To work together on any kind of joint project, even a small group of people needs to rely on shared information: contacts, numbers, descriptions, plans, assumptions and expectations. When like-minded people put their energy and enthusiasm together and start building a cultural, social or business event, establishing a system of communication and a way of collecting data is hardly the first thing on their mind - it simply seems too mundane, it's not exciting, it's not sexy.
And that's how it happens that our predominant clients, film festivals - organisations that usually attract people who prefer spontaneity over system, that regularly suffer from losing team members because it cannot offer all of them permanent jobs, and whose ambitions rise and drop in sync with the health of its budget - often end up realising that they're sitting on a heap of valuable data which they cannot view at once, cannot connect, and as a result, almost cannot use.
The list of features below has been created with the intention to give you an idea of what you can do in a situation like that - and why we think Eventival is the answer.
At the heart of the Eventival platform lies a powerful, customisable and expandable database - or rather five interconnected database modules - in which you can store personal, company, film, event and project files related to what you do both year-round and in relation to your events. Each module contains predefined fields as well as an area where you can add fields of your own, and like in real life, the persons, companies, films, events and projects can be interlinked to give you an overview of who does or did what and when. The database is built and designed in a way to become your main data resource - you can keep adding to it without fearing that the old and new data will get mixed up, flexibly adjust categories whenever you need, create unlimited search filters and save useful queries, import and export data into spreadsheets and other formats, in other words, do anything you need to finally have all your data in one place, always ready to be used, updated, exported, displayed or shared.
Storing all your data in Eventival doesn't mean that you should stop using spreadsheets when they are useful. You can use tools for searching through all thinkable criteria (if there's a field for it, it can be searched and exported), and make complex searches that find pretty much everything you ever stored. And because the queries and exports can be saved (and shared with all or only selected colleagues), you won't need to do this over and over - if you spend some time building useful queries and exports beforehand, you will always be just one click of a button away from getting the results you need and exporting them into Excel, PDF and other formats. And of course, the same goes for moving data in the other direction: every spreadsheet with useful personal, company or film data that you'd like to keep should always end up back in Eventival, and the Excel import tools will even prevent you from creating duplicates and let you merge different files of identical people or companies.
Cinando, created by the Cannes Marche du film in 2003, is the world's premier film industry database, with currently about 110,000 film entries and over 65,000 film industry professionals. In 2010, an integration between Cinando and Eventival was created, and since then, festivals using Eventival have been able to grow and updated their database of films and personal and company contacts by importing data from Cinando to Eventival. Considering that it takes a couple of minutes to create a personal or company file in Eventival, and a little more than than to save data of a film, it's a very welcome prospect to be able to simply move data from Cinando into Eventival with a few clicks.
Create unlimited and customisable online film and project submission forms, publish them on your website, and receive entries directly into your film database. Eventival can process submission fee payments via Paypal, Stripe and other payment systems. Create submission fee discount codes. Combine Eventival submissions with the use of other film submission platforms, preselect the films in them, and imports the selected films into Eventival where the rest of the film entry processing is done.
The parts of the Films module where you can store and organise any data related to the films you receive, import, enter, select and publish. Besides all the usual fields for production details, synopses and all relevant additional information. Attach important documents and links to external folders in Dropbox or Google Drive. Link the films to people or companies and create custom fields for any information that did not fit elsewhere.store all data related to the films at any stage of creation (that is, including film projects). your films. You no longer have to go through several folders and spreadsheets, you will find everything you are looking for in one place.
Store film titles with production details, synopses and all relevant additional information. Attach important documents and links to external folders in Dropbox or Google Drive. Link the films to people or companies and create custom fields for any information that did not fit elsewhere.
While the core programmers usually review films directly in Back Office where they have access to all film information, the external reviewers (screeners) usually do this in Visitor Page. Different festivals do things differently: some assign certain films to certain reviewers, others assign everything to everyone, and others let reviewers pick the films they want to review. The Film Selection interface provides all their need for their work: film titles, preview links, customisable fields where they write their comments and recommendations, adjustable ratings, etc. The bottom line is: whatever they reviewers write goes directly in the Film Selection submodule in your Eventival database - no more emails with comments, no more Google sheets.
Keep track of your progress by assigning selection status and program section to the entries. See the big picture thanks to customisable overviews and communicate easily to inform the submitters about their selection thanks to the built-in mass mailing tool with customisable email templates.
Once the films have been preselected, you let the filmmakers know using personalised emails (sent through Eventival's mass mail tool), and then give them access to the films so they can provide you with updates. No more endless copy-pasting of information from your email correspondence, no more tedious extra work for you. Eventival enables the filmmakers to provide you with film catalogue entries, press kits, film copy technical information or anything else related to their film through a simple-to-use online interface.
Keep track of all digital and non-digital film copies, their technical details and movement. Create overviews and print logistics sheets. Keep track of all expenses and income related to a particular film in one place and export fee overviews.
Once you have selected the films you want to snow, it's time to begin creating the film schedule. All festivals usually do this on the wall first, printing stickets with the film names and placing them in rows and lines that represent venues, dates and times. Once the wall is full, someone sits down with Eventival, and using the drag & drop feature, recreated the schedule inside the system. Unlike the wall, Eventival lets you narrow the focus on films by categories, sections, etc., and even more importantly, it warns you of all kinds of wrong moves - time collisions, format conflicts etc. When programming screenings, you can assign to them special categories (press, private, etc.) and add Into / Q&A session with links to people (moderators, translators, directors) or companies, and because everything in Eventival is relational, this information will be automatically added to the relevant people's itineraries.
When programming groups of shorts, you program the Film package as a whole, while the individual films that forms a part of the package obviously have their own files.
After the films are confirmed, you can begin to prepare the festival catalogue and other publications (screening brochure, industry guide, etc.) This means moving the data into a special section within Eventival where the data destined for publication will be proofred, translated into all your languages, and then locked. At every stage, you can keep track the progress of the work. Once this is all done, you create the desired publication layouts, and the data is ready to be used - by the person in charge of creating your physical publications, your webmaster who will put it on your website, or third parties providing your ticketing solutions, mobile apps, VOD platforms, etc.
Handle participant, guest, press, volunteer and staff accreditation easily. Run online registration and accreditation on Eventival Visitor Page that lets the participants register, request accreditation and pay via Paypal or various other payment systems (see their list here). Create different accreditation types or packages and let Eventival handle the sending of automatic confirmations and invoices.
Create customisable invitation templates and send personalised mass invitations to your guests, film delegations, journalists, sponsors and other guests using merge fields, with personalised attachments (with individual itineraries, invoices or confirmations), and let them reply online (either with or without the need to log in) and fill in details about their festival stay.
Enter and save guests' international travel details. It can be used both for when you are arranging the guest's travel and also for guests who are arranging their travel themselves to mark their travel details. Create local transfers schedules. System will automatically suggest transfer suggestions based on guest’s arrival and events in their itinerary. Assign drivers and companions and export transfer schedules for each guest, driver or an overall schedule into Excel or PDF.
Manage events, venues and capacities, link stakeholders and suppliers, create open or invitation-only events happening during your festival or year-round. Create guest lists, send personalised invitations using our mass mail tool and let the guests RSVP online with or without the need to log in. Send out reminders and confirmations, and export guest lists.
Keep track of your capacity of hotels and rooms, reserve rooms for filmmakers, guests and companies, manage accommodation expenses and generate online and offline rooming lists and hotel vouchers.
Eventival generates a personalised schedule for each participant based on their event invitations, screenings, meetings, travel & transfers, hotel check-in and check-out. Send the schedule by email to each guest or let them see and download it online in their Visitor Page.
Design badge layouts and print badges with participants’ pictures, names, dates, access levels and other details. Keep track of the badges each step of the way by monitoring whether they are assigned, paid, printed or issued. Add barcodes or QR codes to badges and scan them to monitor screening/event attendance and export overall attendance statistics.
Send unlimited press releases, newsletters and invitations using Eventival’s own mass mailing tool or integrated mass mail platforms (Mailchimp, SendGrid, Mailjet, MadMimi). Create flexible mailing lists and archive sent emails. Design professional-looking emails easily using the Topol email template builder & editor, personalise emails using merge fields and send emails with personalised attachments such as personal itineraries, invoices, confirmations.
Create any number of customisable online forms with desired fields and in required languages with or without the need to log in to Visitor Page – call for volunteers, surveys or registration forms. Collect feedback through a survey from your festival participants to further improve the festival preparation. Let the system send automatic confirmation emails with overview of filled in information.
Recruit volunteers and let them fill in a customisable registration form online. Keep all present and past personal data in one database for easy tracking. Use the in-built mass mailing tool to easily inform the selected and not selected volunteers and for all other mass communication. Handle staff accreditation, accommodation, travel, communication and schedules.
Notepad is a tool to communitate with your team directly in Eventival. Instead of using increasing number of communication platforms and channels, Notepad enables you to add notes directly to the item in your databse, comment on them, and tag your colleagues who will be automatically notified about it via email. It can be used as a message board for adding all sorts of notes and comments that could be relevant to you and other staff members, keeping them easily searchable and accessible to you and your team.
It’s all about teamwork! Plan and manage work, assign tasks and roles to team members and keep track of check lists and deadlines. Set reminders for yourself or colleagues and receive a report of updates. Keep sensitive information protected by making projects visible only to selected team members. Create templates for standard tasks and projects and clone them easily if needed.
Organise online voting and collect data through customisable voting forms, review the results and export them to paper publications and website.
Create additional custom database fields, drop-down menus, text boxes and checkboxes to make your Eventival fit like a glove.
Keep all present and past member data in one database for easy tracking. Online member registration. Flexible payment options, conditions and levels.
Keep present and past donor and partner data in one place for easy tracking. Track development in business relationships in Project management.
Create a master schedule of film screenings, Q&As, press conferences, masterclasses, workshops, parties and other social and industry events. Let Eventival help you with possible double bookings. Use different colors for different venues and film sections. Enlarge the schedule and project it on the wall to see the big picture. Export the schedule in any desired way: Excel or other formats? Overall schedule of all events or just the daily schedule? All days, all venues or just selected ones? One day per one sheet or everything in one sheet? Venues vertically and time slots horizontally or vice versa? The options are endless.
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.
Display the list of participants and their profiles in an online interface that allows the users to search, filter, add to favourites and directly contact each other. Let your guests schedule meetings even before they arrive at the event.
Prepare your publication entries in one central database and export to other online or printed platforms such as website, mobile app, ticketing system and catalogues and brochures. Export the schedule, event descriptions, profiles and biographies of participants or speakers into multiple formats.
Eventival Back Office is in English. Eventival Visitor Page - the interface facing everyone else who needs to communication with your organisation - is currently available in over 15 languages including Arabic and Korean, and can be translated into any language.
Publish your festival schedule and film information on your website, mobile app, ticketing system or online content platform (video library or VOD platfrom) easily without the time-consuming hassle of having to upload texts, images and files to your website. Connect your website to Eventival so that it is always up to date even when you make changes to the festival program.
Push film and screening information to your Cinando Video Library.
Accept payments using a number of integrated payment gateways (merchant services provided by e-commerce application service providers that authorize credit card or direct payments processing for e-businesses, online retailers, bricks and clicks, or traditional brick and mortar businesses). The following payment gateways can be used to process payments in Eventival: Borgun, Buskaroo, CartaSi, Dibs, ePay Kerala, Ingenico, PayPal, PayStack, PagOnline, Payline, Payment Express, Proxypay, Nordea, Redsys, Sampo Bank, SEB, Stripe, Swedbank and The Pay.