General activities

Storing and managing contacts

  • People, company, film, play, artist and special event contacts and mutual relationships in one online database
  • Virtual business cards reflecting the complex reality of professional relationships
  • Unlimited categories, groups, sections, lists and queries

Communication

  • Press releases, newsletters or other emails via our own Mass Mail Module or via other mailing systems (currently MailChimp, SendGrid, Mailjet, Mad Mimi)
  • Archive of sent emails
  • Possibility to personalize mass emails thanks to merge fields
  • Generate personalized PDF attachments - e.g. invitations, invoices
  • Email tips to avoid spam filters
  • Flexibility in creating mailing lists
  • Seamless two-way communication via Eventival Visitor Page - the interface enhancing exchange of information between staff and everyone else

Mass actions

  • Mass mail and invitation
  • Mass data transfers shortening the time tedious work would otherwise take
  • Mass printing of badges, hotel vouchers, guests’ itineraries or other documents

Data imports, exports and analyses

  • Basic data import capability permitting upload of old data from Excel sheets and also import from Cinando database
  • Double suggestion permitting to discover potential doubles and merge them
  • Powerful search tool allowing almost unlimited combinations of various criteria
  • Extensive data export capabilities permitting exports of data, lists and queries into a variety of formats
  • Query and Export Manager for useful or frequently used export structures
  • Synchronization of data with website and mobile app

Online registration and other data exchange

  • Any number of customisable online forms (registration, submission forms for films, projects or bands, calls for volunteers, questionnaires, etc.)
  • Payments via integrated payment gateways (PayPal, The Pay, Carta Si, Nordea, Swedbank, SEB, Sampo Pank, Epay Kerala, Borgun, Buckaroo)
  • Forms with or without the need of login to Visitor Page
  • Automated confirmation emails with personalized information

Accounts and credentials

  • Login accounts for Back Office and Visitor Page users
  • Credential management
  • User groups
  • Restricted access to selected profiles

Accreditation and badges

  • Handle online registration and accreditation
  • Create accreditation levels and design badge layouts
  • Accept online payments via multiple payment options (see above)
  • Print plastic or paper badges with QR or barcodes
  • Scan badges to record their issuing or event attendance
  • Export detailed attendance statistics

Hospitality and guest services

  • Create, assign and send invitations, and review replies
  • Track international arrivals and departures
  • Arrange and track local pick-up and drop-off transfer schedules
  • Make and track reservations in festival hotels, online rooming list, keeping track of the costs
  • Special event invitations and schedule of interviews and meetings
  • Meeting requests management
  • Personal itineraries deliverable to the guests via Visitor Page or Mass Mail
  • Flexible search for guests based on any criteria
  • Customizable data exports to various formats - e.g. reports, printouts
  • Archive of past invitations, hotel reservations and event attendance

Project management

  • Projects, activities, tasks, notifications, timeframes to manage planned work
  • Keeping track of deadlines and responsibilities

Volunteer and talent recruitment and management

  • Keep all present and past personal data in one database for easy tracking
  • Create application forms with desired fields and in required languages
  • Organise and publish calls for applicants on your website
  • Easily inform the selected and not selected applicants
  • Handle staff accreditation, accommodation, travel, communication and schedules

Membership management

  • Keep all present and past member data in one database for easy tracking
  • Online member registration
  • Flexible payment options (see above), flexible conditions and levels

Donor and partner relations (CRM)

  • Keep present and past donor and partner data in one place for easy tracking
  • Track development in business relationships in Project management
  • Store and keep track of donations and manage donation plans

Media relations

  • Keep present and past media representative data in one place for easy tracking
  • Send press releases by mass mail
  • Handle requests for press accreditation, manage accommodation and travel
  • Collect and manage interview requests and organize itineraries

Schedules and itineraries

  • Create a master schedule for all films, live events (concerts, performances) and special events (parties, cocktails, panels, presentations, interviews)
  • Create itineraries for guests, filmmakers and artists
  • Export schedule in a number of formats and templates
  • Synchronise schedule with websites, apps or export to create publications

Films

Film and project profiles

  • Create film profiles or import them from Cinando database
  • Collect and store film titles, specs, synopses, relations
  • Receive and create technical sheets
  • Track all film and guest related fees
  • Create a film archive and publish it on your website

Film and project submission

  • Create online submission forms for films, projects, etc.
  • Invite films and ask filmmakers to update film information
  • Receive and track submission fees
  • Create discount codes
  • Synchronize your Eventival with Film festival life or Festhome platforms to import film submissions

Film review & selection

  • Set up a customisable film rating and reviewing system
  • Collect reviews and suggestions from programmers and reviewers
  • Keep track of the selection status and film sections and inform the submitter about their selection

Film programming

  • Create a master film schedule easily using drag & drop scheduling
  • Create venues and set up business rules to warn you about restrictions in formats, time or other clashes
  • Create typed of screenings
  • Schedule presentations and Q&As with each screening and add them to the presenters’ itineraries
  • Export the schedule into a customizable template or synchronize with your website and app
  • Schedule a screening of short films by creating a film package
  • Push to Cinando Video Library

Film publications

  • Copy editing, proofreading and translating tools in a dedicated space
  • Set up any number of desired publication formats
  • Publish relevant content on your website and mobile application

Media and venue logistics

  • Screener management
  • Handle print and media traffic
  • Flexible venue specs

Voting and Awards

  • Voting and collecting data through customisable voting forms
  • Reviewing voting results and publishing them on paper and online

Artists (Music festivals)

Artist and band profiles

  • Collect and store titles, bios, label, agent and crew information and contacts
  • Store technical riders, hospitality riders and stage plans in one place and send links to the documents to the relevant festival staff
  • Keep track of the production progress
  • Manage and track all artist related fees, deposits and other payments
  • Create an artist archive and publish it on your website

Submission

  • Create online band submission forms
  • Invite artists and ask them to update information and contacts
  • Receive and track submission fees, create discount codes

Review & selection

  • Set up a customisable band rating and reviewing system
  • Collect reviews and suggestions from programmers and reviewers
  • Keep track of the selection status and inform the artist about their selection

Programming

  • Create a master schedule easily using drag & drop scheduling
  • Create venues for various activities
  • Schedule sound checks, line checks, interviews, rehearsals, concerts, etc.
  • Export schedule into a customizable template or synchronize with your website and app
  • Link the scheduled activities with special events

Publications

  • Set up any number of desired publication formats
  • Edit and translate publication entries
  • Store “clean” data and files
  • Publish relevant content on your website

Plays

Play profiles

  • Collect and store play titles, specs, contacts and information
  • Track all play related fees
  • Manage translations and save dialogues, subtitles or other texts or documents
  • Create a play archive and publish it on your website

Programming

  • Create a master schedule easily using drag & drop scheduling
  • Create venues for various activities
  • Schedule sound checks, interviews, rehearsals, performances, etc.
  • Export the schedule into a customizable template or synchronize with your website and app
  • Link the scheduled activities with special events

Events and conferences

Event profile

  • Collect and store all relevant event details
  • Set events as Open (accessible to anyone on your Visitor Page) or closed (only accessible to people selected from Back Office)
  • Keep track of different stakeholders and suppliers to the event (vendors, catering providers, security)

Guest list & Invitations

  • Create, edit and export guest lists at any time
  • Control event capacity, reply deadlines and number of guests per invitation
  • Create invitation templates and personalize them with merge fields
  • Send event invitations individually or en masse, with or without login

Replies

  • Collect the guests' replies either through the Visitor Page or a Quick reply page that does not require the guest to log in
  • See replies statistics
  • Send reminders and confirmations

Event scheduling

  • Master schedule for events, talks, panels, seminars
  • Create venues and link them to companies and addresses
  • Add smaller 'Meetings' to the guests' itineraries

Exports

  • Publish relevant content on your website
  • Export the schedule into a customizable template
  • Export the guest list and the list of confirmed attendees