WHAT IS IT FOR?

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Eventival 2.0 is the most widely used film festival data management and production software in the world. A truly "grassroots" product, it was created by former film festival organisers for those who do this gratifying but challenging job now, at the time of fiercely growing festival competition, a changing film industry landscape, and the breathtaking possibilities of information technology. The result of three years of analysis, discussions, designing, programming and programming and testing, Eventival 2.0 is used at nearly 50 film and other festivals.

WHY IS THAT?

Festival organisers tend to accept a high stress level and communication problems as something inherent to their work. But while the long working hours, last-minute changes, tough decisions will always be a part of the job, they are definitely easier to handle with the help of a comprehensive, all-encompassing management system that transparently lays before their eyes the details they need to know at any given moment.

Information technology affected the film industry by creating new media that increased the worldwide circulation of films. Festivals proliferated, providing an alternative to commercial film distribution, and gave a new life to non-mainstream films through a platform accessible to festival audiences. This, however, also negatively impacted the quality of films that "make it" to festivals (and often seem to be "made for" them). The belief that whoever can hold a digicam can be creative has turned the film festival universe into a busy intersection where filmmakers search for the perfect destinations for their films while festival programmers scrape for talented filmmakers amidst the majority of wannabees.

More films, more festivals, more screenings, more travel, more stress - and the question is: how to handle this? Big companies lack the economic motivation or experience to tread the festival jungle, hence so few festival-oriented tools exist that aim to increase the festivals' impact while decreasing their costs and effort.

But they exist.

And the most successful of them seems to be Eventival 2.0.

10 reasons why use Eventival

WHAT CAN EVENTIVAL DO?

Eventival 2.0 is a comprehensive software system covering most key aspects of organization of film festivals regardless of type, size, location and budget.

General information

• Web-based and platform independent: To use the system, all you need is a common browser (Chrome, Firefox, Safari, MS Explorer)
  Multi-project: You can organise multiple events using only one Eventival database. By sharing the data across the different events, you avoid repeated data entries - one of the worst ways in which anyone managing a database can waste their time
  Multi-lingual: While the staff-facing interface of Eventival 2.0 currently only exists in English, the visitor-facing interface (Visitor Page) can be translated into any language directly in the Eventival Setup and film submitters and festival guests can always choose between English and the festival's local language. In the future, we plan to also support the localisation of the main interface used by the staff

Areas of Work Covered by Eventival 2.0

• Mailing and Mass Mailing (an in-built email client lets you correspond with the people whose contacts you have, all sent emails are stored in the people / company folders in Eventival. You can send all your press releases, newsletters and other types of mass emails directly from the system to previously assigned recipient groups)
• Accreditation (designing layouts for accreditation cards, assigning / mass assigning > printing / mass printing > handing out accreditation cards during the event). Cards with or without barcodes can be printed in any formats and on either plastic or paper.
• Online accreditation (letting people interested in attending your event register on your website and enter their data in your Eventival database, approving / mass aproving the cards)
• Guest Invitation (assigning various types of invitation to the event based on the invitee's relation to it, sending / mass sending invitations by email or otherwise, accepting replies through an online interface that writes the reply details directly in your Eventival)
• Guest Travel and Transfers (registering data related to the guests' arrival and departure as well as their pick-up and drop-off and various local trips)
• Guest Hotel reservations (you can make reservations for your guests in hotels entered in yout database of hotels in Eventival)
• Special Events (you can create any types of events in your Eventival event database and assign them to your guests to make sure you have an overview of who was invited to what)
• Personal Schedules (you may create your guests' schedules and inform them of them via the guest-facing interface, the Visitor Page)
• Industry Office and Press Department (a flexible system of personal and company classification combined with Advanced Search, Export Builder and Publications module give you all the tools you need to keep track of industry and/or media delegates and created Industry and/or Press Guides)
• Tracking of Guest Payment and Film Fees (payment details for each guest and film can be entered in the system to give you an overview of money both spent and earned)
• Film Selection and Reviewing
• Print Traffic
• Film (print) Schedulling
• Daily office work with data (imports, exports, searches, queries, lists)

LOGICAL, TRANSPARENT AND INTUITIVE - EVENTIVAL MODULES AT A GLANCE

Dashboard and Global Functions

• The Eventival Dashboard displays realtime statistical and demographic data from the various Eventival modules and sub-modules
• Simple and Advanced Search modules give you almost inlimited options when searching for people, company and film data in an immense variety of combinations
• Lists, saved queries and tags let you create your favourite lists and get the data you need within seconds

People Database

• Personal profiles of people with professional relations to the festival (filmmakers, journalists, sponsors, staff, volunteers, etc.) with the possibility of multiple addresses and professional categories /classifications)
• Communications (mailing, sms, newsletters), mass correspondence with output to print or email
• Personal schedules
• Imports of data from Excel to the database
• Sophisticated searching and saving frequent searches

Company Database

• Company profiles for companies, institutions and organizations with professional relations to the festival with the possibility of multiple addresses and professional categories /classifications)
• Other functions as above

Film Database

• Film profiles for films in various stages of the selection process
• Film content management
• Film contact management and mailing
• Film selection/rating process allowing individual assessments (including remote evaluations)
• Venue / cinema management
• Film scheduling, exports of screening schedules into Excel and festival website
• International print traffic and local print movement coordination
• Print tracking application (reading a bar-code on the print writes the location of the print in the database)
• Film trailer preview
• Technical data for films and prints
• Display of film delegation assigned by the Hospitality department
• Generating the data and texts for festival publication (catalogues, programme brochures)
• Archiving and tracking films in various stages of production
• Contact tracking for the projects’ expected creators, festivals, distributors, etc.

Special Event Database

• Special event profile with details of the event
• Event content management - links to relevant persons and companies
• Lists of invitees with RSVP management
• Guest schedules
• Event scheduling
• Protocol management (assigning and overview of invitations to special events, e.g. parties, panels, seminars, workshops)
• Viewing of event location trailers

Mass Actions

• Anything that might make sense to do "en mass" rather that one-by-one is done through in the mass actions in the Mass Actions Module. These actions that can save you hundreds of hours of tedious work include mass assigning inviations, accreditation badges or tags, sending mass emails, newsletters and press releases, printing large numbers of badges at the same time, checking the attendance in selected cinemas where viewers must pass through a gate with a bar-code readers, mass transfers of large amounts of data, etc.

Cinando > Eventival Import Module

• Possibility to import selected contact details of people and companies stored in the Cinando database belonging to the Marche du Film (Cannes IFF)

Setup

• Eventival Setup allows the user to configure, personalise and parametrise the database so as to reflect their organisation's structure, needs and preferences

Help

• Tender App (an application for online communication between the Eventival support staff and the clients) allows tracking of problems and giving us suggestions
• In-built "Feedback" function lets you report issues without even leaving the page

Visitor Page

• Online registration (Registration or Accreditation Form) for participants, guests, speakers
• Online film submission (Film Entry Form)
• Online access for selected persons in the database for data updates (e.g. invitation, travel)

Eventival 2.0 is used by 54 events in 29 countries

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