Marketing

Strategies and features for your event marketing

Outlook-Fenster mit der Vorschau einer Pre-Show Email für eine Weltournee

3 ideas to increase the repurchase rate of your visitors with pre-show messages
3 ideas to increase the repurchase rate of your visitors with pre-show messages 1008 756 egocentric Systems GmbH

Do you have leftover tickets for your event and are wondering whether it’s still worth writing to your target group? The answer is a resounding YES! We are monitoring campaigns, e.g. one of our concert organizers, which has more than tripled its daily ticket sales. How? With targeted pre-show messages. Even for a regional folk festival, such a message led to a 92% increase in sales. So as long as you still have remaining tickets, it’s definitely worth contacting your target group. But how can you ensure that your visitors don’t just buy once, but come back regularly?

In this article, you will learn how to increase your repurchase rate through targeted pre-show messages and thus turn your customers into loyal visitors – regardless of whether you are currently filling an event or want to increase your ticket sales in the long term.

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Outlook window with a pre-show message by a concert organizer

1. Personalized offers and targeted communication

Personalization is one of the most effective strategies to increase your repurchase rate. The key is to use your existing customer data to create targeted, relevant offers. This creates a stronger emotional connection and increases the likelihood that your visitors will buy from you again.

How to make the most of existing customer data:

  • Analyze behavior and preferences: Find out which events your customers have attended in the past and offer them similar events.
  • Exclusive content instead of discounts: Use targeted email campaigns to offer early information, exclusive program previews or special experiences that not everyone has.
  • Early Access: Give loyal visitors preferential access to pre-sales or special seating.

Approach messaging with personalized offers:

Hello [first name],

we have an event that you will love!

You visited [artist/event] last year. On [date] he/she will be with us again!
Be the first to find out more about the event here.

Best regards,
[Your name]
[contact details]
VIP presale for you, [first name]!

As a loyal visitor, we would like to offer you the opportunity to
secure your ticket for [event] on [date] before anyone else.

Click here for advance booking: [link to ticket store]

Best regards,
[Your name]
[contact details]
Long time no see [first name]!

It's been a while since you were our guest.

Have you seen that [event/artist] will be back in your area soon?
Find out more here [link].

Best regards,
[Your name]
[contact details]

2. Customer loyalty and reward programs

A well-thought-out customer loyalty program helps you to retain visitors in the long term. Similar to the successful Starbucks loyalty program, you can introduce a points system that rewards your customers for regular visits. This system not only ensures repeat purchases, but also increases customer loyalty.

Success factors for a strong loyalty program:

  • Easy to understand points system: give your visitors points for every ticket purchase, which they can later redeem for rewards or upgrades.
  • Tiers and exclusive benefits: Create VIP tiers where loyal customers can enjoy additional benefits such as meet & greets or priority entry.
  • Easy participation: Make it easy for your customers to participate in the loyalty program and redeem their points.

Approach to messaging for loyalty programs:

Collect points and receive exclusive benefits!

With every ticket purchase you collect points that you can redeem for
discounts or exclusive experiences.

Register now and receive [X] welcome points!
Click here to register: [Link]

Best regards,
[Your name]
[Contact details]
Step up and become a VIP!

You have already attended [X] events! Become part of our VIP level and
enjoy benefits such as priority entry and exclusive seating.

Your next purchase will take you to the next level!
Get your VIP upgrade now: [Link]

Best regards,
[Your name]
[Contact details]
Thank you for recommending us!

Get [X] extra points for every successful referral!
Invite your friends to our next event and look forward to great rewards.

And this is how it works: [Link to instructions]

Best regards,
[Your name]
[Contact details]

Do you want to become a pro in visitor communication?

Then download our free guide for your event marketing. Packed with templates, studies and tips. So that you have less work with your communication in future. So download, read and sit back!

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3. Excellent customer service and optimized customer experience

A satisfied customer will not only come back, but will also recommend you to others. Outstanding customer service and a pleasant booking experience are therefore crucial to increasing the repurchase rate.

How to optimize the customer experience:

  • Smooth booking process: make sure your booking platform is user-friendly and the purchase process is as easy and quick as possible.
  • Proactive feedback: Ask your visitors for their opinion after each event and implement improvements. Visitors appreciate it when they feel they have been heard.
  • Surprise regular customers: Small tokens of appreciation such as a free drink, priority entry or a VIP upgrade make the experience special and memorable.

Approach to messaging for an optimized visitor experience:

Share your opinion with us!

We hope you had a great time at [Event].
Your opinion is important to us!

Fill out our short survey and help us make your next visits even better.
[Embedded 1-click feedback]

Best regards,
[Your name]
[Contact details]
Are you ready for a VIP experience?

As a thank you for your loyalty, we would like to surprise you at your next event
with priority entry and a welcome package.

Use the following code for your next booking: [promotional code]

Best regards,
[Your name]
[Contact details]
A present for you!

We look forward to seeing you again.
As a loyal visitor, we'll give you a voucher for [X]% discount
on your next booking. Simply redeem and enjoy!

Your voucher code is: [voucher code]
Simply enter it when you make your next booking in the ticket store.

Best regards,
[Your name]
[Contact details]

How to increase the repurchase rate of your visitors

It is always worth targeting your target group – regardless of whether you still have remaining tickets or want to increase your repurchase rate in the long term. The key is to personalize your communication, establish attractive customer loyalty programs and optimize the customer experience. By focusing on exclusive benefits instead of immediate discounts, you strengthen the emotional bond with your visitors and turn them into loyal customers who will buy from you again and again.

And at the same time, remember: the most important step is to seek contact with your fans. Only informed fans can buy – unfortunately, uninformed fans cannot. Use your existing customer data, offer special experiences and added value, and you will see your visitor numbers and sales grow in the long term.

No tool for pre-show messages in your current ticketing software?

Discover a system that combines ticketing, existing customer data and an e-mail tool – for seamless processes. Our event experts will show you around in a demo!

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Good to know
Answers to
your questions.
  • Which modern customer retention strategies are particularly effective?

    Personalization and loyalty programs are currently the most effective strategies. Targeted, individualized approaches and tailored offers make customers feel more connected to your brand. Digital engagement strategies, such as social media and exclusive member clubs, also promote long-term customer loyalty.

  • How can I use personalized emails effectively?

    By using customer data to send personalized emails based on preferences, previous purchases and geographic proximity. These emails should offer relevant content such as exclusive pre-sales or special experiences that appeal to the customer and motivate them to book again.

  • Which measures are particularly successful after the sale?

    Successful after-sales measures include obtaining customer feedback, offering loyalty points or VIP upgrades for future purchases and targeted emails with exclusive events or content. These measures strengthen the relationship with the customer and increase the likelihood of repeat purchases.

  • How can I offer my visitors added value that will keep them coming back to my ticket store as often as possible?

    Through exclusive content such as informative newsletters, useful tips or access to a community. Personalized offers that are supported by an easy-to-use loyalty program are also particularly valuable. Such measures create continuous incentives that bring customers back to your store on a regular basis.

  • What role does a fan club play in the repurchase rate?

    A fan club offers exclusive benefits such as discounts, VIP access or special events for members only. This creates a sense of belonging and increases loyalty, which in turn increases the repurchase rate. Customers feel valued and are more likely to buy from you again.

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6 insights for your Christmas business with event vouchers
6 insights for your Christmas business with event vouchers 1008 756 egocentric Systems GmbH

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

Merry Christmas!

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

Event vouchers in your ticketing system?

Contact us today or visit our website to discover the benefits of egocentric Systems’ white label solutions.

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Hand in front of Christmas tree holding Christmas card with voucher

The Christmas business is highly competitive

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

Event vouchers as a sales booster

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

Your offer! Your voucher.

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

Advantages of event vouchers during the Christmas season

1. flexibility for customers and gift givers

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

2. no stock and immediate availability

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

3. personalisation and branding

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

4. tap into new target groups

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

5. cross-selling potential

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

6. low risk

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

Marketing strategies for the sale of event vouchers

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

Email marketing for targeted campaigns

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

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

Social media as a sales channel

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

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

Partnerships with local businesses

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

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

Search engine marketing (SEO/SEA)

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

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

Christmas is coming (soon)

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

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


More Mow than Wow?

Our event experts have the right digital, sustainable solution at the 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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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.

Still not seeing white?

Learn more about our digital White Label Ticketing solution and how you can strengthen your brand with us!

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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.


More Mow than Wow?

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

Let's get in touch
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Golden Rules for Customer Communication in Event Planning
Golden Rules for Customer Communication in Event Planning 1008 756 egocentric Systems GmbH

Effective and empathetic customer communication is crucial for successful events. It not only drives sales but also fosters satisfied and loyal customers.

The issues faced by Ticketmaster illustrate the importance of good communication. Dynamic pricing led to higher prices, which might have been better received with improved communication. Most customers can accept price increases if communicated well, which is often about the right tone and wording.

In this article, we provide tips for communicating with customers in three common scenarios, along with ready-made text templates to save you time and ensure your messages are well received.

Want more success in event management? Here are the best tips!

Leverage our expert knowledge to optimize your events!

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Woman from behind with long dark blond hair, raises her hands, sits on a petrol-coloured armchair

1. Price increase

Price increases are never appreciated but sometimes unavoidable. Customers often react skeptically or angrily, especially if they feel the increases are unreasonable. Therefore, it’s crucial to communicate the reasons transparently and highlight the added value.

Why this approach?

Transparency creates trust. When customers understand why a price increase is necessary and what benefits they will gain, they are more likely to accept it. By mentioning specific improvements, such as better artists, higher quality technology, or additional services, you show customers that their money is well invested and that they can expect a better experience. This communication alleviates customer concerns and demonstrates that you take their satisfaction seriously

Ideal response // Template for communication

Subject: Important information about your event 

Dear [name of customer], we would like to inform you about an upcoming change. 
From [date] the ticket price for [name of event] will be increased 
from [old price] to [new price].
 
We have made this decision in order to continue to offer you a first-class event experience. 
The price increase will allow us to realise [examples of improvements such as better artists, 
improved technology or additional services]. 
We hope for your understanding and look forward to welcoming you to [name of event]. 

Best regards, 
[your name] 
[contact details]

2. Event cancellations

Event cancellations are frustrating for everyone involved. Clear, honest, and empathetic communication is essential. Customers should be informed personally before they hear it from other sources, ensuring their concerns are understood and addressed.

Why this approach?

Honesty and empathy maintain customer trust. If you inform them immediately and transparently about a cancellation and explain the reasons openly, customers will feel respected and taken seriously. Additionally, offering an immediate ticket refund demonstrates appreciation and good customer service. Alternatively, offering vouchers is an excellent way to secure revenue and remain in the customer’s mind. Both actions show you recognize the inconvenience and are taking steps to minimize it, helping to reduce the negative impact and maintain customer loyalty

Ideal response // Template for communication

Subject: Cancellation of [name of event] on [date] 

Dear [name of customer], Unfortunately, we have to inform you 
that the event [name of event], which was to take place on [date], 
has to be cancelled. 
The reason for this is [honest explanation, e.g. unexpected organisational challenges, 
health concerns]. 

We deeply regret this decision and apologise for any inconvenience caused. 
You will of course receive a full conversion of the ticket into a voucher. 
As a small add-on, you will receive a glass of sparkling wine per person 
when booking the alternative event 
- this is the exclusive voucher code "SEKT-" & your surname in small letters. 
If you have any questions, please do not hesitate to contact us. 

With best regards, 
[your name] 
[contact details]

3. Response to bad reviews

Negative reviews can be painful, but they offer an opportunity to improve and demonstrate your customer-oriented approach. Many organizers tend to ignore such reviews or react defensively, which is often counterproductive.

Why this approach?

By responding proactively and constructively to negative reviews, you show that you value customer feedback and are willing to address concerns. This can positively influence the opinion of the dissatisfied customer and shows potential customers that you take problems seriously and strive to improve continuously. This transparency and commitment to improvement strengthen customer trust and loyalty.

Ideal response // Template for communication

Subject: Thank you for your feedback on [name of event] 

Dear [name of customer], 
Thank you for your honest feedback on [name of event]. 
We are sorry to hear that you were not satisfied. 
Your feedback is very important to us and helps us to continuously improve our events. 

We would like to learn more about your experience and invite you 
to contact us directly to discuss the issue. 
Our goal is to exceed your expectations in the future. 
Thank you again for taking the time to share your feedback with us. 

Best regards, 
[your name] 
[contact details]

Event success through trust

Clear and empathetic customer communication is key to your event’s success. By transparently explaining price increases, sensitively communicating event cancellations, and responding constructively to negative reviews, you show customers they matter. This strengthens trust in your company and solidifies your position as a market expert.

Implement the golden rules of customer communication and experience their positive impact on your event’s success. This communication strategy will help you manage crises better and ensure long-term customer satisfaction and loyalty. Such commitment and transparency make your company stand out and establish you as a trustworthy organizer.

More mow than WoW? Let’s talk!

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

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Best prompts in ChatGPT for event organisers
Best prompts in ChatGPT for event organisers 1008 756 egocentric Systems GmbH

In today’s digital world, chatbots and artificial intelligence (AI) have become indispensable tools for event organisers like you. They can effectively assist you with customer support, event organisation and even copywriting. One of the frontrunners in this field is ChatGPT. In this article, we want to focus on how you can use the best prompts in ChatGPT to increase your efficiency and create impressive content.

AI as far as the eye can see

If you’re interested in AI for your event, read even more tips and instructions in our free AI guide.

To the Guide
Looking over the shoulder of a young man sitting at a laptop with ChatGPT open

What exactly is ChatGPT?

Before we dive into the world of prompts, let’s first clarify what ChatGPT actually is. ChatGPT is an advanced chatbot based on OpenAI’s GPT 3.5 architecture. This AI technology makes it possible to generate human-like texts and interact with you in a natural way. As an event organiser, you can use ChatGPT to answer visitor questions, provide event details and much more.

What are prompts?

Prompts are the requests or questions that you send to ChatGPT in order to receive a desired answer or text. They form the basis for your communication with ChatGPT. A well-formulated prompt is key to achieving the desired results. In the following, we will take a closer look at how prompts affect the quality of the generated content. By using such precise and well-formulated prompts, you can maximise the performance of ChatGPT and create valuable content for your target groups.

Comparing does & dont’s for prompts

Example 1: Theatre

“Can you tell me something about the next theatre play?”

DON’T: essential information is missing, e.g. what should be created “a summary, a critique”

“Please give me a summary of the play ‘Romeo and Juliet’, which will be performed in our theatre on 15 October.”

DO: specify exactly what is to be created and narrow down the theatre play

Example 2: Sports

“Write a promotional text for the next football match.”

DON’T: No mention of the channel, e.g. website or Facebook and no details of the game

“You are in the role of a social media manager and would like to formulate an announcement for the football match between [city name] and [opponent name] on 20 November. The text should be used for a post on Facebook. Please mention the expected line-up and the most important players.”

DO: Assign a role for ChatGPT, details about the game and content that should be included as a must-have

Example 3: Festivals

“What’s new at the festival this year?”

DON’T: “News” is too unclear, content must be named more precisely

“Summarise the top acts and the most important programme highlights for the [festival name] festival in August.”

DO: Narrow down the desired information

Example 4: Events

“Can you help me with the event organisation?”

DON’T: Question does not contain any specific requirements, e.g. what type of event, what steps should be taken, etc.

“I need proposals for venues in [city name] for a corporate conference with 200 participants in September. Please consider budget restrictions.”

DO: Define what you are looking for, for which event, when and with what conditions

How else can you use AI for event organisation?

E-Mails formulieren, Grafikene erstellen oder Best Practices abfragen. Lies in unserem Blogbeitrag wecle Möglichkeiten KI Deinem Event eröffnet, mit Beispielen aus ChatgPT und DALLE.

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What do you have to keep in mind when creating prompts?

1. Define a clear objective: Before you create a prompt, you should know exactly what your goal is. Do you want to collect information for the event website, answer attendee questions or generate social media posts? Make sure your prompt is precise and specific. The more precise the question, the better the answer.
Example prompt: “Create a prompt to collect information about our event attendees that can be published on our website.”

2. Formulate specific questions: Make sure your prompt is precise and specific. The more specific the question, the better the answer.
Example prompt: “Can you provide me with the biography of the keynote speaker for our ‘InnovationX’ event? Please add information about his previous presentations.”

3. Consider the context: Consider the current context and provide all relevant information that ChatGPT needs to answer the question correctly.
Example prompt: “Can you give me directions to our event location ‘Congress Centre XYZ’? Please note that the event will take place on 5 December.”

4. Give clear instructions: Give clear instructions on how the answer should be formatted. You can request formatting instructions, bullet points or specific information.
Example prompt: “Create a schedule of events for our music festival ‘SoundWave’. Please organise it by day and give the times.”

5. Test and optimise: After you have created the prompt, test it to ensure that the responses are as expected. If necessary, optimise the prompt to achieve better results.
Example prompt: “Revise the prompt for creating a summary of our art exhibition catalogue to make sure it is more accurate.”

6. Use prior knowledge: ChatGPT can use information from previous requests, so it’s helpful to reference previous conversations.
Example prompt: “Based on our previous conversation about ticket prices, please give me a breakdown of ticket categories and their costs.”

7. Keep the prompt short and concise: avoid prompts that are too long or confusing. Short and clear questions are more effective.
Example prompt: “Create a short summary of today’s workshop ‘Digital Marketing Strategies’.”

8. Avoid ambiguity: Make sure the prompt does not contain ambiguous terms or ambiguous language.
Example prompt: “Please create a description for our ‘Open Air’ event so that it is not confused with our ‘Open Source’ project.”

9. Use templates and examples: If available, use templates or examples to simplify the creation of prompts.
Example prompt: “Can you give me an example prompt for creating an event FAQ?”

10. Ask for creativity when needed: If you need creative content, ask for it explicitly in your prompt.
Example prompt: “Can you develop a creative slogan for our music festival ‘GrooveFest’ that describes the mood and diversity of our music?

The prompt guide for you as an event organiser

Using ChatGPT to support event organisers like you can be an effective way to answer customer questions, provide event details and generate content. However, the quality of the information generated depends heavily on the prompts you use. With clear, concise and specific prompts, you can ensure that ChatGPT delivers exactly what you need, increasing your efficiency.

If you want to get the most out of ChatGPT, remember to phrase prompts carefully and adapt them to the needs of your event area. With the right prompts, you can utilise the full power of this impressive AI technology and increase the success of your event.

Would you like to find out more about artificial intelligence for events?

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

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How to speed up your event organization with AI’s like Chat GPT
How to speed up your event organization with AI’s like Chat GPT 1008 756 egocentric Systems GmbH

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

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

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

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

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

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

Painting of dancer in white dress created by AI

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

A blue baseball cap floats in front of a white wall

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

An illustrated cute robot holds a ticket in his hand, created by an AI

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

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

AI for content-related tasks in your event organization

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


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

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

ChatGPT's answer on how to organize an event in steps

More for your event planning

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

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AI for marketing related tasks in your event organization

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


What might an email invitation for this event look like?

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

Subject: Invitation to the Local Food Truck Owner Event

Dear [Food Truck Owner],

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

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

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

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

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

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

Sincerely,
[Your Name]

Antwort der KI ChatGPT auf die Frage einer Einladungs-Email für ein Event

How will you use AI’s for your event?

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

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

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

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