Support – Page 2 – Oveit Support

How do I add free attendees to my event?

Adding free attendees is quite simple. It takes just two steps.

Let’s say you have set up a paid event and you want to register some attendees without them having to go through payment processing.

Step 1: Set up a 100% voucher

Go to your Vouchers section:

vouchers

Set up a new voucher with 100% discount and select the event you want it to be applied to:

discount100

Don’t forget to add the discount code, set up the maximum uses and click save. Maximum uses is the maximum times the voucher can be used. For example: if you want to register 5 people you can set the maximum uses to 5.

discountcode

Step 2: Register attendees or ask them to register themselves using the discount code

Now you have an 100% discount code with five uses. You can now either a. register attendees yourself or b. send the discount code to your attendees and ask them to register themselves. To finish registration and apply the discount code just enter it in the checkout process:

apply-discount

How do I set up notifications for event registrations

So – you want to get notified via email when a new attendee registers to your event?

You can do that by following these two steps:

1. Activate “Enable registration forms” option, bottom of the page, step 1 in your event set up:

enable-registration-forms

2. In the “Registration forms” step, add the email address where you want your notifications delivered. You can add up to 3 such addresses. Each of them will receive a notification once a new attendee registers:

Registrant

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Maximising the number of event registrations

One of the most important aspects of event business is 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 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 report from Oveit's Dashboard

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.

Registration form - how to collect attendee data
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.

How to set up a seated event?

Seated events are usual choices for theater plays or concerts. With Oveit you can easily create seating maps and add them to your event.

Here’s how you can set up a seated event:

Step 1: Set up basic information for your seating map

In the “Venues” section, click the “New Venue” button. That will take you to the basic details section:

new-venue

Fill in the name of your venue, address and place on the map. Afterwards, click “Next step” in the bottom right area.

Step 2: Design your seating map using the graphic editor

Click “Seats” to add seats to your seating map. A modal window will show up, asking for the number of rows and columns for your seating map:

graphic-seating

You can set this to whichever setting best approximates one of your seating blocks. Obviously, you can add more than one seating blocks.

Once you click the “Add” button, your first seating map will show up:

seating-block

You can move this section, drag rows to match the real position, add or delete seats, or rotate the section.

Add or remove seats by clicking a specific seat:

seats

You can add decor (stage, bar, entrance etc.) By pressing the “Decor” button. So let’s add the stage:

stage

Step 3: labeling your seats and sections

Now it’s time to label each seat, decor piece or section. But don’t worry – we’ve tried to make it as easy as possible.

Press the “Tags” button or double click a seat. Your seating maps will now ask for input regarding the labels:

labels

Just add the relevant information to the section name and the stage:

stage-seating

Now for the seat rows and columns, we’ve built a nice little trick into Oveit: Series. What does that mean? Just fill in the first two numbers (example 1,2 or 2,4) and Oveit tries to guess and autocomplete the next seating or row numbers. Enter the first row number, enter the second row number and click the third:

autocomplete-rows

Now try the same thing with the seat numbers:

autocomplete-seats

Great! That works too. It also works with non-consecutive series. For example: if you input 2 and 4 and click the third seat Oveit will auto fill in seating numbers with 6,8,10 etc.

One more thing. If you have the same series on all rows, you can click the autofill icon next to the first row and all rows will use the same pattern in seats numbers. That can save you a lot of time.

seats-auto-fill

Now your seating map is complete. While you were working Oveit was saving your work so you can either click the “Save” button in the lower left area or just click the Oveit logo to go back to your dashboard. Now it’s time to associate tickets to your seating map.

Step 4: creating the event and associating tickets to your seating map

Last step – create an event and add tickets to your seating map.

To do that – head over to “My events”. Click the “New event” button and start your event by selecting the “With seating” option. Choose your newly created seating map:

my-seated-event

Fill in all other relevant data (start/end date and time, maybe a description) and click Next Step. You are now setting up the ticket categories.

I will add three ticket options, each with a different pricing and seats selection. First ticket: front row seats:

front-seat-ticket

Save your ticket by clicking the “Save ticket category” button.

Next – add a new ticket category:

new-category

Let’s set up a VIP front seat ticket, right in front of the stage:

vip-front-seat

Add the relevant info and click the save button.

Finally – the general admission tickets:

general-admission-ticket

Click save and now let’s head over to the last important step: associating tickets with seats. Do that by clicking the “Associate seating” button:

associate

You can see your seating map, your tickets and a great interface for matching one with the other:

associate-seats

The “Selection unit” shows three icons: section, row and seat. I will choose seats and select the front seat ticket first, from the “Ticket categories“. Afterwords, I will click the first two rows, thus setting up the ticket type attendees will purchase for the front rows:

front seat tickets

I will do the same thing by selecting the general admission tickets and associating the rows in the back:

general-admission-ticket-association

Now for the last step: adding a few VIP Front seats. I can do that by selecting the last selection unit (the dot) and selecting the VIP Front seat ticket category. Afterwards I click the seats I want to sell under the VIP Front seat pricing:

vip-ticket-associate

Now that you have set up all the tickets, just click the “Continue” button. All you have to do now is finish publishing your event and you’re done. You have created a seated event. Great job!

How to create personalized badges for my event?

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.

activating registrations form and badges from Oveit dashboard

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

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

2. Set up registration forms

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:

use registration forms to collect attendee data

There are two important areas here:

Data recipients, which is optional. Here you can enter up to 3 email addresses that will receive updates when forms are filled in.
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”.

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.

customize badges by selecting this option

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 with 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

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 specifically 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).

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.

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.

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.