Invitara Event Management & Ticketing - Case Study

Our client, a leading event planning agency managing events for thousands of attendees, found themselves struggling with a common industry challenge: an expensive, inflexible tool that failed to meet their needs.

Despite paying a substantial amount, their tool lacked the flexibility and features necessary to effectively manage large-scale events. The limitations hindered their ability to provide a seamless experience for both organizers and attendees.

Solution

After they approached us we started to develop a custom event management platform. We named it Invitara.

Our Approach

Understanding the Vision

Our first step was to conduct in-depth consultations with the client. We needed to grasp not just their current pain points, but their vision for the future of their event planning processes. These discussions revealed a desire for a tool that was:

• Highly customizable to suit various event types and sizes
• Cost-effective in the long run
• Feature-rich to eliminate the need for multiple disparate tools
• User-friendly for both event planners and attendees
• Scalable to accommodate future growth

Agile Development

Right from the start we were immediately faced with a challenge: extremely tight deadlines. With several high-profile events coming up soon, we needed to deliver a functional, robust solution in record time.

Given the time constraints, we adopted an agile development methodology. This approach allowed us to:

• Prioritize features based on immediate needs and long-term goals
• Deliver functional modules in phases, enabling the client to start using critical features early
• Iterate rapidly based on real-world feedback
• Maintain flexibility to adapt to changing requirements as the project evolved

Key Features of Invitara

Contact Management

At the heart of any event management tool lies its contact management system. We built Invitara's contact management module with flexibility and power in mind:

• Import and Export Capabilities: Seamlessly transfer contact data from existing databases or export for use in other tools.
• Custom Properties: Each event can have its own set of custom contact properties, providing unparalleled flexibility in data collection and management.
• Tagging System: Organize contacts efficiently with a customizable tagging system, allowing for easy segmentation and targeted communication.

Landing Pages

• Event-Specific Pages: Each event can have its own unique landing pages, reflecting its individual brand and style.
• User-Friendly Sign-Up Process: Streamlined registration forms reduce friction and increase conversion rates.
• Multilingual Support: Catering to a global audience, landing pages can be created in multiple languages, expanding the reach of each event.

QR Codes

• Unique Codes: Every contact receives a personalized QR code.
• Versatile Usage: Codes can be used for check-in, access control, and personalized interactions throughout the event.
• Seamless Integration: QR codes are automatically generated and can be easily included in emails, tickets, or badges.

This feature significantly reduced check-in times and enhanced the overall attendee experience.

Email Sending

Email communication is crucial in event management. We built a powerful email module that includes:

• Customizable Templates: Create and save templates for various communication needs.
• Automated Workflows: Set up trigger-based emails for actions like event sign-ups or reminder notifications.
• Campaign Management: Plan and execute complex email campaigns to engage attendees before, during, and after events.
• Comprehensive Analytics: Track email opens, clicks, and bounces to refine communication strategies.

Sophisticated Check-In System

The check-in process can make or break an attendee's first impression of an event. Our check-in system was designed to be both efficient and adaptable:

• Real-Time Statistics: Monitor event attendance with live updates on check-in numbers.
• Customizable Rules: Set specific check-in parameters, such as allowing or restricting re-entry.
• Dedicated Mobile App: A purpose-built app streamlines the check-in process for event staff.
• Offline Functionality: Ensure smooth operations even in areas with poor internet connectivity.
• Badge Printing Integration: Option to print badges on-demand during check-in for a seamless experience.

This system not only sped up the check-in process but also provided valuable real-time data for event organizers.

Interactive Seating Tool

For events requiring assigned seating, we developed an intuitive seating management system:

• Create digital representations of event spaces.
• Easily assign attendees to specific tables or seats.
• Real-Time Updates: The seating map reflects live check-in status, giving organizers an instant overview of attendance.
• Integration with Check-In: Assigned seats are displayed during the check-in process, guiding attendees efficiently.

Results and Impact

• Cost Savings: The client now uses Invitara instead of another tool. They break-even after only 3 events.
• Scalability: The client successfully managed a large event, with thousands of attendees, without any system issues.
• Brand Enhancement: The professional and smooth event experiences enhanced the client's reputation in the industry.

Conclusion

By deeply understanding our client's needs and leveraging our technical expertise, we created a platform that not only solved immediate problems but also paved the way for future innovations.

We're working on extending Invitara from a client-specific solution to an industry-standard tool.