Ticketing

Beiträge rund um den Verkauf Deiner Veranstaltungstickets

Person hält Smartphone mit geöffnetem Ticketshop, um sich für das Event zu registrieren

5 criteria for easy event registration
5 criteria for easy event registration 1008 756 egocentric Systems GmbH

Event registration is often the first point of contact between you and your attendees. Studies show that up to 40% of all interested parties abandon the registration process if it is perceived as too complex. A simple and user-friendly registration process can therefore significantly increase the success of your event and provide you with valuable information about your target group. To ensure that your attendees find their way to your event enthusiastically and without any hurdles, you should consider a few essential functions and optimization options when registering for your event. In this article, we have summarized the 5 most important ones from our point of view.

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Person hält Smartphone mit geöffnetem Ticketshop, um sich für das Event zu registrieren

Types of Event Registration

Before we focus on optimizing individual features, it is helpful to take a closer look at the main methods of event registration. Choosing the right registration method depends not only on the preferences of your target group, but also on the nature of your event.

1. Online registration:

  • Flexibility: Participants can register around the clock and use many payment methods.
  • Ease of use: A clear and simple process – with just a few clicks and optimized for mobile devices – reduces the drop-out rate.
  • Advantages: With mobile optimization, you also reach those participants who want to register spontaneously via smartphone.

2. On-site registration (Box Office):

  • Spontaneous registrations: On-site registrations are ideal for participants who decide spontaneously.
  • Use at larger events: Especially at large events, it can make sense to offer an on-site solution for participants without online access.
  • Autonomous POS: Use the latest technologies to ensure a fast and effective ticket purchasing experience for spontaneous visitors. The easiest way is to use posters with a QR code with a link to the ticket store, where visitors can book their tickets themselves.
    Alternatively, there are now also terminals that you are familiar with from McDonalds or public swimming pools, which allow you to order the product fully automatically.
Box Office bei der Landesgartenschau Höxter 2023

With this basic structure, you can choose the right registration type for each event. It is important for you to learn as much as possible about your customers and get permission to contact them for upcoming events. In the next section, we look at the key features that every event registration solution should offer to ensure an optimal customer experience.

Top 5 criteria for evaluating an event registration solution

A successful event registration is not just about the registration itself, but also about the tools and capabilities it brings to make the process efficient and informative for attendees and organizers alike. Here are the five key features you should consider for an optimal registration solution:

1. Usability

  • Simple registration: Reduce the steps and fields to the essentials to keep the registration process short and clear.
  • Mobile optimization: Many participants use mobile devices to register. Make sure that the registration page works on smartphones and tablets.
  • Personalization: Adapt registration forms and confirmation emails to your event branding to create a consistent and professional impression.

2. Data Management

  • Centralized system: All customer data should be stored in one database to ensure clarity and efficiency.
  • Export function: Export attendance lists in formats such as CSV or XLS to facilitate post-processing.
  • Reports and analytics: Create detailed reports on registrations and attendee profiles to understand how your event is being received and improve future events.

3. Automation

  • Automated emails: Send confirmation and reminder emails automatically to keep your customers informed at all times..
  • Ticketing integration: Seamless integration of a ticketing system allows participants to receive their tickets directly after registration and payment.

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4. Flexibility & Control

  • Participant categories: Create different ticket and participant categories to adapt your event to different target groups.
  • Capacity management: Use registration deadlines and limits to avoid overbooking and keep track of the number of participants.

5. Additional Features

  • Event program: Provide participants with an overview of the event’s program during registration.
  • Cross- & up-selling: Increase the basket value per purchase by identifying the wishes and needs of your customers and providing offers as upgrades that satisfy these needs.
  • Check-in function: A mobile app for on-site check-in makes the admission process easier and leaves a professional impression. This aspect also includes the poster that you put up on site with a prominent QR code and the message: “Buy tickets here and avoid the queue.”

These functions offer an optimal mix of user-friendliness and administrative advantages for you as an event organizer. They form the basis for successful event registration and improve the overall customer experience. In the next section, we briefly summarize the most important points.

Event registration is more than “just” signing up

Optimized event registration goes beyond mere registration and provides valuable information about your attendees. Through a user-friendly solution with integrated data management, automation and flexibility, you can significantly improve the customer experience and tailor your event to the needs of your target group. This makes event registration a powerful tool that not only simplifies the process, but also provides valuable insights for future events.

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Nice to Know
Answering
Your Questions.
  • How can I facilitate registration for my events?

    An uncomplicated registration process reduces the drop-out rate and improves the user experience. Only ask for the most necessary information to keep the process lean. This includes: Name, email address and payment details. Avoid unnecessary queries; every additional entry increases the drop-out rate.

    Create a registration process that is completed in 2-3 clicks. Avoid steps such as separate confirmation pages or unnecessary pop-ups. And since many users book via their smartphone, the site should be mobile-friendly and intuitive to use. Pay attention to responsive buttons and easy-to-read texts.

  • What information is really relevant for registration?

    The registration should only ask for essential data and optionally provide further information. First you need the basic information: only ask for name, e-mail address and payment details. Keep it minimal to reduce the drop-out rate.

    Depending on your target group, further queries (used discreetly) may also make sense, e.g. things like dietary requirements or special interests can be requested optionally if they directly benefit the event (e.g. food preferences at a networking event). These queries should be clearly marked as “optional”.

  • How can I use the registration page to promote my event?

    The registration page is the first impression of your event and reflects its quality and brand. Therefore, use colors, logos and images that represent your event. Add an inviting image or banner that conveys the atmosphere. Also pay attention to structured sections and clear headings to improve comprehensibility. Make sure that the most important information (date, time, location) are clearly indicated to create trust.

  • Which features encourage event participation?

    Modern notification features improve customer retention and the event experience. We recommend sending automatic notifications via SMS, WhatsApp and email.

    Before the event: Send personalized reminders with important information such as date, time and venue. AI-powered systems can customize these messages to increase anticipation.

    During the event: Inform participants in real time about program schedules, room changes or breaks. This communication facilitates the process and increases satisfaction.

    After the event: Thank participants for attending and ask for feedback. If the feedback is positive, you can automatically ask for a Google review to increase the visibility and reputation of the event.

  • How can I effectively use e-mail campaigns for registration?

    Keep your subscribers informed with targeted and automated emails. This promotes conversion, i.e. interaction with your content. A simple way to start is to send an automated confirmation and reminder email after registration to inform participants and keep them aware of the event.

    Targeted campaigns are a more sophisticated but powerful tool. Use personalized email campaigns to target different audiences (e.g. early bookers, past attendees). Segment your contact list to tailor messages to the interests of participants. This improves conversion.

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White Label Ticketing: The Solution for Personalized Ticketing Systems
White Label Ticketing: The Solution for Personalized Ticketing Systems 1008 756 egocentric Systems GmbH

White Label Ticketing allows event organizers to operate a fully branded ticketing system under their own name without having to develop a technical system themselves. This means that all aspects of the ticketing process—from the sales platform to branding and payment processes—are tailored specifically to you as an organizer. This enables you to offer your users a seamless and brand-compliant customer experience, which is especially important in the event industry.

egocentric Systems is an experienced provider of White Label Ticketing solutions, specializing in providing a customized ticketing platform for a wide range of industries. Through comprehensive customization options and a user-friendly interface, egocentric Systems enables organizers to design their ticketing processes efficiently and in line with their brand.

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two smartphones with white label ticketing

Why Should Organizers Be Interested in White Label Ticketing?

White Label Ticketing offers you the opportunity to strengthen your brand while utilizing a flexible and scalable solution for ticket sales. Compared to standard ticketing solutions, which often offer limited customization options, a White Label system allows you full control over the appearance and functionality of the ticketing platform.

Advantages Compared to Standard Ticketing Solutions

Standard ticketing systems are often rigid and offer little room for individual customization. A White Label system, on the other hand, allows you to tailor your platform exactly to your needs and the branding of your company. Additionally, these systems offer seamless integration with existing tools like CRM systems or marketing platforms, enabling more efficient management and an improved user experience.

Limited Customization of Standard Ticketing Systems

Standard ticketing systems are often unable to meet specific brand requirements. This can make customer retention more difficult since the ticketing experience may not fully align with the brand identity. Additionally, there is often a lack of flexibility in implementing specific features or integrations.

Why Is This a Problem?

If you cannot effectively integrate your brand identity into the ticketing experience, it negatively impacts your branding and user experience. A consistent and brand-compliant experience strengthens customer loyalty and can positively influence sales figures. Without the ability to customize the ticketing experience, organizers lose flexibility and control over important sales processes.

How Does egocentric Systems Solve the Problem?

egocentric Systems offers customized solutions tailored specifically to the needs of various industries, such as sports events like Hallescher FC or large events like the State Garden Show in Höxter. The platform enables comprehensive customization of the user interface and branding, integrated marketing and analytics tools, as well as flexible pricing models and payment options. All of this helps companies provide a consistent and brand-oriented ticketing experience.

Details and Features

The main features of the platform include:
  • Customizable User Interface and Branding: Companies can integrate their own brand identity into the ticketing system.
  • Integrated Marketing and Analytics Tools: These tools help better understand customers and create targeted marketing campaigns.
  • Flexible Pricing Models and Payment Options: The platform supports various pricing models, allowing better adaptation to market demands.

Benefits

Complete Brand Customization and Improved Customer Retention:

The ability to fully customize the ticketing system to your branding strengthens customer retention. A consistent brand image across all touchpoints ensures increased brand recognition and a more positive customer experience.

Improved User Experience Through Tailored Features:

A customized user experience, precisely aligned with the target audience’s needs, can significantly enhance customer satisfaction. This is evident in the positive feedback from Hallescher FC, which significantly improved its ticket sales and customer retention by using a White Label system.

Increased Control Over Sales Processes and Data:

With a White Label system, companies retain full control over their sales processes and the associated data. This not only allows for better decision-making but also for more efficient management and enhanced security.

Testimonials

Hallescher FC

Hallescher FC achieved significant improvements in brand perception and sales figures through the implementation of a White Label Ticketing solution from egocentric Systems. Before implementation, they faced challenges such as an inflexible platform and limited customization options, which made customer retention difficult.

State Garden Show in Höxter

The State Garden Show in Höxter also used a White Label solution to provide a seamless and branded ticketing experience. The platform not only increased the efficiency of ticket sales but also built a stronger connection with visitors.

Conclusion

White Label Ticketing represents a revolutionary solution that enables companies to fully adapt their ticketing processes to their specific requirements and brand identity. In an increasingly competitive and digitalized world, the ability to offer a seamless and brand-compliant customer experience is invaluable. Companies that choose a White Label solution gain not only flexibility but also control over their sales processes and data. These advantages are crucial for stronger customer retention and, ultimately, for business success.

Make Yourself Visible

Providers like egocentric Systems play a central role by offering customized and cross-industry solutions that go far beyond what standard ticketing platforms can offer. The practical examples of Hallescher FC and the State Garden Show in Höxter impressively demonstrate how White Label solutions can not only increase efficiency but also significantly improve the customer experience and brand perception.

Looking ahead, everything indicates that White Label Ticketing will continue to gain importance. Companies are increasingly recognizing the benefits of a personalized and data-driven ticketing solution that can dynamically adapt to changing market needs. The integration with additional digital tools, such as marketing and CRM systems, will also become increasingly important to ensure holistic and efficient management of events and functions.

In summary, White Label Ticketing is not just a technical solution but also a strategic investment in the future of a company. Companies that want to optimize their ticketing processes while strengthening their brand identity cannot overlook this technology. Trends in the ticketing sector clearly indicate that the demand for flexible, customizable, and brand-compliant solutions will continue to rise, making White Label Ticketing a key technology for the future of the event industry.


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Successfully integrate a new event ticketing system
Successfully integrate a new event ticketing system 1008 756 egocentric Systems GmbH

In this article, you will learn the most important points that you should bear in mind to ensure that your ticketing system change runs smoothly.

More success in event management? Here are the best tips!

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Two men at the cash desk of an event, tickets are handed over

Why a new ticketing system?

In the world of events, the ticketing system is the centerpiece of business success. An efficient system not only boosts sales but also significantly enhances customer satisfaction. It provides more customer data, broadens customer reach, and improves marketing tracking.

A modern ticketing system offers new opportunities for customer interaction and event dynamics, far beyond simple ticket sales. While adopting new software may seem daunting, switching to a modern, more powerful system is a worthwhile investment. With the right provider, the transition will be seamless and uncomplicated.

Benefits and integration of a new ticketing system

The Strategic Choice: White Label Solutions

White label software enables promoters, venue owners, and other event organizers to offer ticketing services under their own brand without developing the technology themselves.

This flexibility allows for deep customization and integration into existing processes while benefiting from lower booking fees and the ability to market both your own and third-party events. A white label solution lets you maintain complete control over branding and customer experience, enhancing customer loyalty and brand retention.

Tackling the challenges of switching providers

Switching to a new system can seem challenging at first, making thorough planning essential. Start by identifying issues with the current system and involve all departments to develop a comprehensive understanding of the required features. Consulting an external expert can also reveal overlooked aspects, which can then be incorporated into the planning.

Next, create a detailed implementation plan with specific time frames and goals to ensure a smooth transition. A three-month planning period is generally most effective. While our operations team has completed a full implementation in just one week—from initial consultation to a live online shop—this is exceptional and not recommended for a stress-free experience. Therefore, plan for three months.

Extensive team collaboration and positive attitude

We can only emphasize this once again: the involvement of all departments and clear communication are crucial to the success of the new system. Regular meetings and workshops allow everyone involved to voice their concerns and contribute to the joint project.

A positive approach and continuous feedback are essential for a successful transition, enabling early recognition and resolution of issues. Additionally, having one main person responsible for the project on your side makes the process much more relaxed and easier to implement.

Recommendation – Make yourself independent of your ticketing provider!

The familiarisation phase is the most stressful part of a system change. It is completely normal for questions to arise repeatedly.

To ensure that questions are answered as quickly and easily as possible, some ticketing providers offer helpdesks where the organiser can use the search field to get a simple and understandable explanation of their question. You should check whether your new ticketing provider has this top solution BEFORE signing the contract. It will make your life easier and significantly reduce your familiarisation time.

Zusammengefasst:

Pay attention to the following points from now on 
and the ticketing system change will run smoothly. 

1. recording the current situation 
a. What features are you currently missing? 
b. Which features must be available again in the future? 

2. inclusion of all departments 
a. Ticketing 
b. Marketing 
c. Operations 
d. Sales 
e. ... 

3. exchange with an event expert 

4. create an implementation plan 

5. is helpdesk available for you as a new customer?

By the way: Easy changeover with egocentric Systems

Integrating a new ticketing system can be straightforward and stress-free. At egocentric Systems, every event organizer is assigned a dedicated contact person to support you throughout the entire transition process. Additionally, our extensive helpdesk is available 24/7 to answer any questions—a service highly valued by our customers.

If this sounds appealing, get in touch with us to arrange a non-binding introductory meeting.

Switching to egocentric Systems not only provides access to a modern and efficient ticketing system but also significantly reduces entry barriers. Don’t let the fear of change hold you back. Instead, look forward to a system that meets your needs and exceeds your expectations

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Our event experts have the right digital solution ready, whether ticketing, catering, access or everything in combination. Get to know us and let us show you our solutions without obligation.

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The reason why your ticket shop needs a digital waiting list
The reason why your ticket shop needs a digital waiting list 1008 756 egocentric Systems GmbH

Event sold out? Think again! In event organization and ticketing, surprises are inevitable. Ticket cancellations are common during pre-sales, so how can you streamline resales with foresight? Enter the dynamic waiting list for your ticket shop. This article explains why setting up a digital waiting list is a smart move to enhance your event experience and quickly resell available tickets.

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People standing in a queue at an ascending staircase

What is a digital waiting list?

For sold-out events, the dynamic waiting list is an ingenious tool seamlessly integrated into the egocentric Systems solution. Developed to simplify managing high-demand events, it offers key features such as:

  • Automatic Data Capture: The dynamic waiting list automatically gathers information from potential attendees.
  • Control Over Ticket Allocation: It provides precise control over distributing returned tickets.
  • Improved Audience Engagement: The tool opens up new possibilities for engaging your audience.

Why is the digital waiting list essential for your ticket shop?

With the dynamic waiting list, you can easily capture potential sales and prioritize audience engagement. By inviting potential attendees to join the waiting list for sold-out events, you not only capture their details but can also offer them available tickets with just a few clicks. Additionally, you can use other marketing campaigns to stay memorable to your contacts and strengthen their connection to your event brand.

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Implementing a digital waiting list offers numerous benefits:

More Sales: Provide potential attendees with a quick and user-friendly waitlist option, allowing you to easily notify them when tickets become available.

Priority Selection: Maintain control over ticket allocation to the waiting list, ensuring a fair and thoughtful approach to managing event capacity.

Seamless Integration: The dynamic waiting list integrates seamlessly with your ticket sales through egocentric Systems, offering an easy way to manage returned tickets.

How the digital waiting list for events works

Activating the dynamic waiting list in your ticketing system prompts potential attendees to register in a form in the ticket shop as soon as an event sells out. Contact details are captured, enabling you to send targeted messages to offer tickets when they become available or include them in your marketing campaigns. The process is customizable to fit the exact needs of your event.

You will be notified when your tickets sell out and when ticket quotas become available. With just a few clicks, you can choose to contact all people on the list or a specific segment.

Utilise more sales opportunities

To summarize, the dynamic waiting list for sold-out events allows you to acquire potential buyers as contacts and efficiently use the database. Automated messages enable you to contact the target group via email or text message with just a few clicks. This tool helps you optimize event capacity and increases sales opportunities for tickets that become available in your online shop.

Already a fan of egocentric Systems & interested in the implementation?

As our partner, you will find detailed instructions on the tool in our helpdesk. You can activate it free of charge and integrate it directly into your ticket sales.

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DSGVO for event organisers: how secure is your ticket shop?
DSGVO for event organisers: how secure is your ticket shop? 1008 756 egocentric Systems GmbH

In October 2023, a massive data theft at the Motel One chain was revealed, where nearly the entire guest list since 2016 was stolen. This list included billing addresses, birthdates, and other personal data. Incidents like this are a good reminder to review your own data protection measures. As an event organiser in 2023, you’re likely familiar with the General Data Protection Regulation (germ.: DSGVO). However, if you’re still navigating the complex rules and regulations, you’re in the right place! In this blog post, we’ll guide you through the world of GDPR (DSGVO), specifically tailored to the challenges and opportunities for event organisers like you.

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Orange lifebuoy on the wall symbolises data security at events

GDPR (DSGVO) and events

The GDPR (DSGVO) may seem complex at first, but it offers you the opportunity to gain the trust of your participants and make your events safer and more professional.

Fun fact: Zettabytes of data are generated globally each year. Statista estimates that 126.32 zettabytes will be generated in 2023. (A single personal data record with name, address, email, and phone number requires approximately 0.001 GB. 126.32 zettabytes comprise a data volume of 126,320,000,000,000,000,000 possible data records). So, this topic is crucial.

In this guide, you will learn how to use the GDPR (DSGVO) to your advantage while ensuring your events comply with current legal requirements. Dive into the world of data protection with us and discover how to optimise your events.

A little disclaimer before we get started:
This article does not claim to be legal advice. You should always clarify specific implementation guidelines and any changes due to the GDPR (DSGVO) with your trusted legal advisor.

Important data protection principles for event organisers

In this section, we focus on the basic principles that should characterize every GDPR (DSGVO)-compliant event.

Data Minimization: Less is More
The principle of data minimization is simple: only collect the data that is absolutely necessary for your event. Complying with data protection laws not only fulfills legal requirements but also demonstrates respect and professionalism towards your customers.

Earmarking: Data Use with a Clearly Defined Purpose
Every data set you collect should have a specific, defined purpose. Be transparent about why certain information is needed and how it will be used. This transparency strengthens trust in your event and underscores your credibility as an organizer.

Transparency and Accountability: Open and Responsible Data Management
As the organizer, you are responsible for the data collected. This means you should be able to account for its use at all times. Clear and transparent communication about your data protection practices is essential for creating trust and security among your customers. Data protection compliance is an ongoing process and a commitment that extends beyond individual events. With these basics, you lay the foundation for a successful and GDPR (DSGVO)-compliant event.

1. Preparation of your event with the GDPR (DSGVO)

Step-by-Step Planning with a Focus on Data Protection

Start with detailed planning that incorporates data protection aspects from the outset. This includes selecting the right tools and platforms and designing registration forms and communication strategies that comply with data protection regulations.

Obtaining Consent: How to Do It Right?

Obtaining participants’ consent for data collection and processing is a core component of the GDPR (DSGVO). Ensure that your registration processes are clear and understandable, and that customers explicitly consent before personal data is collected. Emphasize the principles of voluntariness and clarity.

Data Protection-Compliant Handling of Participant Data

Once data is collected, it must be securely managed and protected. Implement appropriate security measures to prevent data leaks or unauthorized access. Ensure that data is kept only as long as necessary and then properly deleted.

Preparing a GDPR (DSGVO)-compliant event requires care and attention to detail. By following these steps, you will ensure that your event is not only successful but also fully compliant with data protection regulations.

What are particularly sensitive contact points for customer data in your daily business?

Online Ticket Shop: Security and Data Protection

The online ticket shop is often the first point of contact between organizers and participants, where sensitive data such as contact information and payment details are collected. Ensuring this process is GDPR (DSGVO)-compliant is crucial, involving secure data transmission and storage, as well as transparent communication about data usage.

CRM Systems: Data Centralization with Risks

CRM systems are central to managing customer relationships and store detailed information about your customers and prospects. Since they contain a large amount of personal data, they must be specially protected to ensure GDPR (DSGVO) compliance.

Newsletter: Consent and Transparency

When sending newsletters, it’s important to obtain recipients’ consent and clearly inform them which data is used for which purpose. Unsubscribe options must also be simple and efficient.

Interfaces as Points of Attack

The interfaces between different systems, such as between the ticket shop, CRM, and newsletter tool, are potential weak points for data breaches. Data must be transferred and processed securely to minimize risks.

Advantage of an Integrated Solution

Bringing together functions such as ticket sales, CRM, and newsletter dispatch in an integrated system can be highly advantageous. It simplifies the management and monitoring of data flows while reducing the number of interfaces, thus minimizing the risk of data breaches.

By understanding and carefully managing the GDPR (DSGVO) in these key areas, you can ensure legal compliance and strengthen your customers’ trust in you

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2. Realisation of the event under the microscope of the GDPR (DSGVO)

Data Protection-Compliant Event Design

Ensure that all processes and activities during the event adhere to data protection rules. This includes securely handling customer information, complying with data protection guidelines when presenting content, and protecting participants’ privacy.

Legally Compliant Image and Sound Recordings

If you plan to record images or sound, ensure it complies with data protection regulations. Obtain consent and inform participants about the purpose and use of recordings.

Check-in and Guest Management: Efficient and Secure

Design the check-in and guest management processes to guarantee data security. Avoid displaying sensitive customer information publicly and restrict data access to authorized personnel only.

By integrating these aspects into your event planning, you not only ensure GDPR (DSGVO) compliance but also enhance participants’ trust and satisfaction

Person scans a mobile ticket at the entrance

3. After the event: Don’t forget data protection!

Data protection also plays a crucial role after the end of the event. Post-processing in compliance with the GDPR is an important step in ensuring the confidentiality and security of participant data in the long term.

Correct Handling of Data After the Event

After your event concludes, it’s crucial to manage collected data in compliance with GDPR (DSGVO) requirements. Assess whether the data is still necessary; if not, securely delete it. Adhere to specified retention periods and responsibly remove unnecessary data.

Obtaining Feedback in GDPR (DSGVO) Compliance

When gathering participant feedback, ensure GDPR (DSGVO) compliance by informing participants about data use and obtaining their consent. Integration into ticket shop purchases can simplify this process through voluntary consent.

Managing Data Breaches

In the event of data breaches, prompt action in accordance with GDPR (DSGVO) guidelines is essential. Establish a protocol for handling breaches, promptly notifying authorities and affected individuals as necessary. Complying with GDPR (DSGVO) post-event is not just a legal obligation; it demonstrates respect for participants. Thoughtful data management reinforces trust and enhances your reputation as a responsible organizer.

4. Effective collaboration with your data protection officer

Understanding the Role of the Data Protection Officer

The Data Protection Officer (DPO) serves not only as a controller but also as an advisor and partner in implementing data protection-compliant processes. They assist in identifying risks and providing solutions to mitigate them.

Data Protection Impact Assessment: What is It?

A data protection impact assessment may be necessary for certain types of events. The DPO can assist in conducting this assessment to ensure accurate risk evaluation and mitigation.

Training and Counseling for Your Team

An essential aspect of data protection is ensuring all team members are aware and informed. The DPO can offer training and workshops to educate your team on data protection. Collaborating effectively with the DPO helps minimize data breach risks and ensures compliance with current legal requirements for your event.

5. The most important facts at a glance

  • Remember the key points of this guideline: data minimization, purpose limitation, transparency, and close cooperation with the Data Protection Officer (DPO).
  • The GDPR (DSGVO) will remain pivotal in event management in the years ahead. View GDPR (DSGVO) compliance not just as a duty but as a chance to enhance customer trust.
  • Stay informed about data protection trends to ensure ongoing compliance with legal requirements for your events.
“Yes” to more data protection

German startup, German standards – and not just when it comes to the GDPR (DSGVO). egocentric Systems is ready for more data protection with its solution.

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3 pricing strategies for your tickets
3 pricing strategies for your tickets 1008 756 egocentric Systems GmbH

As the organizer of an event series, you constantly face the challenge of finding the right ticket pricing strategy. Optimal pricing is crucial for maximizing revenue, covering costs, and appealing to your target audience. Pricing mistakes can lead to dissatisfied fans spreading their frustration in the media. Remember the headlines from last year about Taylor Swift and the ticket prices for her “Eras Tour.” In this blog post, we present three effective pricing strategies, considering key questions about costing and event planning, and discuss their opportunities and risks.

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List of questions for your pricing strategy

In order to find a suitable strategy for your event, you need an idea of how your target group thinks. Basic knowledge of how your expenses and income are made up is also essential. To help you reach your goal quickly, use our catalogue of questions and make a note of the answers.

  1. Cost Structure: What fixed and variable costs are associated with each event? These include rental costs for venues, technology, personnel, marketing, security, and any license fees.
  2. Capacity: What is the maximum number of tickets that can be sold per event? What is the expected number of visitors?
  3. Target Group: Who is the target group for the event series? What income level and willingness to pay does this target group have?
  4. Price Differentiation: Should there be price differentiation based on seating, time of purchase (early bird discount vs. last-minute prices), or access to special offers (VIP packages, meet-and-greet, etc.)?
  5. Competitor Analysis: What are the prices of similar events? Are there competitors with comparable offers?
  6. Seasonality and Timing: Are there certain times of the year when higher or lower prices make sense, based on public holidays, school holidays, or other local events?
  7. Past Data: What does past event data show about attendance, sales, and customer feedback in relation to pricing?
  8. Marketing and Advertising Spend: What is the budget for marketing, and what impact does this have on the revenue needed from ticket sales?
  9. Financial Targets: What profit margins are being targeted, and how does this affect pricing?
  10. Risk Management: What risks exist (e.g., bad weather, artist cancellations), and how can these be accounted for in the pricing strategy?

Dynamic Pricing

Dynamic pricing, also known as surge pricing, is a flexible strategy where ticket prices adjust based on demand. When demand is high, prices increase; when demand is low, prices decrease.

Opportunities:

  • Maximizing Revenue: Adjusting prices to current demand allows the promoter to optimize revenue.
  • Efficient Capacity Utilization: Offering lower prices during periods of low demand ensures the event is fully utilized.

Risks:

  • Customer Satisfaction: Customers may react negatively upon discovering others paid less for the same tickets.
  • Administrative Complexity: Dynamic pricing requires advanced systems to monitor demand and adjust prices.

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Multi-level pricing

Rows of seats with different coloured tiers

Multi-level pricing offers various price categories for different service levels or seating categories, ranging from VIP tickets with additional services to standard tickets with restricted views.

Opportunities:

  • Addressing Target Groups: Differentiated price categories allow targeting different customer segments.
  • Increased Sales Opportunities: Additional offers, such as VIP packages, can lead to higher average prices per visitor.

Risks:

  • Segmentation: Incorrectly set price levels can result in poor utilization of certain areas.
  • Perception of Value: Excessive price differences between categories can impair the perceived value of the event.

Early-Bird Pricing

With this strategy, tickets are offered at a reduced price if purchased early, with prices gradually increasing as the event approaches.

Opportunities:

  • Liquidity Advantage: Early revenue helps cover upfront costs of the event.
  • Planning Security: Early sales provide an initial indication of expected visitor numbers, aiding in better marketing and logistics planning.

Risks:

  • Misjudgment of Willingness to Pay: Setting early bird prices too low could result in lost potential revenue.
  • Dependence on Early Bookers: Relying too heavily on early bookers could lead to lower demand just before the event.

Individual strategy or combination?

Choosing the right pricing strategy requires a thorough analysis of your cost structure, target group, and the capacity and timing of events. Organizers should also consider the competitive landscape and historical data from previous events. By skillfully combining the described strategies, a pricing structure can be developed that both covers costs and remains attractive to the target group. It is advisable to carefully weigh the risks against the opportunities and, if necessary, adapt the strategy to the specific conditions of the market and the event.

How do you implement different pricing strategies in the ticket system?

With independent ticketing from egocentric Systems! Book a non-binding appointment with our team of event experts here.

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Seven tips for secure access management
Seven tips for secure access management 1008 756 egocentric Systems GmbH

Access management is crucial for event security. It ensures guest safety and prevents revenue loss from fake tickets. Incidents like “Hundreds of fans with counterfeit tickets miss out on Springsteen” (Süddeutsche Zeitung, 2023) are increasingly common due to the booming secondary ticket market. Fans often bear the cost when fraud is detected at the entrance. To combat this, we recommend using a digital system that simplifies checks and integrates with other tools, such as ticketing. Here are 7 tips for secure and efficient access management.

Have you already been equipped with an electronic access system?

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Blue LED lettering "Entrance" against a black background

Tip 1: Make your hard tickets fraud- resistant with QR codes

Hard tickets are bought and sold daily and must be fraud-proof, especially if your admission control must work offline, such as at a large festival or in a theatre with thick walls where radio signals are weak.

There are two methods: either allow only certain sales outlets and the organiser to print tickets on forgery-proof paper, or use individualised QR codes. Each guest must receive a unique ticket that can only be scanned once, preventing multiple uses. This method effectively prevents ticket fraud and ensures a smooth admission process. Individualised QR codes also work with the Print@Home process, reducing effort and increasing profit. However, the “offline” variant has the weakness of not updating admission data in real-time. An online system can address this gap.

EXTRA TIP: With additional ticket personalisation, you can ensure that your admission tickets are personal and non-transferable.

Tip 2: Use real-time synchronisation to close data gaps in your guest list

An online system, such as your ticketing software or a dedicated electronic access control solution, enables the integration and synchronization of various data. The key feature is the real-time synchronization of the guest list, ensuring that every change and scan is updated immediately. Tickets are checked against the digital database at check-in to verify if they have already been scanned, preventing unauthorized entry and keeping the guest list current. This live mode also stops double check-ins with the same ticket, significantly reducing errors and manipulation. Additionally, you gain valuable data about customer behavior at your event, such as arrival times and group check-ins.

Tip 3: Use several entry stations to distribute the workload at check-in

Setting up multiple entry stations speeds up the check-in process significantly. Guests can have their tickets digitally scanned at different stations, which leads to an even distribution and less waiting time. This increases guest satisfaction and improves the overall flow of the event. If the event takes place in a location without reception, mobile stations with Wi-Fi should be set up to connect the devices.

Tip 4: Create a changelog to monitor changes

A changelog protocol documents every change to the guest list. This increases the transparency and transparency of changes, making manipulation more difficult. A detailed log helps you to quickly find the cause of any inconsistencies and take action. This is also important after the event if something has gone wrong, as you will be able to find the source of the problem much more quickly.

You can analyse the situation even better if only certain users from the admissions or ticketing team can access the guest list. You can find out how this works in the next tip.

Tip 5: Assign flexible user rights and access limits

An entry system with flexible user rights ensures that only authorised persons have access to the guest list. This minimises the risk of unauthorised changes and increases data security. Define clear roles and access rights to optimise administration.

Errors can be clarified more quickly based on the user rights, as an author can be seen in the change log.

What features are you looking for in a system?

Find out more about the perfect interplay of hardware and software for your entrance. The training approach of egocentric Systems for your admission staff is also interesting.

More about the system

Tip 6: Never rely on just one access option

Alternative check-in methods, such as searching by name or other identification features, ensure smooth admission even during technical issues. These backup options are particularly useful if a scanner fails or a ticket is damaged. If there is no reception or Wi-Fi available, an offline list can be loaded onto all devices. However, this method is less secure, as it is not up-to-date and allows for multiple uses.

In such cases, the efficiency of your admission staff is crucial. Therefore, have a comprehensive briefing prepared for your team to handle all eventualities. This leads us to the last tip…

Tip 7: Train your team

Regular training for admission staff on the digital check-in system and security measures is essential. Prioritizing the respective hardware is important, as each system uses different signal tones and notifications to indicate invalid tickets or the need for additional authorizations.

Raising awareness of common fraud attempts and how to recognize them should also be part of the training. Well-trained staff are the first line of defense against ticket fraud and ensure secure admission management.

Already feeling safe?

The most important aspects of secure admission control include individual QR codes, real-time synchronisation of the guest list and well-trained staff. These measures maximise the security and efficiency of your event. Can your ticketing system fulfil these requirements? Or do you need an extra solution for tamper-proof admission management? Apply our 7 tips and see where the system reaches its limits.

You couldn’t implement all the tips in your current system?

Your ticketing system doesn’t have all the features you need for entry? Maybe it’s time for a change? Or do you need a different tool? Get to know our event experts and find out together with them.

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How an accessible ticket shop increases customer satisfaction
How an accessible ticket shop increases customer satisfaction 1008 756 egocentric Systems GmbH

Quickly buying concert tickets for the weekend trip, upgrading to a seat category or creating a customer account. None of this sounds like a hurdle at first, but in a digital world where 75% of websites lose potential buyers because they can’t navigate the pages, inclusion plays an increasingly important role. For you as an event organiser, an accessible ticket shop offers not only an ethical but also a business advantage. In this article, you can find out how to integrate inclusion into your digital pre-sales and how to make your ticket shop accessible.

Interested in an inclusive ticketing solution?

In the interview you will find out how an online ticket shop can advance your ambitions in terms of accessibility.

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What is an accessible ticket shop?

A Statista article from 2020 sheds light on the challenges faced by people with disabilities online. The article shows that the most common problem is poor contrast between text and background, which makes reading difficult for people with impaired vision. Around two out of three of the pages analysed have no alternative text, for example to describe images or simplify text. These and other shortcomings make it difficult for many people to find information and carry out transactions.

Accessibility in the digital space means that every user group has access to equivalent information. This also means that digital content must be adapted to these user groups in terms of design and function. As part of the usability or user experience of an online site, accessibility is not only concerned with a user’s permanent impairments; temporary restrictions are also taken into account.

In our article, we look specifically at the accessibility aspects of an online ticket shop and the advantages it offers. Firstly, it expands the target group and makes the offer accessible to people with different types of impairments. Secondly, it improves the user experience for all visitors.

Inclusion is not only a social responsibility, but also a business necessity. At a time when accessibility on the internet is on the decline, as the Statista article shows, an inclusive ticket shop offers a clear competitive advantage.

Is accessibility obligatory?

Accessibility is not mandatory for every website. However, the first step was taken a few years ago with the Barrier-free Information Technology Ordinance (BITV). This initially applies to public service organisations, but also envisages making accessibility in e-commerce mandatory by 2025.

In addition to legal requirements, there are also other guidelines that should make it easier to take inclusion into account in your own digital content. One of these is the Web Content Accessibility Guidelines (WCAG), which also served as the basis for the egocentric Systems ticketing solution.

Regardless of legal requirements, the above-mentioned advantages should have convinced you of the added value of a ticket shop that is accessible and understandable for as many visitor groups as possible. And in general, “more accessibility” is better than “less accessibility”.

Want to get deeper into the topic of accessibility for online shops?

The test report “How accessible are online shops in Germany” by Aktion Mensch together with Google provides information as well as tips for e-commerce providers.

Read the report

What does WCAG compliance mean and why is it important?

The Web Content Accessibility Guidelines (WCAG) are an internationally recognised standard that ensures the accessibility of web content. These guidelines are not only an ethical imperative, but also a decisive factor for commercial success.

We have worked hard to integrate these guidelines into our ticketing solution. Compliance with the WCAG guidelines is a tool to create equality and fairness in the digital space. It makes it possible for all people, regardless of their physical or cognitive abilities, to have access to culture and entertainment. This is particularly important in a world where venues serve as places for cultural participation and social interaction.

Compliance with the WCAG guidelines also has tangible economic benefits. By increasing accessibility, more people can use the website, find out about events and ultimately buy tickets. This leads to an increase in reach and sales.

8 recommendations for an accessible ticket shop

  1. Check the technical aspects of your ticket shop with the Google Lighthouse browser extension
    The extension gives you an assessment of basic elements (contrasts, font size, labels, touch targets or alt text) and summarises the result on a scale up to 100 (very good).
  2. Expand problem solving with the Wave browser extension
    Analyse your shop in even more detail and quickly find out which errors need to be rectified. The tool is free and summarises problems directly in categories, e.g. contrast errors.
  3. Pay attention to keyboard operability
    Check manually or with screen readers such as Google Talkback that your shop can only be operated using the keyboard. The keyboard focus is also important to be able to understand which element you are on.
  4. Sufficient contrast for better readability
    Ensure that the font has sufficient contrast to the background and also take into account impairments such as red-green weakness. You can get a quick assessment with contrast check tools.
  5. Large buttons for mobile use
    The precise mouse pointer is no longer needed on mobile devices. Buttons should also be large enough for smartphones and tablets to be operated by touch.
  6. Describe your website and event images
    Blind people need graphic and visual elements to be labelled. So-called alternative texts can usually be stored in the content management system for the website.
  7. Communicate clearly and comprehensibly
    Simple language ensures that even complicated processes can be understood. Use short sentences, simple sentence structure and avoid foreign words and abbreviations.
  8. Accessible forms
    Not only the design, but also the functions should be designed to be inclusive. A contact form should be accessible and understandable for all user groups. To achieve this, a so-called “label” with the name of the field must remain when the user clicks in the form fields.

Summary

Accessibility and inclusion are not only ethical imperatives, but also business necessities. An accessible ticket shop not only offers an inclusive experience for all, but also increases customer satisfaction and therefore sales.
In addition, such an approach offers a clear competitive advantage: with an accessible ticket shop, you as an organiser stand out from 75% of websites on the internet that are not accessible. This is not only a sign of social responsibility, but also a smart business move.

Don’t wait until the 2025 deadline!

Start now to make your ticket sales inclusive. Talk to our event experts to find out why online ticket sales are a good place to start.

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8 essentials for the fundraising page of your event
8 essentials for the fundraising page of your event 1008 756 egocentric Systems GmbH

Fundraising describes the collection and promotion of donations for a specific purpose or organization. Why are donations interesting for your event? Your events revolve around emotions: Your event planning triggers emotions in a targeted manner and your visitors respond to the experience with a special brand loyalty. The higher the emotionalization between event and visitor, the more solidary the behavior towards your event brand and mission will be. Fundraising campaigns, in this case, can be an aid to you or your mission to achieve a specific goal, increase your reach, or sustain your operation. In the digital space, fundraising pages have proven to be a great way to communicate and collect donations. We’ve collected 8 essentials to help you design your fundraising page professionally and create a seamless fundraising experience for your fanbase/visitors.

Push Donation Engagement

With an online store for your event, you can not only sell tickets, but also call for donations.

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Online donations are more flexible and trackable

Why is an online fundraising page worthwhile for your event? People in Germany donate because they want to support an organization on a regular basis (50.2%) or were motivated by an appeal for donations (17.8%). A website is particularly well suited for both motives. The quick processing of the donation is independent of location and time. Donors can comfortably support your event via desktop or smartphone. You can place your appeal for donations digitally, e.g. via social media, and lead interested parties directly to your fundraising page. If you use an integrated ticket store solution for your event, you can cross-sell your appeal for donations.

Online donations bring further advantages: depending on the fundraising campaign, online donations can be more cost-effective compared to other fundraising methods such as direct mail – you save on printing and postage costs. Plus, donation data can be processed directly, without manual transfer. The donation is processed more seamlessly and you can use the funds more quickly for your fundraising goal.

Overall, online donations can be an effective and efficient way for events to raise funds and connect with donors. By leveraging technology and digital channels, organizations can reach a wider audience, process donations quickly, and gain valuable insights into donor behavior and preferences.

Junger Mann hat am Smartphone die Fundraising-Page seiner Lieblingsrockband geöffnet

8 essentials for your fundraising page

For the common thread on your fundraising page, you must not lose sight of three aspects: first, your mission statement as an organizer, then the purpose of the fundraising campaign and the call-to-action to donate. In addition to the content design, the structure should look simple and aesthetic to create a seamless donation experience. Let’s take a look at each of these components together!

1. Introduce your organization and its purpose

Provide insight into your mission statement. What is the purpose of your event? What responsibility do you assume towards the public and what is the purpose of your concern. This is how you introduce yourself to the visitors of the fundraising page, the donors and the world, so these points should be formulated carefully. Be honest and concrete about the values and goals of your organization.

2. Specify your fundraising goal

Clearly state how much money you want to raise with the fundraising campaign. This gives donors a concrete goal to strive for, and you create a clear expectation of the campaign’s finish line. Tip: consider breaking the goal into smaller, more attainable subgoals. This will give your donor community a recurring sense of accomplishment that will keep them interested in the campaign.

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3. Time your fundraising campaign

Publish the timeline for your fundraising campaign, including the start and end dates. This gives donors a sense of urgency and helps them understand when their support is most needed. Make sure to provide regular updates on fundraising progress throughout the campaign to keep your donors informed.

4. Offer flexible donation options

Stay flexible with the donation amount. Every wallet is different and even small donations count! You can offer different donation amounts to choose from, but your donors should also have the option to enter an individual value. Tip: Communicating the individual impact of the donation amounts may motivate them to place a higher donation. Also, make sure that you inform about the purpose of the donation and clearly confirm the receipt of the donation.

5. Tell your story

Use storytelling to connect donors with your mission and the impact of their donation. Share personal stories and give examples of the impact each donation can have. Tip: Share the successes of your last fundraising campaign and how it helped your event.

6. Keep donators up-to-date

Keep your donors informed by providing regular updates on the progress of the fundraising campaign. To do this, you can easily connect your fundraising page with additional communication tools. Through emails or social media posts, you can share how much money has been raised, how the donations are being used, and the impact of the fundraising campaign. This will help you to reach a wider audience for your campaign and attract new supporters.

7. Place the donation form well visible

This is one of the most important aspects of your fundraising page. Website visitors should be able to easily find the donor information link so they can fill out the form, enter their personal information, specify their payment option, and proceed with the donation. Hard-to-find donor information forms discourage potential donors who simply couldn’t find the link.

8. Formulate a clear call-to-action

The call-to-action “Donate now” should be located right next to the donation form. The call-to-action should include a short explanation that encourages visitors to donate now. Keep the wording short and sweet to make the action understandable.

Successful donations with clear information and ease of use

Creating an effective fundraising page requires providing potential donors with clear and concise information about your event, mission, and fundraising campaign. By including the key information above, you can inspire donors to take action and support your cause. Remember to keep donors informed throughout the fundraising campaign and always show appreciation for their support.

Interested in planning your
own fundraising campaign?

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Electronic access control for events: why it is indispensable and what options are available
Electronic access control for events: why it is indispensable and what options are available 1008 756 egocentric Systems GmbH

When you plan an event, one of the most important tasks is to organize access control. Here, electronic access control systems offer numerous advantages over manual methods such as checking printouts or ticking off lists. In our blog post, we explain why electronic access control is indispensable for events and what options are available to find the optimal solution for your event ticketing.

Connect Ticketing & Access Control

Automatically record visitors at check-in and document them clearly in the ticketing system. We show you how!

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Scan Counter, which simply scans the ticket QR code of a mobile ticket on the smartphone

Why is electronic access control important for events?

Electronic access control offers an efficient and secure way to control access to an event. With electronic access control systems, you can ensure that only authorized people gain access to your events. This not only minimizes the security risk, but also improves the visitor experience. Instead of waiting in long lines, visitors can simply show their tickets and quickly pass through admission control.

In addition, electronic access control systems provide valuable data for making traceable decisions in your visitor management. For example, event organizers can collect information about the number of visitors, the length of their stay, and their movements around the event site. This data helps to better plan and organize the event to better estimate future attendance and needs.

Guiding visitor flows even more efficiently

Combine your tickets and access control with a special time slot. Even fewer queues and relieved admission staff. Read more in our blog post!

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What are the options for electronic access control at events?

There are several options for electronic access control systems that event organizers can use for their events. These include turnstiles and handheld scanners.

Turnstiles are physical barrier systems that provide secure and automated entry control. They are particularly useful for large events, as they are able to check in a high number of people quickly and effectively. Turnstiles can also be combined with other security features such as video surveillance and facial recognition systems to enhance security.

Handheld scanners, on the other hand, are portable devices used by a team member to check tickets or access cards. Handheld scanners are more flexible than turnstiles and can be used at smaller events. They are also a less expensive option than turnstiles because they do not require physical installation.

Both options have their advantages and disadvantages, and the choice between them depends on the size and type of event, as well as specific requirements. Some event organizers also combine both systems to achieve optimal access control.

In summary, electronic access control systems are essential for events. They provide a high level of security and efficiency in admission control / visitor management, and provide valuable data that can help event organizers better plan and organize future events. The choice between turnstiles and handheld scanners depends on the specific requirements of the event, and some event organizers also combine both systems to achieve optimal access control. Therefore, if you are planning an event, you should consider using electronic access control systems to ensure a smooth and secure event experience.

What should your ticketing system for access control bring to the table?

The solution from egocentric Systems connects your ticketing and access control. Convince yourself with an exclusive insight into the software.

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