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Overview of features

Music Festivals

Everything in One Place

Everything in One Place

A central data hub to organise and manage all aspects of the work and to make sure the whole team stays on the same page. No need to switch between spreadsheets and views, eliminating duplicate data entry and improving team collaboration. Make any change to the festival schedule and it will be automatically reflected also in the artist itinerary and visible to all other team members as well. Switch between large bird view schedule overview to a detailed one.

Artist Management

Artist Management

Store all artist and band information in one central database, save their bios, label, agent and crew information. Link all related people and companies such as booking agency and agent, tour manager, artistic crew and store their contacts. Create custom fields for any information you wish to save that did not fit elsewhere. Eventually, Eventival will become your archive of booking history.

Production Progress

Production Progress

Keep track of the production steps such as signing the contract and festival rider, arranging the travel and visas, receiving the rider, backline, press kits and other documents, announcing the artist and sending the personal itineraries.

Documents and Links

Documents and Links

Store technical riders, stage plots, press kits, contracts, photos and other documents in one place and send links to the documents to the relevant festival staff.

Artist Submission

Artist Submission

Launch your call for band submissions and start receiving applications directly into your artist database. Create your application form with desired fields and let the bands upload pictures, video links, contacts and other information. Eventival can also process submission fee payments via Paypal or many other payment systems (see their list here).

Artist Review and Selection

Artist Review and Selection

Set up a band rating and reviewing system for your reviewers. Eventival provides a simple-to-use secure online interface to allow them to access video links and other material submitted by the bands and score the applications. Keep track of the selection status of each artist and easily inform the selected and non-selected applicants using the in-built mass mailing tool.

Scheduling

Scheduling

Start scheduling activities at multiple venues and stages easily using drag & drop scheduling. Add shows, soundchecks, line checks, load ins, changeovers, rehearsals, press or public conferences, interviews, crew call and meals, link them to artists and special events. Use the venue manager to only display selected venues. 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 running order per day? All days, all venues or just selected ones? One festival day per one sheet or everything in one sheet? Venues vertically and time slots horizontally or vice versa? The options are endless.

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 artist or participant data into multiple formats.

Synchronization With Website, Mobile App And Ticketing

Synchronization With Website, Mobile App And Ticketing

Publish your festival schedule and artist profiles on your website, mobile app or ticketing system 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.

Hospitality

Hospitality

Handle guest management from A to Z. Categorise your guests, track international arrivals and departures, arrange local pick-up and drop-off transfer schedules, keep track of your capacity of hotels, manage accommodation expenses and generate rooming lists. Keep track of it all using flexible search for guests based on any criteria, customisable overviews and data exports to various formats. Let Eventival be your archive of past guests, hotel reservations and event attendance.

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.

Accommodation

Accommodation

Keep track of your capacity of hotels and rooms, reserve rooms for guests, artists and companies, manage accommodation expenses and generate online and offline rooming lists and hotel vouchers.

Itineraries

Itineraries

Create a personalised itinerary for each artist, guest or staff based on their schedule of events, shows, meetings, travel & transfers, hotel check-in and check-out. Send the itineraries by email to each guest or to artist manager or let them see and download it online in their Visitor Page.

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.

Accreditation

Accreditation

Handle volunteer, staff, press or guest accreditation easily. Run online 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.

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.

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 applicants and for all other mass communication with volunteers. Handle staff accreditation, accommodation, travel, communication and schedules.

Online Forms

Online Forms

Collect feedback through a survey from your festival participants to further improve the festival preparation. 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. Let the system send automatic confirmation emails with overview of filled in information.

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.

Centralised Contact Database

Centralised Contact Database

All contact details in one place accessible for everyone. Grow your online database of people, company, artist 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 and assign people to different groups (staff, transportation, suppliers, technicians, artist coordinators, media, guests, agents etc.).

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.

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. Personalise emails using merge fields (they will automatically fill in information that is stored in the system) and send emails with personalised attachments such as personal itineraries, invoices, confirmations.

Search And Export

Search And Export

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.

Customisable Interface

Customisable Interface

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

Visitor Page

Visitor Page

The customisable front end interface accessible from your website is your communication channel with bands, press, guests and other participants, helping you collect and distribute data, accept online payments and much more.

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. Store and keep track of donations and manage donation plans.

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.

System Specifications

System Specifications

Check out our technical sheet for more information.