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Overview of features

Event Organisers

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. Any change or update will be visible to all team members.

Centralised Contact Database

Centralised Contact Database

Grow your online database of people, company, film, artist or 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. Save time using mass data transfers and other mass actions. 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. 

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 and send emails with personalised attachments such as personal itineraries, invoices, confirmations. Email tips to avoid spam filters.

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.

Online Registration

Online Registration

Let your participants register online. 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 – registration forms, calls for volunteers, surveys, questionnaires, subscrition forms, etc. Let the system send automatic confirmation emails with overview of filled in information.

Accreditation

Accreditation

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.

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 event attendance and export overall attendance statistics.

Events

Events

Manage events, venues and capacities, link stakeholders and suppliers, create open or invitation-only events happening during your main event 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.

Schedule

Schedule

Create a master schedule of all events, parties, workshops or press conferences and let Eventival help you with possible double bookings. 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 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.

Hospitality

Hospitality

Handle guest management from A to Z. Invite 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 and companies, manage accommodation expenses and generate online and offline rooming lists and hotel vouchers.

Itineraries

Itineraries

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

Participants List

Participants List

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.

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.

Project and Task Management

Project and Task Management

Plan and manage work, assign tasks and roles to team members and keep track of check lists and deadlines. Receive reminders and notifications of any updates. Keep sensitive information protected by making projects visible only to selected team members.

Membership

Membership

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

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.

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.

Data Imports and Exports

Data Imports and Exports

Import data from Excel sheets and let the system suggest potential duplicates to merge them together. Export data, lists and overviews and choose what information should appear in your exports and your 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

If you are a film-related organisation, you might be interested in Eventival's direct connection with Cinando. The Cinando database has over 50 000 film entries and over 75 000 profiles of people from the film industry that you can easily import to your Eventival database at the push of a button and save hours of manual work.

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.

Synchronization With Website, Mobile App And Ticketing

Synchronization With Website, Mobile App And Ticketing

Publish your schedule, event information or participant 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 schedule.

Visitor Page

Visitor Page

The customisable front end interface is your secure communication channel with guests, participants, volunteers and press - letting them 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.

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.

System Specifications

System Specifications

Check out our technical sheet for more information.