Ticketing System

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

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

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

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

Why a new ticketing system?

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

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

Benefits and integration of a new ticketing system

The Strategic Choice: White Label Solutions

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

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

Tackling the challenges of switching providers

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

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

Extensive team collaboration and positive attitude

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

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

Recommendation – Make yourself independent of your ticketing provider!

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

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

Zusammengefasst:

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

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

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

3. exchange with an event expert 

4. create an implementation plan 

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

By the way: Easy changeover with egocentric Systems

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

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

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

More mow than WoW? Let’s talk!

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

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

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

See the digital waiting list live in action?

Let us show you these and other indispensable functions for your ticketing – without obligation and with our event experts at your side.

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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.

Would you like to be informed about further innovations in ticketing?

The egocentric Systems newsletter keeps you up to date with essential functions for successful ticket sales. No spam! You will only receive industry-relevant information.

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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.

To the help article
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Ticketingsystem für Konferenzen und Messen, günstiger als du denkst

Ticketing system for conferences and fairs, cheaper than expected.
Ticketing system for conferences and fairs, cheaper than expected. 2560 1707 egocentric Systems GmbH

What should flexible ticketing and participant management for conferences look like?

What should flexible ticketing system for conferences and fairs look like?
Are you planning a conference or trade fair that gives people the opportunity to network, make contacts and form partnerships? An event that will help people and companies advance their business, add value to their lives or take their career to the next level?

You want solutions. You rush to the internet to find a serious ticketing or accreditation system for your conference. An event software that allows participants to register and buy tickets. But do you quickly run out of breath when you find out how much money some people are asking for and how bad the others are?

Nowadays, people expect things like buying tickets to be done conveniently and quickly via PC or mobile devices. To achieve this, visitors want information that is as compact and comprehensive as possible. The needs of your guests are important and you have to respond to them. This also includes that the admission is fast and smooth. Nobody wants to stand in a long queue at the entrance and wait.

Comprehensive ticketing systems for conferences and faires are priceless?
Not necessarily!

 

We can help make ticket purchasing much easier and more convenient for both you and your event visitors, whether you’re organizing a small or large event.

With the help of the efficient all-in-one ticketing and admission system from egocentric Systems this is easy to solve. We have done all the work for you and created a platform where you can easily provide conference tickets as well as exhibition tickets to the participants and offer a seamless admission process.

AND THIS IS HOW IT WORKS

TICKETING SYSTEM FOR CONFERENCES AND FAIRS

Online ticket store in your design.

First you need an online store. With our Shop-Plugin you can quickly and easily design your ticket store in your corporate design. It will be integrated into your website in less than 3 minutes and your visitors can buy tickets or register for your conference directly on your website. The whole thing works also directly from your cell phone, so that your guests can book tickets from anywhere.

Sell different sessions at your conference online.

As a conference organizer you probably know this. You have a main stage and different breakout sessions taking place in smaller rooms with capacity limitations. With the help of our ticketing platform for conferences you can easily allow your participants to pre-book different breakout sessions.

This way your guests can plan their visit from the comfort of their home or office and make sure that they get a seat at the presentation of their choice. The participants can see which speakers will be present and what topics are being discussed.

Get to know your guests and get all the information you need.

You want more information about your participants? Or maybe you offer different catering services during the breaks? With our system integrated forms and freely definable text fields, you can request all relevant information in the store. Use free text, checkboxes or individual query forms.

Livestream tickets as an additional source of income.

You want maximum reach and additional revenue?
Use our livestream integration to reach participants who do not want to travel due to the current situation or are not interested in every lecture. Turn your conference into a hybrid event and offer both visitor and livestream tickets. Not only will you reach more guests, but you can also increase your sales. You can find detailed information about the virtual event HERE

Admission and ticket scanning.

We talked about this right at the beginning, a smooth entrance to your conference is very important. With our high performance and easy to use scan app, admission is a breeze. Use any smartphone and install our app. It’s ready to go and your guests can stream in.

If you do not have your own device, no problem. We can also lend you our modern ticket scanners. These devices use the latest technology to ensure that all tickets are scanned in real time. Fraudulent tickets would be identified with ease. Learn more about ticket scanning and validation on our YouTube Channel

Accreditation and name tag printing.

For many conferences a consistent accreditation process is necessary. This means that your guests are registered at the entrance, scanned and receive their printed name tag. This also works very easily with our accreditation solution for conferences and trade fairs. The printed or digital ticket is held up to the scanner, the booking is called up and the name tag is printed. It could hardly be easier or faster.

Visitor management.

Good participant management is another point. The participant management system integrated in our software always shows you the current number of visitors and data. It also offers you a wide range of data and various reports that can be called up quickly and easily with just one click.

What does all this cost you?

We understand that you have already spent a lot of money on putting together an event. That’s why we only charge a small fee on every ticket sold. This way you can keep the costs very low and only pay if you have made a profit. These fees go directly into the support and maintenance of our systems and ensure that we always provide you with the best service. This way you get the best value for money when selling conference tickets!

CHOOSE YOUR RIGHT TICKETING PARTNER FOR CONFERENCES & TRADE FAIRS.

Selling tickets for a conference or trade fair does not have to be an overwhelming or tedious task. The sales process can be easily automated and made efficient, reducing repetitive and time-consuming steps.

With the help of our all-in-one ticketing solution you can easily manage the ticket sales and admission process. Our system can be delivered as a white label ticketing solution and we are the experts when it comes to issuing tickets.

Interest aroused?

Then get an individual demo of our innovative software solution for ticket sales. We are looking forward to your contact and are also available for all your questions.

Get in touch
Tipps und Hinweise zur Auswahl eines Ticketing Systems für Theater oder Konzerthaus

Find the right ticketing system for your theatre or concert hall
Find the right ticketing system for your theatre or concert hall 2560 1443 egocentric Systems GmbH

Are you looking for a new ticket system for your theater or concert hall? Then the first question you should ask yourself is: Are you ready to switch? There are literally dozens of ticketing systems for theaters to choose from. But what criteria do you use to choose the best ticketing software for your theater? How do you find the right ticketing provider? We have a few approaches for you – our guide will help you make the right decision.

Digital newcomer to online ticketing?

In addition to an introduction to the software, you can use all common and digital ticket types at egocentric Systems.

Ticketing for theatres
Top view on a theatre hall with visitors

First things first: is your theater ready for a change?

Switching to a new ticketing system for your theater is not the most difficult thing in the world. But it’s not a leisurely stroll in the park either. You don’t want to do without your historical data, so your old data has to be imported. A professional partner is the be-all and end-all when switching systems.

Points such as the acceptance of your employees towards a new system as well as the reorientation of your customers in the front end must also be taken into account. Your visitors will have to familiarize themselves with buying a ticket in a new way and long-time employees may need a little more convincing to want to work with the new backend.

So before you start choosing a new ticketing system, be clear about your requirements, or those of your company, and take your time to look around the market. It often helps to carry out a comprehensive market analysis and get to know new, perhaps previously unknown companies and functionalities. We live in a time of rapid developments, in which young companies in particular often make rapid leaps in development. Therefore, take a good look and be clear about what is important to you and your environment.

This is important before choosing a new ticketing system for your theatre.

Your requirements are clear, you have researched the market and found your new ticketing software. Now it’s important to talk to your current ticketing provider. Check whether they can meet your needs and are willing to listen to you. Perhaps the new feature you are looking for is already on the roadmap of your current ticketing system provider. If your current provider can meet the requirements you have for a modern theater ticketing system, there is no reason to move!

However, you may also feel that you have exhausted all the options offered by your current ticketing provider. Perhaps you have been working together for many years and your ticketing provider sees no reason to develop something new, because after all, it has worked so far? Or maybe you simply want to breathe new life into your ticketing software and are looking for innovative, modern and, above all, sales-boosting functions.

If this is the case, it’s time to consider other systems and take a closer look.

Unhappy with the support from your ticketing provider?

At egocentric Systems, you will receive support for all your ticketing needs, right through to full on-site event support.

Ticketing for theatres

Beware of errors! Avoid making this mistake when choosing new ticketing software for your theatre.

One of the biggest mistakes promoters make when choosing a theater ticketing system is to simply follow the recommendation of another theater. Sure, it is beneficial to hear that another theater is generally satisfied with the ticketing provider. However, such a recommendation usually says little about the functions and features of the ticketing software. Choosing a system that fulfills the ticketing functions you need is more important than anything else.

Define what the right ticketing system must be able to do for your theatre

So the first step is to think about what you are looking for in a new ticketing system for your theatre.

Take part in conferences such as INTIX, for example. This is the world’s largest gathering of the ticketing industry and brings together the world’s best ticket providers to present their software. If you prefer something smaller to start with, we recommend the annual Ticketing Business Forum.

This is where the ticketing industry has been meeting for 8 years now to exchange ideas, listen to exciting presentations and showcase companies. A major advantage of this conference is that it now encompasses the entire ticketing ecosystem and also covers topics such as digital marketing, pricing, analyses and CRM.

You can find further inspiration by simply taking a look at various providers of ticketing software for theaters, as recommended in the first section. Of course, you will find these first and foremost by searching via Google or other search engines. Many providers of ticketing software provide a comprehensive description of their functionalities on their respective websites.

If that’s not enough for you, just take a look at our Demo Shop. There you will also find many different functionalities integrated into the various theater ticket stores.

Demo Ticketshop for a theatre or opera
Recommendations on an event page
Rest stock of tickets with a ticketshop widget by egocentric Systems
Upcoming events shown with the ticketshop list widget by egocentric Systems
Shop plugin for online sales of products

Based on these impressions, you can certainly get an initial idea of your individual requirements. You are sure to find out more requirements if you take a closer look at your current processes.

Take some time to do this, get your team and all the ticketing interfaces within your theater together and think about what is good and what should be better. Take a critical look at your processes and ask yourself the crucial questions.

You should ask yourself these 10 questions about the ticketing system for your theatre

  1. Do we want an inhouse ticketing system or do we need a ticket vendor?
  2. Is it better to put our own brand in the foreground with a white label ticketing system, or would we rather link to a third-party ticketing portal?
  3. Does the ticketing system need to offer seat selection and booking?
  4. Do we want to collect donations?
  5. Can we increase our revenue through cross-selling, such as the sale of merchandising items or drinks?
  6. Do we want to scan theatre tickets at the entrance?
  7. Do we want control over advance booking fees?
  8. What are our best distribution channels? Sales at the box office? Our online store? Or advance booking offices?
  9. Is there an opportunity to increase our income through live streaming offers?
  10. Are our current ticket sales modern and up-to-date and do they meet our customers’ needs?

Always in sight – the road map!

You may also find other functions that you like as part of your market research. Or you may have your own ideas and functionalities in mind that you would like to see, but which are not yet available from any other ticketing provider. We at egocentric Systems, for example, are always interested in feedback from our customers and adapt the development road map of our ticketing system to the wishes and ideas of our customers.

One thing is for sure, this process should create a set of requirements that you should share with potential ticketing vendors via a traditional RFP process.

Our advice here is always to simply contact the system provider and ask openly and straightforwardly whether they can implement the requirements you have for your ticketing software. Pay close attention to the answers. If a system can’t do what you need, or you have the feeling that the company is just making promises, there is no point in continuing the conversation with this ticketing provider. Then it is definitely better to move on and check out other providers.

Choose the right theatre and concert ticketing partner for you

Once you and your team are functionally clear and know that you have found the right ticketing system for your theater, it’s time to negotiate prices. We have presented the most common pricing models for ticketing software in our blog “4 different pricing models for ticketing software”. egocentric Systems, for example, offers extensive support for most ticketing functionalities both in its helpdesk and via the YouTube channel. Regardless of this, our support is also available by phone or for online sessions.

It is also important to find the right contract term and, if necessary, to negotiate additional agreements such as quotas for software development, data transfer, consulting hours or the provision of hardware in the contract. We therefore recommend that you discuss all details regarding pricing, the respective services and the implementation schedule in detail with your external ticketing partner and put everything in writing.

Once all of this has been clarified, nothing stands in the way of a collaboration. Do you feel ready to change your ticketing system? Then you can have the ticketing provider draw up the contract. Then check it again at your leisure, see if all the points discussed are included and then you’re ready to go.

No magic – simply the right solution in culture ticketing

Make sure that your theatre or opera house sells out quickly with the right mix of software, hardware and advice from our event experts.

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