Features

Centralised Contact Database

Centralised Contact Database

Grow your online database of people, company, film and event contacts with customisable in-depth details, link the profiles together and keep track of changing relationships throughout the years. Create customisable categories, tags, lists, queries. Import data from Excel sheets and let the system suggest potential duplicates to merge them together. Save time using mass data transfers and other mass actions.

Store documents related to specific people or companies such as passports, driver licenses for drivers, licenses for venues, contracts, insurance, etc.). Import data from Excel sheets and let the system suggest potential duplicates to merge them together. Save time using mass data transfers and other mass actions.

Data Import, Export and Search

Data Import, Export and Search

Import data from Excel sheets and let the system suggest potential duplicates to merge them together. Use Eventival’s powerful search tool that allows simultaneously combining multiple criteria to make very complex searches and saving your search as a query for later reference. Choose what information should appear in your exports and select the preferred export format. Once you create your custom exports, they will be accessible with the click of a button.

Import From Cinando

Import From Cinando

Grow your database of films and contacts thanks to integration between Eventival and Cinando. Search accross over 50 000 film entries and over 75 000 profiles of people from the film industry, and add their data to your Back Office with one click. Save hours of manual work spent on online research for film details and contact information.

Film Information And Materials

Film Information And Materials

Eventival becomes the central data hub for everything related to 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.

Film Or Project Submission

Film Or Project Submission

Launch your call for submissions and start receiving entries directly into your film database. Create unlimited customisable online submission forms for films or film projects. Eventival can process submission fee payments via Paypal or many other payment systems (see their list here). Create submission fee discount codes.

Connect To Other Submission Platforms

Connect To Other Submission Platforms

Synchronise your Eventival with other film submission platforms such as FilmFestivalLife or Festhome to centralise and process all entries in one environment.

Film Review

Film Review

Eventival provides a simple-to-use secure online interface to allow your selection committee or external reviewers to access the preview links and review and score the submissions. You are in control of assigning which programmers and reviewers should review which films.

Film Selection

Film Selection

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.

Let Filmmakers Update Their Film Information

Let Filmmakers Update Their Film Information

Stop the endless copy-pasting of information from your email correspondence and let filmmakers and producers update their film information in a way that goes directly to your film database and does not mean any 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.

Film Programming

Film Programming

Start programming your festival easily by drag & dropping the films into the schedule. Eventival lets you focus on the creative aspect by taking care of the technical one - warning you of time collisions, format conflicts and other aspects. Add a presentation or a Q&A to each screening and Eventival will austomatically add it to the itineraries of the presenters, guests and translators. Categorise your screenings into public, press, industry or other screening categories. Schedule a screening of short films by creating a film package.

Publications

Publications

Prepare your publication entries in one central database and export to other online or printed platforms such as festival website, mobile app, ticketing system and catalogues and brochures. Dedicated space for all your text edits, proofreading and translations to multiple languages. Keep track of the progress and lock the finished work. Set up any number of desired publication layouts and export film, screening or participant data into multiple formats.

Film Logistics And Fees

Film Logistics And Fees

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.

Festival Invitations

Festival Invitations

Invite film delegations, partners, sponsors, board members and other guests, let them reply online and fill in details about their festival stay. Create customisable invitation templates and send personalised mass invitations.

Accreditation

Accreditation

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.

Travel and Transfers

Travel and Transfers

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.

Events

Events

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.

Accommodation

Accommodation

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.

Guest schedules

Guest schedules

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.

Badges

Badges

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.

Newsletters, Mass Mail

Newsletters, Mass Mail

Send unlimited press releases, newsletters and invitations via Eventival’s built-in mass mail tool or integrated mass mail platforms - Mailchimp, SendGrid, Mailjet or MadMimi. Create flexible mailing lists and archive sent emails. Design professional-looking emails easily using Eventival Email template builder & editor, personalise emails using merge fields and send emails with personalised attachments such as personal itineraries, invoices, confirmations.

Online Forms

Online Forms

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.

Volunteer Management

Volunteer Management

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

Notepad

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.

Project And Task Management

Project And Task Management

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.

Voting And Awards

Voting And Awards

Organise online voting and collect data through customisable voting forms, review the results and export them to paper publications and website.

Visitor Page

Visitor Page

The customisable front end interface is your secure communication channel with filmmakers, guests, participants, volunteers and press - letting them submit films, register, RSVP to events, pay online, and much more.

Customisable Interface

Customisable Interface

Create additional custom database fields, drop-down menus, text boxes and checkboxes to make your Eventival fit like a glove.

Invitations

Invitations

Personalise invitations using merge fields and send emails with personalised attachments such as individual itineraries, invoices or confirmations. Send invitations with special links permitting the guest to reply with or without the need to log in.

Membership

Membership

Keep all present and past member data in one database for easy tracking. Online member registration. Flexible payment options, conditions and levels.

Donor and Sponsor Relations

Donor and Sponsor Relations

Keep present and past donor and partner data in one place for easy tracking. Track development in business relationships in Project management.

Schedule

Schedule

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.

Press Relations

Press 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.

Who's here

Who's here

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.

Publications

Publications

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.

Multiple Languages

Multiple Languages

Both Eventival interfaces are continuously being localised: the Visitor Page is currently available in over 15 languages, while the Back Office in 6 languages.

Synchronization With Website, Mobile App And Ticketing

Synchronization With Website, Mobile App And Ticketing

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.