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How to select the best ticketing system for conferences and exhibitions?

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How to select the best ticketing system for conferences and exhibitions?

  1. 1. Why is it so relevant to discuss registration systems?
  2. 2. BORING...!
  3. 3. CC BY SA 3.0, Nevit Dilman But: Your customers‘ journey goes in circles
  4. 4. Registration is at the heart of your customers’ journey!
  5. 5. Table top discussion: What bothers you most about your current way of registering attendees?
  6. 6. 10 decision criteria when selecting a new registration system
  7. 7. 1. What is the business model of the solution?
  8. 8. 2. What are the costs for hardware, connectivity and staffing on site?
  9. 9. Total Cost of Implementation (per time period, per event) Cost position Vendor A Vendor B Vendor C Your current solution Monthly base fee Cost for payment processing Depreciation of one-time software development Costs for dedicated staff in IT department Percentage of ticket turnover Cost for registration staff before the event Cost for registration staff at the event Hardware rental fee at the event (computers, tablets, scanners etc.) In case of own hardware: Depreciation Costs for internet connectivity on site Costs for security staff at the event Opportunity costs (exits before registration process is completed) Costs for trainings and webinars for your registration staff Total costs
  10. 10. 3. How easy is it to set up registration for a new event?
  11. 11. 4. Is it easy to use from a participant‘s point of view?
  12. 12. 5. How easy is it to integrate the system in your existing IT landscape?
  13. 13. 6. Do you need „just“ a registration system or in fact a lot more (website, app, survey platform etc.)
  14. 14. 7. Do your exhibitors and sponsors want to generate sales leads?
  15. 15. 8. Is the system mobile-ready?
  16. 16. 9. Does the system allow social login?
  17. 17. 10. What kind of promotion opportunities does the system offer?
  18. 18. Benefit analysis / Scoring model Criterion Weighing factor (1- 3) Vendor A Vendor B Vendor C Your current solution Total cost of implementation per event (1-5) 3 Ease of set-up (1-5) 2 Usability (1-5) 3 Integration in existing IT infrastructure (1-5) 2 Expandability (1-5) 1 Lead generation (1-5) 2 Mobile-friendliness (1-5) 3 Social Login (1-5) 1 Promotion opportunities (1-5) 2 Total score
  19. 19. Shortlist of solutions
  20. 20. 3 different kinds of event managers / Use scenarios
  21. 21. Meet Linda: Visitor Services Specialist at a large trade show and conference organizer
  22. 22. Linda is in charge of visitor services for a large trade show. She also runs conferences of 1.500 plus participants. She works at a venue that runs their own shows, and sometimes handles the registration service for guest events.
  23. 23. Meet Eric: Event Manager at an association
  24. 24. Eric runs many smaller to medium- sized events. He is in charge of logistics, organizing evening events, taking care of speaker management...
  25. 25. Meet Bernadette: Marketing Executive at a software company
  26. 26. Bernadette has various tasks, among which the organization of the annual customer meeting of her company.
  27. 27. Linda‘s shortlist of suppliers • Anywhere24 (Munich/Germany) • Converia (Weimar/Germany) • Converve (Hamburg/Germany) • Cvent (Tysons Corner, VA/USA, with sales offices in Australia, South Africa, UK) • Fairmate (Cologne/Germany) • N200 (UK, Netherlands, Germany)
  28. 28. Eric‘s shortlist of suppliers • Brown Paper tickets (Edinburgh/UK, various offices in USA) • eTouches (Norwalk, Connecticut/USA, Reading/UK, Sydney/Australia) • EventEspresso (WordPress plugin) • GateMe Pro (UK) • Get Invited (Belfast/Northern Ireland) • Ticketscript (UK, Netherlands, Germany, Belgium, Spain)
  29. 29. Eric‘s shortlist of suppliers • Ticketsource (UK) • TicketTailor (London/UK) • Weemss (Sofia/Bulgaria) • Woocommerce (WordPress plugin) • XING Events (Hamburg/Germany) • Yapsody (Los Angeles/USA)
  30. 30. Bernadette‘s shortlist of suppliers • BookitBee (Kent, UK) • eve.CheckIn (Hannover/Germany) • Zkipster
  31. 31. Applying to all scenarios • Eventbrite (San Francisco/USA, London/UK) • Groupon LIVE • Livebuzz (Coventry/UK)
  32. 32. Table top discussion: What comes next? Will you reconsider the way you register attendees? Or will you not change anything? Why?
  33. 33. bit.ly/ticketing_systems
  34. 34. Picture attributions • Page 1: Cover photo made with Wordswag app • Page 2: Made with Wordswag app • Page 4: Baby yawning: Frederik, my son • Page 5: Ropes CC BY SA 3.0, Nevit Dilman • Page 6: Heart by Wikimedia Public domain • Page 10: Coins: www.flickr.com/photos/36979785@N06/6252757801 Coinage via http://photopin.com creativecommons.org/licenses/by/2.0/ • Page 11: Motherboard www.flickr.com/photos/73628542@N00/4756213474 via photopin.com creativecommons.org/licenses/by-sa/2.0/ • Page 13: Computer with soup: Death to the stock photo • Page 14: Man in front of computer: Death to the stock photo • Page 15: Wikimedia Public Domain • Page 16: Michael Heipel • Page 17: Handshake: www.flickr.com/photos/124247024@N07/13903385550 via http://photopin.com, creativecommons.org/licenses/by-sa/2.0/ • Page 18: Mobile picture taken: By Death of the stock photo • Page 19: Profile pics: www.flickr.com/photos/49503019876@N01/1659321885 via photopin.com, creativecommons.org/licenses/by-sa/2.0 • Page 20: Promo Codes Wikimedia Public domain • Page 24: Pics of three event managers: http://www.designskilz.com/random-users/, Creative Commons 2.0 • Pages 38, 39 made with Wordswag app

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