Ticketing

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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.

Interested in GDPR (DSGVO) -compliant ticketing?

For egocentric Systems, GDPR (DSGVO) is not only a quality feature but also a responsibility. How do we implement this with our system?

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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

More questions about data protection in ticketing?

How does our system meet your data protection requirements? Our event experts will be happy to show you in a no-obligation demo.

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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.

More sales, but no more left?

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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?

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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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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.

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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
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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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Graffiti with the words "For all"

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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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.

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Hand in schwarz weiß wirft einen Coin mit Ziffernblatt in ein Spendengefäß

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.

More drive for your fundraising campaign

Discover our 5 suggestions for moving your fundraising campaign forward.

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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.

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own fundraising campaign?

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

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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Kontaktfreier Einlass und einfache Zutrittskontrolle für die nächste erfolgreiche Wiedereröffnung

5 Key Learnings from Reopening Your Event.
5 Key Learnings from Reopening Your Event. 2560 1696 egocentric Systems GmbH

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.

Kontaktfreier Einlass und einfache Zutrittskontrolle für die nächste erfolgreiche Wiedereröffnung

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.

Tickets mit Zeitfensterbuchung für kontrollierte Besucherströme

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

Spendentipp-QR-Code-Einbinden

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

Beitragsbild Biete Shows und Performances online an

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

1

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!

2

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.

3

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

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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

How e-ticketing takes the pressure off your event planning.
How e-ticketing takes the pressure off your event planning. 2560 1707 egocentric Systems GmbH

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.

Unser E-Ticket-System erleichtert Deine Veranstaltungsplanung

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 postsZu allen Blogposts

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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 better.

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Tickets einfach einrichten mit der Ticketing Software von egocentric Systems und schnell wieder öffnen

Quickly reopen. Timed tickets for easy appointment booking.
Quickly reopen. Timed tickets for easy appointment booking. 2560 1707 egocentric Systems GmbH

As agreed at the last Coronagipfel, openings for retail, museums and zoos are coming within reach – although not the same for all federal states. In North Rhine-Westphalia, for example, many museums have reopened since 08.03.2021. In Bavaria, cultural institutions have also been allowed to reopen their doors since 11.03.2021. The issue of fixed time windows for visitors plays a central role here. Because the idea is that visitors must book appointments in advance and provide their contact details. Wearing a mask is mandatory and visits are limited in time. Now many operators are faced with the question “How do I enable guests to book for specific time slots and query data in a compliant way?”

Thumbnail of an video about click and meet by FAZ Germany

Retailers show how it’s done. An article by FAZ

Click & Meet is the new motto especially for retail. Similar concepts are also conceivable for cultural venues, museums and outdoor pools. For these, however, the motto is tickets with a time slot. These can simply be booked online and quickly scanned on site. The retrieval of customer data is also made easier.

What are tickets with time slots?

Time-window tickets make it easier for you to control the capacity of your venue and the flow of visitors. With time-based ticketing, you can offer tickets in limited time windows. This helps to regulate visitor flows and avoid long queues and overcrowding. At the same time, short waiting times improve the customer experience.

How does selling tickets with time windows work?

1. White label ticket store on your own website

Your visitors can buy an online ticket with time slot directly on your website without being redirected to an external site. All they have to do is select the relevant exhibition and set the date and time. To do this, you can simply create a price list in the system that meets the requirements of your company. These lists can be customized by price, area and ticket type. Create multiple price lists and assign them to the exhibitions for which you want to use time-based ticketing.

Einfache und schnelle Buchung im Online-Ticketshop direkt auf Deiner Webseite

2. Shopping cart with subsequent query of customer information
After your visitors have placed all the tickets and products they want in the shopping cart, they can register for a customer login or continue via a guest account. In doing so, all relevant information such as place of residence and telephone number will be requested. The processing is done in our system in accordance with data protection and is easy to handle due to the integration in the booking. If you wish, you can also create customizable forms, e.g. for contact follow-up, in the system and add them to the booking process.

Kombinierter Warenkorb für Tickets und Produkte plus Abfrage der Kundeninformationen

3. E-ticket for fast scan at the entrance

After your visitors have placed all the tickets and products they want in the shopping cart, they can register for a customer login or continue via a guest account. In doing so, all relevant information such as place of residence and telephone number will be requested. The processing is done in our system in accordance with data protection and is easy to handle due to the integration in the booking. If you wish, you can also create customizable forms, e.g. for contact follow-up, in the system and add them to the booking process.

E-Ticket zum Abspeichern oder Drucken für einen reibungslosen Einlass

Good for your visitors! But what about you?

So far, so good! Your visitors are well taken care of with our system, but what do tickets with time slots bring you? The advantages are not only the ticket store for online sales, but the heart of the system is the event manager, where you can configure everything. With the time slot tool for timed ticketing, you can view, track and edit ticket availability in real time. If a time slot is sold out, customers are notified during the selection process. This is used to prevent oversupply of your events.

You see, tickets with time slots with simple creation, booking and control are the key to a fast reopening. We will help you with a quick implementation of our system and the setup of Time Tickets. Just contact us and we will talk about how to realize your reopening as soon as possible: info@egocentric-systems.de

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Book time slots quickly and easily online

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