A relational online data platform storing information about content (events, films, music, theatre) and content creators (staff, volunteers, vendors, suppliers, filmmakers, artists, etc.)
Personal and company databases with preset and customisable fields, expandable contact details, display of professional interactions, flexible and customisable categorisation
Film, artist, performance and event databases with preset and customisable fields, display of people and company interactions, flexible and customisable categorisation
All databases are interrelated and archived
A project database
Customisable lists and queries
Communication
Integrated Mass Mailing system to handle distribution of press releases, newsletters or other bulk emails
Ready for integration with leading professional mailing systems (MailChimp, SendGrid, Mailjet, Mad Mimi)
Archive of emails sent from the system
Possibility to personalize mass emails using Eventival Mail Merge Fields
Possibility to generate personalized PDF attachments (e.g. invitations, invoices)
Email tips to avoid spam filters
Flexibility in creating mailing lists
Seamless communication via the Eventival Visitor Page - the interface facilitating exchange of information
Mass actions
Mailing (press releases, newsletters, bulk mails), invitation to events and events within events
Mass data transfers reducing tedious work with large amounts of data
Mass printing of badges and hotel vouchers
Mass generating or printing of guests’ itineraries or other documents
Simultaneous programming of films and events into preset schedules
Data imports, exports and analyses
User-managed data migration from previously used databases
Importing additional data from Excel sheets
Importing people, company and film data from the Cinando database
Alerts to avoid storing duplicate entries (persons, companies), and the possibility to merge them
Powerful search tool allowing nearly unlimited combinations of criteria
Extensive data export capabilities to export data, lists and queries into various formats
Query and Export Manager for useful or frequently used export structures
Synchronization of selected content and personal data with websites and mobile apps
Online registration and other data exchange
Unlimited number of customisable online forms (registration, calls for film entries, project or band submissions, calls for volunteers, questionnaires, etc.)
Payments via integrated payment gateways (PayPal, The Pay, Carta Si, Nordea, Swedbank, SEB, Sampo Pank, Epay Kerala, Borgun, Buckaroo)
Answer forms requiring login to the Visitor Page as well as simpler forms without login
Automated confirmation emails with personalized information
Accounts and credentials
Login accounts for Back Office and Visitor Page users
Credential management permitting the admin(s) to set different levels of access rights to different databases and modules, either per individual user or a predefined user group
Private profiles visible only to users with a permission
People and companies
Accreditation and badges
Online registration and accreditation
Customisable accreditation levels
Customisable design of accreditation badge layouts
Online payments via multiple payment options (see above)
Possibility to print plastic or paper badges with QR or barcodes
Scanning badges to record their issuing or event attendance
Possibilty to export detailed attendance statistics
Hospitality and guest services
Creating, assigning, sending and processing invitations
Tracking international arrivals and departures
Managing local pick-up and drop-off transfer schedules
Managing reservations in festival hotels, online rooming list, keeping track of the costs
Special event invitations and schedule of interviews and meetings
Meeting requests management
Personal itineraries deliverable to guests via Visitor Page or Mass Mail
Flexible search for guests based on any criteria
Customizable data exports to various formats - e.g. reports, printouts
Archive of past invitations, hotel reservations and event attendance
Project management
Projects, activities, tasks, notifications, timeframes to manage planned work
Keeping track of deadlines and responsibilities
Volunteer and talent recruitment and management
Keep all present and past personal data in one database for easy tracking
Create application forms with desired fields and in required languages
Organise and publish calls for applicants on your website
Easily inform the selected and not selected applicants
Handle staff accreditation, accommodation, travel, communication and schedules
Membership management
Keep all present and past member data in one database for easy tracking
Online member registration
Flexible payment options (see above), flexible conditions and levels
Donor and partner relations (CRM)
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
Media 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
Content
Schedules and itineraries
Master schedule for films, live events (concerts, performances) and special events (parties, cocktails, panels, presentations, interviews)
Itineraries for guests, filmmakers and artists
Schedules exportable in a number of formats and templates
Schedule synchronisation with websites, apps or export to create publications
Films
Film and project profiles
Create film profiles or import them from Cinando database
Collect and store film titles, specs, synopses, relations
Receive and create technical sheets
Track all film and guest related fees
Create a film archive and publish it on your website
Film and project submission
Create online submission forms for films, projects, etc.
Invite films and ask filmmakers to update film information
Receive and track submission fees
Create discount codes
Synchronize your Eventival with Film festival life or Festhome platforms to import film submissions
Film review & selection
Set up a customisable film rating and reviewing system
Collect reviews and suggestions from programmers and reviewers
Keep track of the selection status and film sections and inform the submitter about their selection
Film programming
Create a master film schedule easily using drag & drop scheduling
Create venues and set up business rules to warn you about restrictions in formats, time or other clashes
Create typed of screenings
Schedule presentations and Q&As with each screening and add them to the presenters’ itineraries
Export the schedule into a customizable template or synchronize with your website and app
Schedule a screening of short films by creating a film package
Push to Cinando Video Library
Film publications
Copy editing, proofreading and translating tools in a dedicated space
Set up any number of desired publication formats
Publish relevant content on your website and mobile application
Media and venue logistics
Screener management
Handle print and media traffic
Flexible venue specs
Voting and Awards
Voting and collecting data through customisable voting forms
Reviewing voting results and publishing them on paper and online
Artists (Music festivals)
Artist and band profiles
Collect and store titles, bios, label, agent and crew information and contacts
Store technical riders, hospitality riders and stage plans in one place and send links to the documents to the relevant festival staff
Keep track of the production progress
Manage and track all artist related fees, deposits and other payments
Create an artist archive and publish it on your website
Submission
Create online band submission forms
Invite artists and ask them to update information and contacts
Receive and track submission fees, create discount codes
Review & selection
Set up a customisable band rating and reviewing system
Collect reviews and suggestions from programmers and reviewers
Keep track of the selection status and inform the artist about their selection
Programming
Create a master schedule easily using drag & drop scheduling
Create venues for various activities
Schedule sound checks, line checks, interviews, rehearsals, concerts, etc.
Export schedule into a customizable template or synchronize with your website and app
Link the scheduled activities with special events
Publications
Set up any number of desired publication formats
Edit and translate publication entries
Store “clean” data and files
Publish relevant content on your website
Plays
Play profiles
Collect and store play titles, specs, contacts and information
Track all play related fees
Manage translations and save dialogues, subtitles or other texts or documents
Create a play archive and publish it on your website
Programming
Create a master schedule easily using drag & drop scheduling
Create venues for various activities
Schedule sound checks, interviews, rehearsals, performances, etc.
Export the schedule into a customizable template or synchronize with your website and app
Link the scheduled activities with special events
Events and conferences
Event profile
Collect and store all relevant event details
Set events as Open (accessible to anyone on your Visitor Page) or closed (only accessible to people selected from Back Office)
Keep track of different stakeholders and suppliers to the event (vendors, catering providers, security)
Guest list & Invitations
Create, edit and export guest lists at any time
Control event capacity, reply deadlines and number of guests per invitation
Create invitation templates and personalize them with merge fields
Send event invitations individually or en masse, with or without login
Replies
Collect the guests' replies either through the Visitor Page or a Quick reply page that does not require the guest to log in
See replies statistics
Send reminders and confirmations
Event scheduling
Master schedule for events, talks, panels, seminars
Create venues and link them to companies and addresses
Add smaller 'Meetings' to the guests' itineraries
Exports
Publish relevant content on your website
Export the schedule into a customizable template
Export the guest list and the list of confirmed attendees
General Features
The system is web-based, platform independent, and runs on most browsers
Upgrades are free, regular, based on clients' feedback, and announced by email
The system has two interfaces: Back Office, accessible only to designated staff, and Visitor Page, accessible to people who exchange information with the staff (e.g. guests, filmmakers, artists, volunteers)
Eventival supports a simultaneous preparation of multiple projects (festivals, events, etc.) using a multi-edition structure permitting to share selected data across editions (including past and future ones)
All data from past editions is archived within the system
All databases contain customisable modules with free forms
The default language of the Back Office is English, other available languages include French, Spanish, Czech, Korean and Turkish
The default language of the Visitor Page is English, other available languages include Bulgarian, Czech, Estonian, Farsi, French, Italian, Korean, Lithuanian, Polish, Portuguese, Norwegian, Romanian, Russian, Spanish, Turkish)
Eventival provides an excellent user and technical support
All subscription periods are annual
Technology
Eventival is cloud-based
It is programmed in the PHP framework Symfony and stores data in a MySQL database
The architecture is secure and scalable and facilitates easy and transparent upgrades
All software is kept up to date
Infrastructure
Application and databases are stored at servers managed by independent providers that guarantee 24-hour security and technical surveillance
Eventival production server is managed by Active 24, a major panEuropean hosting company, a subsidiary of Visma, Europe's leading provider of software and services in Scandinavia, Benelux, and Central and Eastern Europe, with headquarters in Oslo, Norway.
Eventival staging server is managed by SuperHosting, a leading Czech hosting company with 15 years of active business based in Prague.
Automated complete data backup is performed every 24 hours
Availability of all crucial services is under a constant surveillance of a monitoring system
Security
All communication between Eventival web server and the clients' browsers is encrypted via SSL (HTTPS protocol)
Access to Back Office is password-protected
All actions under each login are restricted pursuant to assigned credentials
User groups and permission levels minimise risk of unauthorised access or accidental errors
Data is stored with Active24, a subsidiary of Europe's leading software services provider Visma, at servers stored at the high tech data centre of the Czech Radiocommunications
Integrations
Databases: back-office and Visitor Page users can import personal, company and film data from Cinando, the premier online network for film professionals
Submission platforms: back-office users can import film entries from the Festhome and Film Festival Life submission platforms
Mobile apps: festival participants and guests can view selected content in a dedicated Eventival App
Selected content can also be viewed in a mobile application developed by App4Fest as well as several other apps developed by festivals
Ticketing: back-office users can push selected personal and film data into Colosseum, a film festival ticketing platform. Integration with other ticketing platforms is also available.
Mass mailing systems: back-office users can choose to take advantage of the MailChimp, SendGrid, Mailjet and Mad Mimi mass mailing systems
Custom website synchronization between Eventival and a CMS developed by Eventival partner Pro-Idea is available
Payments gateways: 18 international and local payments gateways to process your payments are available
Web services: Our web services permit synchronisation of your website or ticketing system with contents stored in Eventival