for those Investor badges. They usually walk around the stands and look at the companies. If they’re interested they will approach you, but it’s important to get their attention and give them a fast and precise presentation of what you’re doing. Remember, your pitch is the key.

On the other hand, there’s a trick that nobody will tell you at Web Summit. Usually, the Investor Badges are the most desired and sought after. This is why many important investors have stopped wearing them. I’m sure that you can understand that being approached by hundreds of people is not extremely pleasant, as many investors want to take their time into studying the companies that might be interesting for them. So, the badge can be deceiving. Therefore make sure that all the people coming to visit your stand are offered a pleasant experience. You never know how you’ll meet your Angel even if he doesn’t wear an Investor badge.

Use the app and mind the internet!

All Web Summit attendees gain access to the Web Summit app. With this app you can contact other people that you might want to meet and you can set up private meetings. However, there’s one trick to the app. It requires internet and internet is one tricky thing to have at Web Summit. Now we don’t know how the Internet will be in Lisbon this year, but you might expect that having tens of thousands of people accessing the event’s wi-fi is less than perfect.

Our solution? Linkedin. If you want to get in touch with people, connect with them before Web Summit and contact them via Linkedin during Web Summit. Last year, Linkedin was a great choice for many looking for networking opportunities.

Select the business cards

The key to good networking is the business card. Make sure you bring a lot of business cards with you. You will be handing them out with the speed of light. Make them stand out.

There will be so many business cards going around that if you manage to make yours stand out from the crowd, people will remember you, or at least they’ll have a memory of your product/company. Having set up an Alpha or Beta Start-up Booth, expect a lot of people visiting your stand and offering business cards.

Make sure you jot down with key details about your interaction with the people you are interacting with. It will help when you’re going to follow-up on a potential lead. And one more thing… freebies! Everyone likes freebies, so if you have the budget to make some goodies, do spend it. It’s worth it! From power banks to t-shirts, freebies will make people remember you.

Keep your eyes and ears open. Opportunities might be everywhere!

There’s a lot of things to do at Web Summit and there are lots of places to visit. You will bump into people that might be interesting for your app everywhere, from the cafeteria and up to the venues where lectures are being held. Make sure you mingle and keep your eyes open to spot any interesting name/company on the badge. Also, the major companies (such as Google, Facebook, etc) have their own big stands so you will be able to get in touch with them quite easily. Another important part of Web Summit is to party.

Yeah, you heard it right, go wild at parties. Every night there is a party held in one venue. Make sure you’re there and interact with everyone. And have fun. There’s no place better to connect with people than the place where everybody is relaxed and open to conversations. Grab your drink and mingle. Last but not least, be open to discussions about your product/company anywhere you go.

See you in Lisbon!

How to Create Personalized Badges for Your Event, in 3 Easy Steps

If you’ve been browsing our blog and went through the articles, you might’ve bumped into one titled “5 Tips for the Perfect Event Badges”. At the end of the article we mentioned a little secret that could help you out with the badge creation for your event. And that secret is, obviously, Oveit. In the following article we’ll be going through the step by step process of creating badges for your event using our Oveit event registration software.

1. Set up your event

The first thing you have to do is set up your event. Here’s a brief tutorial on setting up your event on Oveit. However, setting up badges is related to this part so the first elements that you have to activate are found in the additional options of the first step: Enable registration forms and Enable attendee badges. Mark them both.

Forms help you collect attendee data. This data is afterwards printed on personalized badges.

Forms help you collect attendee data.
This data is afterwards printed on personalized badges.

After you click save, a new tab shows up: Registration forms. Yay!

2. Set up registration forms

registration-forms-activated

Now you can collect data from your attendees.

Here, make sure that you mark as Mandatory all the information fields that you want your attendee to have on his badge (Name, Company, Position in Company etc.).

Here’s how a registration form might look like:

registration-forms-setup

There are two important areas here:

  1. Data recipients, which is optional. Here you can enter up to 3 email addresses that will receive updates when forms are filled in.
  2. The form fields. This is where the magic happens. This is where you actually set up your form. You can choose from text fields, dates, emails and such. But for the purpose of our badge setup tutorial, let’s just focus on “text”. For example I chose two text fields I want my attendees to fill in and shown on their badges: Name and Company.

Save and continue setting up your event. When you go back to your events dashboard you will see that the event has a new button next to “Tickets”. It’s called “Badges”.

new-button

3. Setting up your Badge design

Click on it and you will be taken to the Badge design tool. The first thing you see is a blue message: “You haven’t created any badges for this event.” Time to fix this situation. Click on the “New badge” button located in your top-right corner. This will take you to step 1.

badges

Step 1 – Who receives a badge and how will they be able to download it?

Once you’re at Step 1 you will first have to choose what ticket is associated to the badge. You can opt for a specific ticket (to create a specific badge – such as VIP Badge or Press Badge) or a badge for “All tickets”.

The next thing you have to check is whether you want to deliver the badge automatically to attendees via their email after the ticket order is confirmed. This will work only if you have set up at least one mandatory email field for this event.

If you choose to send the badges via email after order confirmation, you can choose your own Email subject and Email text. It is important that you add the ##download_link## variable to the Email text. That is where your attendees will click to download their badge. So regardless of what you want to communicate to your customer, make sure you add that variable to the text.

Step 2 – Choose your badge style

badges-step-2

Step 2 is the Badge style. You can choose one of the four standard badge sizes and formats. These are generally used for all major events so we’re sure that one of these will suit your needs. Once you chose your style, go to the next step.

Step 3 – Customize the badge design

Step 3 is the last and most important one. Here you actually configure your badge. You will see an image of your badge to the left. To the right you can upload a background that you previously create (this is something created specific for your event).

The maximum file size is 4MB and it should be a jpg, jpeg, png or gif. The background design is your choice: you can add sponsors, details, logos, information, maps of the event, anything that you want to appear on the badge of every participant (or of the specific category of people that have access to this type of badge).

A4-badge-area

Click to download an A6 to A4 badge template

Here is an example: Even though the A6 badge area is the only customizable section, you can add a larger background, of up to the size of an A4 paper (at 300 dpi). Click on the image on the right to get a template which you can use to customize your badge. The general areas are outlined so you can see where the content goes.

You can actually print an A4 badge, fold it two times and slip it in a lanyard holder.

Next, you can activate the QR code if you want to scan attendees by their badges. You can move the QR code to the left or right of the badge, as you prefer it (you can also make A4 badges, where only the upper left part will be editable, the rest is your design and when someone receives it, the badge can be folded and placed into the plastic pocket he usually receives at the events’ registration desk).

Drag and drop form fields to show on the badge. Activate and move around the QR code to fit your needs.

Drag and drop form fields to show on the badge.
Activate and move around the QR code to fit your needs.

Finally, you will have a list of the Mandatory fields that you previously created in the Registration Forms step. Here you can drag whatever field you want on the badge and arrange it any way you want. Once you’re done with this, Save your badge and that’s it! You’re done! Simple as that. In less than 5 minutes you can create a badge that will be available for everyone who registers (or buys tickets) at your event. Now all those long hours spending time to create special badges for every attendee are gone.

Of course, if you want to create more badges just repeat the process I’ve just described and you can have as many badge types as your event needs. The attendee has several options now: He can print his badge at home and come with it to the event or someone from your staff can print the badge when the attendee comes to the event. That is simple as well.

Just go to the Events dashboard, click on the “Check – in” button and you will be able to search and find the attendee by typing his name or other form details.

print-badge

Once you find him, you can click on the Print Badge button and that’s it. The badge is printed and your attendee can now enjoy the event.

printing the badge

Hope this was useful. If we can help you further, please let us know.

Remaining major sporting events of 2016 – what not to miss

Even though the Olympic Games have ended, there are still some sports events worth watching or even attending this fall and winter. Therefore, here is a selection of the most interesting events that will take place around the world, the following months.

World Cup of Hockey, 17th September – 1st October

Eight teams – Team Canada, Team Czech Republic, Team Finland, Team Russia, Team Sweden, Team USA, Team Europe and Team North America – will compete in a best-on-best international hockey championship – a two-week tournament, featuring more than 150 of the best players in the NHL. All tournament games will be played at Air Canada Centre in Toronto, home of the NHL’s Toronto Maple Leafs.

More info at: https://www.nhl.com

Chicago Marathon, 9th October

On race day, runners from all 50 states and more than 100 countries will set out to reach the finish line in Grant Park. Besides the fact that running is known to be very healthy, you can also help the ones in need, by running for a charity. The 2016 Bank of America Chicago Marathon Charity Program has more than 170 official charities. Every charitable organization allows its team of runners the unique opportunity to make their Marathon experience more meaningful by not only accomplishing a personal goal on race day, but by contributing to a larger mission and giving back to a worthy cause.

More info at: https://www.chicagomarathon.com

ATP World Tour Finals, London, 14th -20th November

The Barclays ATP World Tour Finals features only the world’s best eight qualified singles players and doubles teams as they battle it out for the last title of the season. Players compete for Emirates ATP Rankings points throughout the season in a bid to earn one of the eight coveted berths. Played using a round-robin format at The O2 in London, each participant plays three matches as they compete for a berth in the knockout semi-finals and beyond. An undefeated champion earns 1,500 Emirates ATP Rankings points. Total prize money offered is US$7.5 million.

More info at: http://www.barclaysatpworldtourfinals.com/

World Short Course Championships, 6th – 11th December

In December 2016, Windsor (Canada) will welcome up to 1,000 of the world’s top swimmers from over 175 countries, to compete in the 13th edition of the FINA World Swimming Championships (25m), for 46 gold medals over 6 days.

More info at: http://finawindsor2016.com/