Gruppe junger Menschen, die leicht genervt hinter einer Barriere warten

12. August 2025

Events

How your event can benefit from capacity management

How your event can benefit from capacity management https://egocentric-systems.de/wp-content/uploads/2025/08/group-of-young-friends-waiting-behind-barrier-at-e-2024-10-19-04-50-55-utc-scaled.jpg 2560 1707 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2025/08/group-of-young-friends-waiting-behind-barrier-at-e-2024-10-19-04-50-55-utc-scaled.jpg 12. August 2025 12. August 2025

In 2010, the tragedy of the Love Parade shook the whole of Germany: a deadly stampede occurred in a narrow access tunnel. 21 people died and hundreds were injured. The cause? Inadequate planning, lack of visitor flow control, and no real-time monitoring of capacity utilization. This incident shows how quickly an event can spiral out of control without structured capacity management. Safety is not a “nice to have,” but the foundation of every event—whether it’s a city festival, music festival, or trade show. This is exactly where modern capacity management comes in: With ticketing, intelligent hardware, and digital access control, visitor flows can be directed, bottlenecks avoided, and capacity utilization monitored in real time—for safe, smooth, and enjoyable event experiences.

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What exactly is “Capacity Management”?

Especially at large festivals, sporting events, or trade fairs, precise control of visitor flows is essential not only for regulatory compliance but also for the well-being and safety of everyone involved.

Capacity management focuses on controlling and optimizing visitor utilization, i.e., how many guests are present at the same time and how they are distributed throughout the event space. Both disciplines are intertwined and serve the same goal:

Safety: avoiding overcrowding and critical situations
Comfort: pleasant conditions for all visitors
Efficiency: optimized processes, shorter waiting times

Capacity Management in Ticketing

Today, ticketing systems are much more than just sales platforms. When combined with digital access control, they become powerful tools for crowd control. Here are a few strategies:

Time-Tickets – Stagger visiting hours cleverly

Time-based tickets ensure that the influx of guests is spread evenly throughout the day. This helps you avoid peaks during rush hours and ensures a constant flow of visitors.
Example: Museums, amusement parks, and exhibitions issue tickets with fixed admission slots to minimize waiting times and prevent overcrowding.

Prioritized access control – Target VIPs and specific groups

By prioritizing certain ticket categories (e.g., VIP, press, technical teams), access can be specifically regulated during sensitive phases. This ensures less congestion at entrances and better organization behind the scenes.

Sector-specific entry – Directing visitor flows right from the moment of purchase

Sector-specific tickets determine access to a specific entrance or area. This ensures that visitors are distributed evenly across the venue without the need for major diversions on site.
Example: Sports stadiums divide visitors between entrances A, B, and C depending on their seating sector.

Live monitoring of visitor capacity

Modern access control systems provide real-time data on current occupancy levels. This data can be used to pause admission, implement diversions, or inform visitors via displays and apps.

This is how the Höxter State Garden Show handles complex admission structures with the appropriate hardware.

Erfahre, wie unsere Kunden Software und Hardware clever kombinieren, um auf ihren Events einen geordneten Einlass zu gewährleisten.

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Ticketing + Hardware: The perfect duo für Capacity Management

Digital tickets alone are only half the battle. It is only when combined with the right access hardware that the full potential for secure and efficient capacity management can be realized. The ticketing software provides the data, rules, and capacity limits, while the hardware implements them on site in real time. The interaction between these two components determines whether admission runs smoothly and securely or ends in chaos.

Choosing the right hardware depends mainly on the size and layout of your venue, the type of event, and regulatory requirements. Each type is suitable for events of different sizes. Here is a brief overview of the four most important hardware components.

1. Mobile handheld scanners for maximum flexibility

Mobile handheld scanners are the ideal solution for smaller events, temporary locations, or mobile check-ins. Admission staff scan digital or printed tickets directly at the entrance. Fast, uncomplicated, and without any complicated installation. Thanks to their low purchase costs and ease of use, handheld scanners can be scaled flexibly and used at other locations as needed. This allows admission points to be moved spontaneously and visitor flows to be redirected as the situation requires. A real advantage for city festivals, food festivals, or pop-up events.

However, the speed depends heavily on the operating personnel. During periods of high visitor traffic, waiting times may occur, and data evaluation is usually less automated than with stationary systems. In addition, the system requires trained personnel who can reliably check tickets.

2. Controlled, automated entry via stationary turnstiles

Turnstiles ensure clearly structured and automated access at medium to large events. Visitors scan their ticket, the turnstile unlocks and only allows authorized persons to pass. This robust hardware prevents unauthorized “sneaking through” and at the same time provides accurate real-time counting data to the ticketing system. Turnstiles are a guarantee for security, regulated visitor flows, and reliable capacity management, especially in stadiums, trade fairs, or large concert venues.

Turnstiles are a permanently installed solution and less flexible in terms of placement. They require structural conditions and can lead to congestion during periods of high traffic if there are not enough access points. They are also less accessible, which is why additional access points for wheelchair users or strollers are necessary.

Turnstiles now also available in our hardware portfolio

Write to us and find out more about how you can take your admission to the next level with the hardware-software combination from egocentric Systems.

3. Speed gates & entrance gates for high throughput speeds

Speed gates and modern entrance gates rely on contactless RFID or QR code scanners that open automatically as soon as a valid ticket is detected. This technology is ideal for high-traffic premium events where convenience and speed are equally important. They enable a high visitor flow, look modern, and are also barrier-free. Queues are drastically reduced and guests are automatically directed to the right lanes. They are perfect for airports, VIP areas, or high-end conferences.

Speed gates are technically more complex and therefore more expensive to purchase and maintain. In the event of malfunctions, the entire passageway can be blocked, requiring rapid technical support. They also require sufficient space and well-planned visitor guidance in order to fully exploit their high throughput advantage.

4. Direct visitor flows with sector-specific entry points

Sector-specific admission solutions combine special ticket categories with fixed assigned entrances. The entrance through which the guest will enter the venue is determined at the time of purchase. On site, the hardware automatically checks whether the visitor is using the correct entrance. This method distributes guests evenly across the venue, relieves pressure on heavily frequented areas, and prevents dangerous bottlenecks. This form of control is an effective tool for safe crowd management, especially at large events such as festivals with multiple stages or sports arenas.

This solution requires visitors to find and use the assigned entrance. Additional signage and clear communication in advance and on site are essential. In the event of last-minute changes (e.g., closure of an area), the ticketing system must be able to react quickly to enable diversions.

Capacity management with the comprehensive solution from egocentric Systems

At egocentric Systems, ticketing software and access hardware work together seamlessly. For a crowd control solution that not only works, but adapts to your event reality. The system thinks in a flow from ticket sales to the last admission step:

Capacity, time slots, and sectors are already specified on the ticket at the time of purchase.
Analyses of flow rates and utilization via in-house access control software allow real-time identification of where staff are lacking and how long admission will take.
On site, the matching hardware ensures that these rules are implemented automatically and reliably.

Mobile hand scanners for flexible admission points, spontaneous diversions, and mobile control stations.
Stationary turnstiles for secure, automated access control with precise live counting. Robust and proven for medium to large events.

What makes it special: All devices are directly connected to the ticketing system. This allows event organizers to see in real time how many visitors are already on site, which areas are heavily frequented, and where capacity is still available. This data can be used immediately to control admission, avoid bottlenecks, or actively redirect visitors via on-site displays or push notifications via Dynamic Tickets. Reports can also be used to evaluate this data retrospectively and use it to plan the next event.

Real-time capacity management: When software and hardware communicate

Live monitoring is at the heart of a modern crowd control system:

The ticketing system records tickets sold and redeemed.
Access hardware provides real-time data on current occupancy levels.
Monitoring tools visualize capacity utilization and enable quick responses: stop admission, open alternative entrances, redirect visitors via screens or apps.

Crowd control and capacity management are not “extra features,” but essential foundations for safe, smooth events.
The combination of intelligent ticketing and appropriate access hardware makes it possible to control visitor flows in a targeted manner. Whether for 500 or 50,000 guests.

Take your capacity management to the next level

Discover our reliable access control software with matching hardware and the Dynamic Ticket.

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5. May 2025

6 KPIs you need for the success of your event

6 KPIs you need for the success of your event https://egocentric-systems.de/wp-content/uploads/2024/09/HD_Blog_Metriken_fuer_Erfolg_1008x756_egocentricsystems.png 1008 756 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2024/09/HD_Blog_Metriken_fuer_Erfolg_1008x756_egocentricsystems.png 5. May 2025 5. May 2025

The planning, organisation and implementation of an event often require months of preparation. At the end there is often the crucial question: Was the event successful? The key to answering this question lies in analysing certain data and metrics. This is the only way to ensure that your event was not only a success in your eyes, but also objectively. In this article, we show you the six most important metrics that you should definitely track in order to measure the success of your event and make future events even better.

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Data, key figures, measurements

Many event organisers rely on their gut feeling to assess the success of their events. However, subjective assessments often lead to inaccurate results and leave important potential for improvement undiscovered. Without clear data and key figures, you don’t know exactly whether your event has had the desired impact.

Typical challenges

Lack of clarity about the success of an event: How many participants actually turned up? How good was the atmosphere during the event?
Lack of data for future decisions: Without metrics and clear KPIs, there is no basis for optimising future events.
ROI remains unclear: Many organisers do not know whether their investments have actually paid off.

Without the right data, it is difficult to understand whether your event has achieved its goals.

Solution

To overcome these challenges, you need to track specific metrics and KPIs that give you objective insights into the success of your events. Thanks to egocentric Systems’ technology, you can track and analyse all relevant data and metrics directly via the platform. This gives you the information you need in real time to assess how successful your event was and where improvements need to be made.

The six metrics you should definitely track

1. Number of participants: more than just counting heads

A classic, but essential. However, it is not only the number of registrations that is important, but also the actual attendance.
The number of participants is often seen as a fundamental indicator of the success of an event. However, it is important to look not only at the total number of participants, but also at the details.

Registrations vs. actual attendance: A large discrepancy between the number of registrations and actual attendees can give you valuable insights. Perhaps the communication about the event was not clear enough or there were logistical problems that made attendance difficult. By analysing this difference, you can take targeted measures to reduce the bounce rate.

Attendee demographics: It is also worth taking a closer look at the composition of the attendees. Are the attendees from your target group? The better the attendees match the event content, the more likely they are to make valuable contacts or benefit from your offers.

2. Engagement: Measure activity to increase the value of the event

Measure the activity of your attendees, whether through on-site interactions or on social media.
Engagement metrics show you how much participants are actually involved in your event. This is often an indicator of how well the content and event format are received.

Interaction during the event: If you are offering workshops or presentations, it is important to measure how many participants are actively taking part. Are questions being asked? Are the participants discussing with each other? The more interaction, the higher the level of satisfaction.

Gamification and apps: Some organisers use apps or gamification to increase engagement. For example, you could use an event app that sets tasks for participants or offers rewards for certain activities. By tracking these interactions, you can easily measure how involved participants feel in your event.

3. Satisfaction: Honest feedback directly from the source

Participant feedback via surveys directly after the event or a few days later gives you valuable feedback.
Satisfaction surveys are one of the simplest yet most valuable tools for gaining insights into how your event is perceived. They provide you with direct feedback and help you to identify strengths and weaknesses.

Timing of surveys: To get the best feedback, it is crucial to choose the right time for the survey. Immediately after the event, impressions are still fresh, but it can also be useful to send a second survey a few days later. This gives participants time to reflect on the event and provide more thoughtful responses.

Question formats: To get usable data, your survey should be clearly structured. Use a mixture of open questions (‘What did you like best?’) and closed questions (‘How would you rate the event overall on a scale of 1 to 10?’). This will give you both quantifiable data and qualitative feedback

4. ROI: weigh up the costs and benefits

Check whether your event was financially successful. What revenue was generated? How high were the costs?
Measuring ROI is one of the biggest challenges for many event organisers. This is because it’s not just about obvious income and expenditure, but also about factors that are difficult to quantify, such as brand perception or future business opportunities.

Direct revenue: Ticket sales, sponsorship contributions and merchandise are the most obvious sources of revenue that you should include in your calculations. Here it is important to track exactly which ticket categories have sold the best and which sponsorship deals have been the most lucrative.

Indirect benefit: Often the true value of an event lies in the long-term impact. You may have made new contacts that lead to business deals in the future. Improving your brand perception through a well-organised event also contributes to long-term success. Although these are difficult factors to measure, they should be included in the measurement of success.

5. Leads and networks: quality over quantity

How many new business contacts were you able to make? Quality counts more than quantity here.
Events are ideal opportunities to make new business contacts. But the mere number of business cards or e-mail addresses collected is not the only indicator of success. It is much more important to evaluate the quality of these contacts.

Lead tracking: You can use modern tools to track how many leads were generated at your event. However, it is even more important to track the further development of these leads. How many of these contacts have developed into actual business deals?

Networking events: At conferences or trade fairs, making new contacts is often the main objective. Here you can ensure that your participants get the maximum benefit from the event by organising special networking sessions or platforms that specifically support networking.

6. Social media reach: the digital business card of your event

Track the online response and see how far your event reaches on social networks.
Social media is one of the strongest indicators of the resonance of your event beyond the actual participants. It shows how many people outside the event have heard about your event and how much attention it is generating in the digital world.

Hashtag usage: Analysing hashtag usage on Twitter, Instagram and the like gives you an insight into the reach of your event. The more frequently and by the more influential people your hashtag is used, the greater the digital visibility.

Influencer marketing: In many industries, it makes sense to invite influencers or industry experts to events in order to utilise their reach. They can share the event live and make their own followers aware of your event.

Benefits

Why are metrics so crucial for the success of events? Metrics help you to translate the complexity of an event into concrete, tangible figures. They provide you with an objective basis for recognising what works well and where there is room for improvement.
Tracking these metrics brings you numerous benefits that you can incorporate directly into your event strategy.

Attendee numbers and engagement:

If you know how many attendees actually turned up and how they behaved during the event, you can better adjust your future planning. Example: If you notice that attendee numbers are dropping, a better promotional strategy might be necessary.

Satisfaction:

Through direct participant surveys, you can find out important details about how the event went and which aspects need to be optimised. A satisfied participant will not only come back, but will also tell others about your event.

ROI:

With a precise calculation of the return on investment, you know exactly whether your event was profitable. This way you can ensure that your investment is worthwhile.

Leads and networks:

Measuring how many valuable business leads were made during an event gives you an important indicator of success, especially for networking events.

Social media reach:

Online reach shows how well your event is received digitally. A high reach means that your event is being discussed and recognised beyond the participants.

By using the software from egocentric Systems, you can record and analyse this data directly and with little effort. This makes it easier for you to make data-based decisions and continuously improve your events.

Conclusion

Success is measurable – this also applies to events. By consistently tracking the right metrics, such as number of participants, engagement, satisfaction, ROI, leads and social media reach, you can ensure that your events are not only successful in the short term, but also in the long term.

With the egocentric Systems platform, you have the right tools to efficiently collect and analyse all this data.
Whether you are an event manager or regularly organise events, knowing and using the right metrics is key to your success. Use these metrics strategically to get the most out of your events.

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26. September 2024

6 insights for your Christmas business with event vouchers

6 insights for your Christmas business with event vouchers https://egocentric-systems.de/wp-content/uploads/2024/09/HD_Blog_Besuchermanagement_1008x756_egocentricsystems-1.png 1008 756 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2024/09/HD_Blog_Besuchermanagement_1008x756_egocentricsystems-1.png 26. September 2024 26. September 2024

The Christmas season offers event organisers a unique opportunity to generate additional income. Event vouchers are particularly popular this season as they are a flexible, creative and personalised gift idea.

Merry Christmas!

In this article, we show you how you can fully utilise the potential of vouchers and the six key insights that will make your Christmas business more successful. Whether you’re an organiser of concerts, sporting or cultural events – event vouchers are the key to more sales over the Christmas period.

Event vouchers in your ticketing system?

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The Christmas business is highly competitive

The Christmas season is characterised by strong competition, as numerous companies vie for the attention and budget of customers. Event organisers find it particularly difficult to assert themselves against traditional products such as fashion, technology and toys in the gift sector. In addition, the pressure to buy is high among customers, as giving personalised and original gifts is becoming increasingly popular. If you as an event organiser do not offer a highly visible and simple solution, you could miss out on valuable sales potential. But this is where event vouchers come in – they offer the flexibility and personalisation that customers are looking for.

Event vouchers as a sales booster

Event vouchers offer an excellent opportunity to boost your Christmas business as they combine several advantages: they are flexible, can be used for different events and offer the giver the opportunity to give an experience that will be remembered. Especially in times of the pandemic, people have rediscovered the need for personalised, experience-oriented gifts. A voucher for an event – be it a concert, theatre or sporting event – is increasingly seen as a valuable gift idea.

Your offer! Your voucher.

With a user-friendly white label ticketing solution, such as the one offered by egocentric Systems, you can seamlessly integrate event vouchers into your offer. The vouchers are immediately available, can be personalised and sent digitally, which offers enormous added value for both the customer and the organiser.

Advantages of event vouchers during the Christmas season

1. flexibility for customers and gift givers

Event vouchers offer a flexible solution that makes it easier for the buyer to decide which specific event to choose. This allows you to appeal to a wide target group as the voucher holder can choose the experience themselves.

2. no stock and immediate availability

Event vouchers do not incur any storage costs and are immediately available digitally. Customers can also purchase them just before Christmas, making them the perfect last-minute gift option. Vouchers can be sent directly by email with just a few clicks via online shops and simple integrations.

3. personalisation and branding

Vouchers can easily be personalised with designs and messages that match your event or brand. This creates a personal connection and strengthens customer loyalty. Here egocentric Systems offers a solution that allows you to design vouchers according to your wishes and add personalised messages.

4. tap into new target groups

Anyone who receives a gift voucher may be coming into contact with your event for the first time. This gives you the opportunity to tap into new target groups and build long-term customer relationships. In the digital era, experiences are increasingly valued and event vouchers are the perfect answer to this trend.

5. cross-selling potential

Event vouchers also offer the chance to capitalise on cross-selling opportunities. Customers who redeem a voucher can easily be encouraged to buy additional tickets, VIP experiences or merchandise. This way you generate additional sales without additional effort.

6. low risk

Event vouchers are a low-risk source of income for event organisers. They do not initially tie up any capital and can be used flexibly for future events, even if these take place months after Christmas.

Marketing strategies for the sale of event vouchers

To realise the full potential of event vouchers, it’s crucial to choose the right marketing strategies. Here are some proven approaches on how to successfully promote your event vouchers at Christmas time:

Email marketing for targeted campaigns

Email marketing is one of the most effective ways to target event vouchers. By targeting your existing customers and newsletter subscribers, you can create personalised campaigns that are specifically tailored to the pre-Christmas period. Emphasise the flexibility and special gift idea that event vouchers offer. Also create special offers, such as discounts or bonus vouchers for early buyers.

Tip: Use meaningful subject lines such as ‘The perfect Christmas gift: an experience that lasts!’ or ‘Give the gift of unique moments – our event vouchers are the solution!’. This will increase open rates and raise awareness of your offers.

Social media as a sales channel

Social media platforms such as Instagram, Facebook and TikTok are great channels to increase the visibility of your event vouchers. Create creative posts or short videos that emphasise the experiential nature of your events. Use story features to promote vouchers in real time and maybe even start a countdown to Christmas to increase the pressure on last-minute shoppers.

Targeted adverts can also be helpful here. Use Facebook and Instagram ads to target specific audiences interested in experiences. These paid ads can be easily tailored to the interests and behaviour of potential customers for maximum impact.

Partnerships with local businesses

Another strategy is to work with local retailers, restaurants or other event organisers. You can integrate vouchers at their points of sale or run cross-promotions. For example, a voucher for an event combined with a restaurant voucher can be an attractive offer for many buyers.

This can also reach offline customers who might not actively look for event vouchers online. Especially at Christmas time, many people are looking for unique and personalised gifts. Through

Search engine marketing (SEO/SEA)

Optimising your website for search engines is another important element. Make sure that your site and especially the event voucher page is optimised for relevant search terms, such as ‘Christmas gifts event vouchers’ or ‘buy Christmas event vouchers’. The integration of an online shop where the vouchers can be purchased quickly and easily is also crucial for success.

In addition, use Google Ads to place adverts for specific keywords that potential customers use. This allows you to increase your visibility precisely when people are actively searching for gifts. This is where it pays off to use seasonal keywords in a targeted manner.

Christmas is coming (soon)

Event vouchers are the ideal sales booster for your Christmas business. They offer flexibility for givers and recipients, are immediately available and can be personalised. At the same time, they open up new target groups and cross-selling opportunities for you as an event organiser without taking any major financial risks. Simply integrate the vouchers into your sales platform – solutions such as egocentric Systems make it possible to design the vouchers entirely according to your wishes and sell them in just a few steps.

The Christmas season is just around the corner – take the opportunity to expand your business with event vouchers and increase your sales during the busiest time of the year.

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27. June 2024

Events

How smart visitor management increases the satisfaction of your customers

How smart visitor management increases the satisfaction of your customers https://egocentric-systems.de/wp-content/uploads/2024/06/HD_Blog_Besuchermanagement_1008x756_egocentricsystems.png 1008 756 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2024/06/HD_Blog_Besuchermanagement_1008x756_egocentricsystems.png 27. June 2024 27. June 2024

Why do fans keep coming back to your events? What influences the visitor experience? These are the key questions in visitor management. By examining the entire event journey, from the initial ticket purchase to post-event evaluation, you can identify crucial points that generate enthusiasm or go unnoticed due to seamless execution. For instance, a well-managed check-in process is one that guests don’t even notice because it runs so smoothly.

In this blog article, we’ll explore various aspects of visitor management to enhance visitor satisfaction and identify stages where you can create an extra wow effect (keyword: Inseat Ordering).

More efficiency for your visitor management?

Then don’t miss out on the future of event catering! With Inseat Ordering, your event is sure to impress across the board.

More about Inseat Ordering

What is visitor management?

Visitor management encompasses everything from arrival and departure to spectator safety and order. The goal is to direct the flow of visitors efficiently, ensuring everyone reaches their intended destination with ease. Guiding visitors past sales stands can maximize sales per visitor. Simultaneously, it’s crucial to eliminate opportunities for dissatisfaction. Therefore, quick admission and thank-you messages after a successful event are also essential aspects of visitor management.

People who love to eat are always the best people!

Ever heard of Inseat Ordering? No problem! Get to know the technology for your event catering and find out how the “delivery service for events” can boost your sales.

Capacity planning

Effective capacity planning is the foundation of every successful event. It involves not only identifying the maximum number of visitors per location but also optimizing guest distribution. Each location has capacity limits that must be respected to ensure safety and enhance the visitor experience. Different events require different seating arrangements, whether seated or standing, and good planning ensures guest comfort and satisfaction.

In addition to smart ticketing systems that help manage capacity through sales, technologies can direct visitor flows during the event. For example, an inseat ordering app can guide visitors to the nearest catering stand or inform them where the shortest waiting times are. Push notifications can quickly provide your audience with relevant information about food and beverages, offering alternatives to minimize waiting times.

Logistics and infrastructure

Logistics and infrastructure are crucial to every event. Careful planning of toilets, catering stands, and first-aid stations ensures your guests are well taken care of. Coordinating the set-up and dismantling of event technology saves time and resources. Effective traffic management and ample parking prevent congestion and ensure a stress-free arrival. Reviewing past events can help identify capacity issues: Were there bottlenecks at entrances or restrooms? Which catering stands needed more staff? Which items sold out quickly?

Modern ordering systems in the food & beverage sector can address these issues by tracking sales and stock levels, and providing quick analyses with ready-made reports. Accepting pre-orders can enhance storage management and ensure visitors can buy their desired items on the event day.

These systems also allow you to analyze the capacity utilization of individual catering stands and optimize staff distribution to speed up order deliveries. For visitor management, speed and adaptability to demand are key.

Communication

Clear and effective communication along the entire event journey is the key to satisfied visitors. Inform your guests well in advance about all relevant details regarding arrival, parking options and access to the event. A detailed FAQ and a customer service hotline will answer all your guests’ questions before and during the event. Use social media and your website to keep your guests up to date at all times.

In addition, app solutions can be another way of effectively delivering your messages. Due to the constant presence of smartphones, this channel also gives you the opportunity to share information during the event. A special plus for your visitor management is the use of an inseat ordering app for your catering offers. You can use push notifications to inform visitors about sales stands, share special offers or inform them about the status of an order and motivate them to pick it up at the next available stall.

Managing visitor flows

A smooth process during the event increases guest satisfaction. Coordinate admission flows, check tickets or accreditations, and manage queues and waiting times. Mobile ordering options and cashless payments can further optimize the process.

During the event, effective visitor management includes clear signposting, directional signage, and dedicated staff to direct visitor flows and prevent bottlenecks. Security and stewarding staff ensure a safe and orderly event, while good communication with police and emergency services is essential. Quality catering, hygiene measures, and a lost property office greatly enhance guest satisfaction. Imagine offering a service where a lost item prompts a push notification to all visitors, allowing the owner to quickly retrieve their property.

Real-time monitoring of visitor numbers and recording complaints enable a faster response to unforeseen events.

Post-event visitor management is equally important. Coordinating departures and efficient traffic management ensure a smooth end to the event. Collect and analyze visitor feedback to improve future events

Happy Fans, Happy Ends!

Intelligent visitor management increases the satisfaction of your guests and contributes significantly to the success of your event. the right technology, e.g. Inseat Ordering, can help you to further optimise the visitor experience and ensure even more fantastic moments for your audience.

More mow than WoW? Let’s talk!

Our event experts have the perfect digital solution for ticketing, catering, access, or a combination of all three. Get to know us and explore our solutions with no obligation.

Let's get in touch

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Events

ChatGPT for Event Managers: PlugIns as a secret weapon for better content

ChatGPT for Event Managers: PlugIns as a secret weapon for better content https://egocentric-systems.de/wp-content/uploads/2023/09/HD-blog-plugins-chatgpt-egocentric-systems.png 1008 756 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2023/09/HD-blog-plugins-chatgpt-egocentric-systems.png 12. September 2023 12. September 2023

Content marketing is an essential part of promoting your event. The right strategy helps to generate high-quality leads, more traffic to your event website and increase brand reputation (source: Semrush). Creating good content is characterized by relevance to your target audience. And actually implementing the content can be a challenge. Make your content marketing easier with the help of artificial intelligence, such as Chat GPT. While AI itself has been gaining notoriety since the beginning of the year, there’s an insider tip that’s not yet as common: plugins for ChatGPT to create even better content. What plugins are and how you can use them, you will learn in our blog post.

AI for your event organization?

YES! Learn why you should not leave AI on the left and how you can use e.g. ChatGPT concretely.

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What are plugins in ChatGPT?

Think of plugins as small puzzle pieces that make ChatGPT even smarter and help make a big picture. They extend ChatGPT’s capabilities by integrating external tools. This means that you can not only generate text, but also merge videos, create images and much more!

In today’s digital world, flexibility and adaptability are critical. Plugins allow ChatGPT to adapt to specific requirements, providing a tailored solution to any challenge. For you as an event manager, this means they can complete a variety of tasks more efficiently and creatively.

How to enable plug-ins in ChatGPT?

1. Log in to your ChatGPT Account.

2. Click on your profile at the bottom left of the navigation column and select “Settings & Beta”.

3. Click on Beta Feature in the “Settings” window that opens.

4. Activate the item “Plugins”. The button will then be displayed in green.

Want more ideas on how to make AI's like ChatGPT work for your event?

Then follow our Instagram channel! Here you will receive insights and best practices on the use of AI for event organizers over the next 4 weeks. You’ll also find more knowledge about event ticketing and get insights into our work as a team.

How do you install new plugins in ChatGPT?

1. Return to the chat window and change to “GPT-4”.

2. Then hover your mouse over the button and click “No plugins enabled”.

3. You should now see all your installed plugins. If you don’t use plugins yet, you will only see the “Plugin store”. Click on it.

4. Enter the name of the plugin you want to use in the search field.
TIP: In the next section we will introduce you to three plugins that are worthwhile for your event.

5. As soon as you have found the right plugin, click on “Install”.
TIP: Some plugins require a new registration on the operator’s site, but not all. Pay attention to whether costs are incurred on you by the use of the plugin.

These 3 ChatGPT plugins will help you with your event content

1. Photorealistic

Photorealistic is a plugin that helps you find better prompts (commands for the AI) to create high quality graphics or images. Choosing the right prompt is one of the biggest challenges when using AIs for image creation, e.g. Midjourney. The plugin Photorealistic writes you the perfect command in ChatGPT, which you can then use in Midjourney.

Here in direct comparison: left without Photorealistic and right with Photorealistic.

2. YouTube Summaries

With the YouTube Summaries plugin, you get concise summaries of video content. Ideal for quickly filtering out the highlights from artist interviews or event promotions. Using the example of the Hallescher FC success story, we will show you how it can work.

1. Log in to your ChatGPT account.

2. Copy the desired video link. In our example: Ticketing & Full Stadium: Success Stories

3. TIP: If you want to filter the content of a video specifically, then give ChatGPT a search request, e.g. “Summarize the following video, in terms of the benefits of the ticket system: [URL]”.

3. PDF Reader

You have a bunch of PDFs from suppliers or sponsors and are looking for a quick way to extract the content? The “PDF Reader” plugin saves you the time of having to screen content yourself. Just upload the PDF to your Google Drive, share the link and get the content summarized in seconds.

1. Upload the document to your Google Drive folder.

2. Go to the sharing settings and change the “General Access” to “Anyone who has the link”.

3. Copy the link and switch to your ChatGPT Account.

4. Copy the link into the chat window and ChatGPT will summarize the PDF for you with the help of the plugin.

5. TIP: If you don’t want to use Google Drive, you can use the plugin “ChatPDF” to upload your document directly and let ChatGPT summarize it.

ChatGPT plugins for event manager

PlugIns can not only facilitate specific tasks, but also increase overall efficiency and productivity. They make it possible to save resources, streamline workflows, and ultimately achieve better results. For event managers, this can mean the difference between a good event and a great one.

Event management can be hectic at times, but with the right tools on your side, everything gets a little easier. ChatGPT and its plugins are such tools. They help you work more efficiently, be more creative and ultimately host more successful events.

Want to learn more about Artificial Intelligence for events?

In our Foresight Guide on the topic of “AI for Events” you will find further use cases and instructions on ChatGPT and the related topics.

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28. August 2023

Events

Toolkit for your event: 5 must-haves for your event planning

Toolkit for your event: 5 must-haves for your event planning https://egocentric-systems.de/wp-content/uploads/2023/08/HD-blog-5-toolkit-egocentric-systems.png 1008 756 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2023/08/HD-blog-5-toolkit-egocentric-systems.png 28. August 2023 17. January 2024

Planning an event can be a complex and challenging task. There are many aspects to consider, from choosing a venue and creating a budget to marketing and executing the event. To make this task easier and ensure your event is a success, there are a number of tools you should incorporate into your event planning. In this blog post, we’ll introduce you to five of these essential tools.

Also interested in hardware?

Comprehensive event planning also includes reliable hardware. Let our event experts give you recommendations for scanners, printers & co.

1. Digital Ticketing System

The first tool that no event planner should be without is a digital ticketing system. Such a system allows you to manage and monitor ticket sales wherever you are. You can offer different types of tickets to appeal to a wider audience, and you can analyze sales data to identify trends and patterns. This can help you adjust your marketing strategy and ensure your event sells out. And at best, weeks before the event. This planning certainty pays off.

The store is integrated into your website

If a user is already on your site, then he should also buy directly there and not be sent via a redirect to a portal. And we have observed that in recent years, more and more people are searching for a specific event on the Internet instead of finding inspiration spontaneously on platforms. This means that your visibility on your own website has become much more important.

Make your ticket store visible

As soon as your website has loaded, you should see a button á la “BUY TICKETS” in the first window. Why? We experience time and again that the ticket store on the event page is not found quickly enough. This can be easily achieved by using easily recognizable and eye-catching buttons (also called Call-to-Action (CTA)).

Bring season tickets & Co. into online sales

This also applies to subscriptions and memberships. Everything that works for you at the box office should also be offered in the online store. They are an effective tool for visitor retention and help you plan for the long term.

More is more, for payment methods

The tickets are already in the shopping cart, what can go wrong now? PayPal, credit card, instant transfer, etc. – if the right payment method is not available, you will quickly lose your customers. Overcome this hurdle by ensuring that your ticket store supports current payment methods. These can vary depending on the target group and region!

Looking for the right digital ticketing system?

Take a look at egocentric Systems’ solution and put a tick on the checklist.

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2. CRM-System

Capture attendees, manage them and invite them back to the event, you do all this with a Customer Relationship Management (CRM) tool. You can collect and analyze visitor data to get a better understanding of your target audience. This helps you adjust your marketing strategy and make sure you’re targeting the right audience. In addition, a CRM system can help increase customer satisfaction and loyalty, which ultimately leads to higher ticket sales.

Contact options (e-mail, address, telephone number)

In the CRM system, you receive clearly prepared contact data, displayed as visitor profiles or grouped into similar visitor segments. This allows you to quickly send messages to a large number of contacts.

Purchase history

An important part of the dashboard should be the purchase history. Knowledge about buying behavior allows you to gain insights into the interests of your ticket buyers. This way you can build campaigns based on interests and play out special offers to an interest segment to generate even more response (e.g. purchases).

Automation

Activities such as sending emails (e.g. as a follow-up after an event or as an invitation) should be sendable directly from your CRM system.

3. Data Tracking

The third tool you should integrate into your event planning is a system for tracking marketing activities. Here you are probably already working with “Google Analytics” or the “Meta Business Manager“. In addition, you should definitely track activities such as newsletters, mailing campaigns, billboards, newspaper advertising and any other ideas you have.

With system you monitor the performance of your marketing campaigns and analyze the potential for improvement. You’ll see which campaigns generate the most ticket sales and which don’t perform as well. You’ll also learn how your customers respond to which advertising design. For example, if your customers respond best to ads that display a discount code, then you should take advantage of this information and invest more budget on these ads or communicate similar promotional offers. All this information can help you adjust your marketing strategy and ensure that you are using your marketing budget effectively.

Large data sets equal to more information

The more you can learn about your customers and their buying behavior, the more efficient your marketing will be and you will spend less money for more tickets sold.

Adjusting your marketing

So-called “turning points” or gears, help you to identify why, for example, an email campaign works well or what you need to optimize to improve the result. The gears are called KPI’s in marketing (e.g. conversion rate, impressions, reach, etc.).

4. Digital Admission Control

Another indispensable tool for your event planning is a digital admission control system. Such a system will help speed up the admission process and ensure that only people with valid tickets have access to your event. We’ve all seen the videos of people sneaking into every festival equipped with a high-visibility vest and clipboard. This does not have to be the case!

In addition, a digital entry control system will help increase security at your event. Many supermarkets use facial recognition software to detect and eject people banned from the chain as they walk in. Likewise, you can block a ticket and no matter which entrance the blocked visitor tries, the ticket is invalid and access to the premises is denied.

The Wifi question

How good is the WIFI connection at your event? A reliable Internet connection depends on the right combination of hardware and software. Many systems use a cloud solution, which is ideal in locations that have good reception. If you suspect connection problems on site, look for offline synchronized devices.

Link to the Tracking Tool

The check-in also offers you a lot of relevant information. How many visitors are currently moving through your location? Which ticket buyers actually showed up for the event? In conjunction with the tracking tool, you create the basis for designing the next event even better.

The tools for your event planning, combined or individually?

These five tools make a significant difference in the efficiency and effectiveness of your event planning. They help simplify the process, increase your productivity, and ensure that your event is a success. The extent to which you can combine multiple items into one tool depends on the solution. If you’re not sure, it helps to gather the requirements for each tool and then research which software hits the most points on your list. Alternatively, different tools can be linked via Zapier and thus automated. Whichever way you choose, digital tools are designed to make your event planning easier and to support event managers.

Looking for an all-in-one solution?

The solution from egocentric System combines many tools for your event planning in one system. Get to know the system and check off several items on the checklist!

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3. March 2023

How to speed up your event organization with AI’s like Chat GPT

How to speed up your event organization with AI’s like Chat GPT https://egocentric-systems.de/wp-content/uploads/2023/03/HD-blog-KI-fuer-eventorganisation-egocentric-systems.png 1008 756 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2023/03/HD-blog-KI-fuer-eventorganisation-egocentric-systems.png 3. March 2023 3. March 2023

With the release of ChatGPT, artificial intelligences are on everyone’s lips again. The possibilities are numerous, but they should also be used with care. In our blog post, we want to show you how you can use AIs to support your event organization with simple steps.

Speed up even more processes?

There is a lot of potential in ticketing to simplify processes. How can we solve this for you with the help of software? Let us show you.

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What are Artificial Intelligences like ChatGPT and what can they do?

According to the Fraunhofer Institute, artificial intelligence describes the ability of machine learning by recognizing and sorting input information. In the case of ChatGPT, it is an AI-driven ChatBot developed by OpenAI that allows users to have text-based conversations with artificial intelligence. We asked ChatGPT directly for a definition and this was the answer:

“I am ChatGPT, a large-scale language model developed by OpenAI. I have been trained on a huge corpus of text data to understand natural language and generate responses to various questions and prompts. My job is to engage in conversation with people and provide information, insight, and assistance on a variety of topics. You can ask me anything, and I will do my best to give you a helpful and informative answer.”

In summary, ChatGPT can deliver text-based knowledge that you can specify with queries. For your event organization this means that you can ask for best practices on processes or formulations for your marketing communication. More about the exact application possibilities later.

In addition to AIs that can be used for texts and knowledge, there is also the possibility to create graphics and images with the help of machines. One example is DALL·E, also developed by Open AI. The AI creates a corresponding illustration, painting or photograph based on short descriptions of the image subject and style. Already taken a closer look at the cover image of our blog post? This one is also created by DALL·E. For the result, we entered the description “a fair with people in the evening sun, photography”. The tool could be helpful for your event organization, if you don’t have the budget for expensive photo shoots and still need images for your website or ticket store. We have collected some more examples for you:

Our description for DALL·E: “a ballet dancer with white dress makes a pirouette on stage, painting”

Our description for DALL·E: “3D model of blue baseball cap floating in white space”

Our description for DALL·E: “a cute robot carrying a ticket, digital art”

Can I use the footage, created by an AI, without hesitation?
For photos and graphics that you use from the web, you must always pay attention to the appropriate usage rights. There are photo portals such as Unsplash, which work together with various creatives who make their works available via the platform for free. Here, it is clearly broken down in which context you are allowed to use the images and for which purpose. In the case of AI-created content, the legal situation regarding copyright has not yet been finally clarified. For a final decision, consult your legal counsel and be regularly informed about the clarification of the legal situation.

AI for content-related tasks in your event organization

The fastest way to identify the possibilities for working with AIs like ChatGPT is to try them out. The next time you are planning your event and setting requirements and goals, ask ChatGPT about the steps you should take to make sure you don’t forget anything.

How can you help me plan an event that brings food truck owners together to talk about current industry trends and develop new fast food trends?

ChatGPT then defines various steps for the request:
1. Determine the Purpose and Goals of the Event: Define the purpose and goals of the event. In this case, the purpose is to bring food truck owners together to talk about current industry trends and develop new fast food trends. The goals could include networking opportunities, educational sessions, and brainstorming new menu items.
2. Identify the Target Audience: Determine who the event is for and who you want to invite. In this case, the target audience is food truck owners.
3. Choose a Venue: Find a venue that can accommodate the number of attendees you’re expecting. Consider factors such as parking, accessibility, and amenities like power outlets for the food trucks.
4. Set a Date and Time: Choose a date and time that works best for your target audience. Avoid scheduling the event on holidays or other conflicting events that might impact attendance.
5. Develop a Schedule: Develop a schedule of events for the day, including educational sessions, networking opportunities, and time for brainstorming.
6. Invite Speakers: Identify industry experts to speak on current trends and share their insights on the food truck industry.
7. Invite Food Trucks: Reach out to local food truck owners and invite them to participate in the event. Encourage them to bring samples of their food and to participate in the brainstorming sessions.
8. Market the Event: Promote the event through social media, email marketing, and targeted advertising to attract food truck owners and other stakeholders in the industry.
9. Manage the Event: On the day of the event, manage logistics such as parking, food truck placement, and event registration. Make sure that the event runs smoothly and that attendees have a great experience.
10. Follow-Up: After the event, follow up with attendees and speakers to thank them for their participation and gather feedback on how to improve future events.

More for your event planning

Read in our blogpost how a digital event ticketing solutions helps to manage your event easily.

AI for marketing related tasks in your event organization

In addition to knowledge requests, ChatGPT also provides you with various communication templates. This helps you to find first approaches in event marketing for emails, social media or ads.

What might an email invitation for this event look like?

The AI promptly provides you with a possible template for the email – even with possible placeholders, which are automatically filled in from your linked CRM system, for example:

Subject: Invitation to the Local Food Truck Owner Event

Dear [Food Truck Owner],

We would like to invite you to an upcoming event for local food truck owners in [city/region]. The event will provide an opportunity for food truck owners to network, discuss current industry trends and develop new fast food trends.

Details of the event are as follows:
Date: [insert date]
Time: [insert time]
Location: [insert location]

During the event, we will have guest speakers discussing topics such as marketing strategies, menu development, and food safety regulations. We will also have activities such as cooking demonstrations and tastings of new food trends.

We believe this event will be a great opportunity for you to connect with other food truck owners in the community, learn about industry trends and develop new ideas for your business.

Please let us know if you are interested in attending. We kindly ask you to RSVP by [insert date]. You can reply to this email or call us at [insert contact information] to confirm your attendance.

Thank you for your consideration. We look forward to hearing from you soon.

Sincerely,
[Your Name]

How will you use AI’s for your event?

We have shown you some possible uses for your event organization with AI. But how will you use this technology to get even more out of your event? Trying out new technological possibilities offers room for optimization potential. Nevertheless, you should always critically question the content created by an AI and cross-check it, especially when it comes to factual knowledge.

AI writes the emails and your ticketing software sends them to your visitors automatically?

We show you how automation works with our ticketing software in a free demo.

Book a free demo

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1. September 2021

5 Key Learnings from Reopening Your Event.

5 Key Learnings from Reopening Your Event. https://egocentric-systems.de/wp-content/uploads/2021/08/dmitry-ratushny-O33IVNPb0RI-unsplash-scaled.jpg 2560 1696 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2021/08/dmitry-ratushny-O33IVNPb0RI-unsplash-scaled.jpg 1. September 2021 6. September 2021

Your reopening went so-so? The return to operation in the New Normal let many organizers breathe a sigh of relief, followed by the realization of new hurdles. We have collected five points that you, as an event organizer, can learn from your reopening, so the next WOW event will be a success. Digitized ticket solutions, easier access control and contactless admission are just a few of the optimization points.

Summer 2021 was the season of great reopenings. Hooray for the revived cultural program, dazzling festivals and bustling city fairs! But sanitation issues, 3G regulations, and the hovering threat of another lockdown, make event operations difficult. What didn’t go so well for your reopening, you can always improve and prepare for the fall with innovative ideas. The collected key learnings in our post show you where to start!

Learning 1: Tickets with time slot are not only for museums

A ticket with a time slot means that your visitors choose a certain visit time when booking the ticket. The visit time regulates the length of stay, which is also noted on the ticket. You can define the intervals in advance and adjust them according to your capacities.

Tickets with time slot booking are suitable for any event that is characterized by streams of visitors and give you the possibility of a controlled flow of visitors. In addition, you can use the capacity of your venue to the fullest. No annoying queues for your visitors! No breaches of hygiene and distance rules! The icing on the cake: Visitor spaces do not expire. When leaving the venue, the space can be re-booked and you sell more tickets.

The ticket system of egocentric Systems offers a sophisticated function for time slot booking. Read more abot the advantages and the how it works.

Learning 2: Open communication creates a secure feeling

Feeling SAFE is feeling FUN! With the visit of your event you get enormous trust from your guests. Building trust with your community is key in the New Normal. Therefore it is important to communicate continuously and to inform openly. Customer management and marketing tools make it easy for you to stay in touch with your fans. Send reminder emails about your reopening and show transparently what a visit to your location looks like. What do visitors have to consider at the entrance? What is important when returning a ticket? How do you take care of the safety of your guests?

The technological support of a CRM system simplifies the administration of your customer data and is the basis for target group specific communication campaigns. The online ticketing software from egocentric Systems offers you an all-round solution with all the functions you need to build up relationships with your target group – an integrated CRM and numerous marketing tools.

Learning 3: Contactless check-in is part of the basic setup

The goal after your reopening should be to limit the contacts at your event as much as possible. This starts with the purchase of the ticket. Selling your tickets online relieves your box office and expands your ticket range: mobile and print-at-home tickets support contactless admission options. On-site, you can implement electronic access control with the help of ticket scanners. The technical support enables the contactless process, impresses with additional digital functions and is simple to operate. The more contactless options you offer, the safer your guests will feel.

At the entrance, your visitors can scan their ticket themselves – print or mobile – and enter your event contactless. egocentric Systems offers its customers to rent appropriate scanners or supports the implementation of own devices into the system. Further advantages of electronic access control are the downstream functions: in our online ticketing system you can see how many visitors are on your premises and how long their stay lasted. This way you always have an overview of how many seats you can still sell or if your location is already full.

Learning 4: Online requests facilitate contact tracking

Data over data. The obligation of contact tracking occupies all organizers. The first hurdle is collecting the necessary data. Paperwork at the venue and queues must be avoided! Second hurdle is managing the data to quickly find the information when needed. Both points can be solved if you also sell your tickets online.

A cleverly designed online ticketing solution, like the one from egocentric Systems 😉, allows you to query customer information directly during ticket booking. You can create forms yourself and integrate them into the purchasing process. The created profiles of your guests can be easily managed by CRM and optimize the search for the desired information. Of course, the processing of data in the system is compliant according to legal guidelines.

Learning 5: To invest in innovative solutions is always a good idea

The lockdown made organizers aware of new innovative event formats. If you haven’t jumped on the bandwagon yet, we recommend you to do so pronto. How about your own online media library where you can offer additional material or recordings of entire events? You can also sell tickets for your digital offer via a paywall. You can also offer your event as a livestream and create the potential for double revenues. Furthermore, a digital solution opens the door to a larger target group and makes your brand more present online.

The egocentric Systems solution delivers a fast option for video content that you can integrate directly on your website. We see the huge advantage of the feature in maintaining the relationship with your guests. Home entertainment creates proximity to your offering and is an opportunity for networking and community building. Integrated features for chatting and a donation plugin complete the online experience.

Let’s sum up

Digitize processes to help you manage your event at New Normal. From online ticketing to contact tracking, there are digital offerings. With our online ticketing software you get all functions in one solution – JACKPOT!

Make the most of your venue and sell tickets efficiently. Tickets with time slot booking balance visitor flows and turn one ticket per visitor seat into as many as you want. A digital system in the background allows you to monitor the utilization of your event.

Make it contactless, if possible. Whether with special ticket types, a scanner system for electric admission control or an online offer for your fans at home. Diversify your offer and rely on technological support to create your WOW event in the New Normal.

You are not sure yet or still have questions. We would be happy to help you with your hurdles. Feel free to contact us at: info@egocentric-systems.de

See all blog posts

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For even more information about event ticketing software and pricing, just contact us and get to know us and our software.

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Unser E-Ticket-System erleichtert Deine Veranstaltungsplanung

4. May 2021

How e-ticketing takes the pressure off your event planning.

How e-ticketing takes the pressure off your event planning. https://egocentric-systems.de/wp-content/uploads/2021/04/pexels-gary-barnes-6248552-scaled.jpg 2560 1707 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2021/04/pexels-gary-barnes-6248552-scaled.jpg 4. May 2021 29. January 2023

The pandemic time has brought your business to a standstill? Or you are struggling with the implementation of hygiene regulations? The right e-ticketing solution can take the pressure off your event planning and offer numerous advantages – during the crisis and even afterwards.

The planning of events is experiencing numerous hurdles due to the Covid-19 crisis and is increasing the organizational effort in numerous places. The sale of tickets also has to face new demands: preferably contactless, digital or mobile and as simple as possible. The ticketing system behind it should make your life easier and not open up another construction site. Below we present the advantages of e-tickets and how our solution solves your problems.

Increase Online Sales

THIS IS WHAT IT GETS YOU

The additional sales channel – the ticket store on your website – reaches new target groups compared to advance sales at the box office. Even visitors from further away can book tickets online for a weekend trip. This independence from physical distance is what makes e-tickets so special. But they also have other advantages.

E-tickets or digital tickets have a decisive advantage over analog tickets from the box office: transparency. Online sales allow you to bundle information – about buyers and for which events especially many tickets are sold. Linking the data directly from ticket sales with the event manager of egocentric Systems allows you to query and evaluate a wide range of data. This traceability is much more difficult with analog ticket sales.

And the most important thing should not be forgotten: digital tickets allow control mechanisms for the new normal. The sale of seat tickets with automatic spacing function, overview of the capacities of your premises and the sale of tickets with time windows. This way, you can already see how many visitors you expect and what the capacity utilization is when planning your event. This allows you to easily implement spacing rules and avoid contacts.

Also important to consider: the environmental factor

The graph above shows the environmental impact of paper. Although it is a more sustainable material than plastic, for example, reducing the use of paper can also do good for our planet. Saving paper counteracts the deforestation of forests. More and more people are becoming aware of this and are changing their purchasing behavior accordingly.

With e-tickets, you address precisely these visitors with an awareness of sustainability and create an alternative to the conventional paper ticket with digital tickets.

Fast forward again

That’s how e-tickets take the pressure off your event planning:

Easy access to tickets in your online shop
More revenue through flexible use of advertising space on the e-ticket
Direct collection of information from the sales process and linking with presentation and evaluation tools
Compliance with hygiene requirements and distance regulations
The environment thanks you – e-tickets have a significant sustainability aspect

See all blog posts

Get started with us now!

For even more information about event ticketing software and pricing, just contact us and get to know us and our software better.

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Mobile Ticketing für Sport-, Musik- und Kulturveranstaltungen

21. January 2021

Mobile ticketing for sports, music and cultural events.

Mobile ticketing for sports, music and cultural events. https://egocentric-systems.de/wp-content/uploads/2020/12/pexels-harrison-haines-3696399-scaled.jpg 2560 1709 egocentric Systems GmbH egocentric Systems GmbH https://egocentric-systems.de/wp-content/uploads/2020/12/pexels-harrison-haines-3696399-scaled.jpg 21. January 2021 29. January 2023

5 reasons to use mobile tickets for your next event.

Mobile ticketing for sports, music, and cultural events has gained tremendous popularity over the past decade. Due to the huge success story of mobile devices and an ever-increasing number of mobile payments, mobile ticketing is becoming the new standard.

Although the use of this technology is trending upwards, there are still some old misconceptions that keep especially small and medium-sized event organizers from taking advantage of mobile tickets for their events. We want to clear up these misconceptions in our blog post on mobile ticketing.

Mobile first.

What is mobile ticketing?

You’re probably familiar with Apple Wallet or the Android equivalent for storing mobile tickets directly on your phone.

Mobile ticketing refers to purchasing, holding and validating tickets with a mobile device. The term is often used to describe tickets to enter an event with a mobile device (because someone might pay on their desktop computer and then enter later with a mobile ticket). For this purpose, storage in the wallet provides easy handling of mobile tickets. Tickets are thus easy to store, cannot be forgotten at home on the day of the event, and cannot be lost.

Is there only ONE mobile ticket?

No! Basically, there are several different forms of mobile tickets. For example, an event organizer could simply issue a QR code that visitors show and scan on their cell phones upon entry. This often works, for example, by showing the QR code of the PDF wipe, which is actually intended as a “print at home” ticket, and at least has the advantage of not having to print out the ticket first.

Another, but not quite as popular variant is the integration of a mobile ticket into an app of the organizer or operator. For this, however, the ticket buyer still has to download a separate app in any case, which is not always that popular. One advantage, however, is that the issuer has direct access to the cell phone and can offer further applications. For example, he can immediately offer the possibility to buy the ticket directly in the app. This is used by Deutsche Bahn, among others, which offers mobile tickets exclusively via its own app.

Most popular – PKPASS

Probably the most common and popular variant of the mobile ticket is the issue of a so-called PKPASS. A PKPASS can be stored as a file in a mobile wallet, allowing the ticket to be displayed directly on the cell phone. The Pass Wallet app technology (often referred to as Passbook) originated in the USA and was first introduced by Apple.

Mobile tickets such as PKPASS are based on customer needs
All PKPASS files are digitally signed by the issuer, so any attempt to forge the data or access it without permission is considered unsuccessful.

Using a PKPASS, it is possible to have the QR code scanned directly from the wallet on a smartphone when entering an event. No extra app needs to be installed for this, at least on Apple devices. But the wallet is also becoming increasingly popular on Android devices, and with the introduction of Google Pay, a wallet for digital tickets and vouchers is now also preinstalled on most Android devices.

Trouble in town?

Despite their increasing popularity among ticket sellers, event organizers and customers, mobile tickets have not been that popular everywhere. There are several reasons for this, which we will briefly explain:

Mobile tickets are...

...difficult to give away!

Admittedly, if you want to give away a ticket, handing it over is part of the process. But is that really a problem? Mobile tickets are easy to transfer and can therefore be given away without any problems. Add to that perhaps a nice bottle of wine, or a box of chocolates…that’s it!

...complicated to set up!

Many older software solutions for ticket sales are mainly focused on printing tickets. Mobile application possibilities that were developed were more or less cumbersome on it. For egocentric Systems, e-tickets, just like the “mobile first” approach, have always played a very important role – and rightly so!

...with high fees!

Until a few years ago, the big ticket portals also charged high fees for electronic tickets. This meant that an e-ticket was only minimally cheaper than a physical ticket sent by mail. After a successful lawsuit by the consumer association Verbraucherzentrale NRW, the BGH has now also rejected the appeal of the ticketing provider CTS Eventim in the last instance. This means that even the major portals are no longer allowed to charge for e-tickets, paving the way for mobile tickets.

In plain language: these are the advantages of mobile ticketing

Now that we’ve shown you that many concerns about mobile ticketing are unfounded, here’s a concentrated load of reasons why it’s worth using it. Not only you, but also your guests will benefit from these 5 advantages!

The ticket that you never leave lying around.

The number of customers who want to print out a ticket or carry it with them in paper form is becoming smaller and smaller. The danger of losing the ticket or forgetting it at home is far too great. If you keep up with customer expectations, ticket sales will increase, as will repeat ticket bookings for future events.

The ticket that increases your conversion rate.

Another benefit is the increase in conversion rates. This is because mobile ticketing also includes the general sale of tickets via cell phone. The target group for events is getting younger and younger, which means that bookings on mobile devices are also on the rise. Every event organizer should therefore also address the “mobile first” strategy in ticketing as part of their sales strategies. This is necessary to offer all ticket buyers a pleasant booking experience and at the same time increase conversion rates.

The ticket, for fast check-in.

A quick check-in process at the event is also a huge benefit. When your guests don’t have to dig through their purses, backpacks, or wallets to find paper tickets, the lines move much faster. A mobile ticket is quickly accessible on a cell phone and the guest can find it at any time without having to search for it.

The ticket that relieves your support line.

A decreasing support effort is another advantage if you, as an organizer, rely more and more on mobile ticketing. From our more than 13 years of experience in full service ticketing, we can assure you that the support effort that arises in our call center before an event is sometimes immensely high. But this support effort is avoidable. Most requests are for tickets to be reprinted, resent, or a question about the shipping status. With a digital ticket, this question does not arise and your support effort is reduced enormously.

The ticket, for more sustainability.

For your visitors, the big advantage is that there is no need to print out tickets. Your guests appreciate that, because you take work off their shoulders. Not to forget the aspect of sustainability. Because our environment also benefits when there is less need for paper. Event organizers with whom we work now, rely exclusively on mobile tickets for environmental and sustainability reasons. Just to give you an example: XS Carnight, the annual tuning meeting, has been doing without paper tickets completely for over a year as part of a “green campaign”. Customers and fans support this and have ensured that all 2020 events were completely sold out.

The biggest advance is that mobile tickets are gradually reaching the broad stratum of the population. Every year, millions of ticket purchases are made on cell phones. Mobile technologies have long been used in public transportation, air travel, and even shipping.

While in the early days of mobile ticketing, smartphone ownership was still relatively low, today it is at an all-time high. In 2011, the percentage of small phone owners in the U.S. was 35%. That number now stands at 81%.

You too can discover mobile ticketing for your next event.

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