AUSTIN, TX – Ticketbud’s badge printing services enable event organizers to offer branded, scannable badges to attendees, printed either on-site or in advance for streamlined and professional event ticketing and check-in services.
The credentialing tool integrates seamlessly with Ticketbuds existing event registration and check-in processes, eliminating the need for third-party badge platforms. Introducing the feature solidifies Ticketbud’s position as a one-stop-shop for event ticketing needs for conferences, galas, trade shows, and other credential-focused events.
“Ticketbud is delivering new and innovative tools so that event organizers can run all of their event registration and ticketing needs through one platform,” said Ticketbud CEO Kahyan Ahmadi. “This addition leverages Ticketbud’s robust event management and ticketing capabilities to expand into new event verticals, from large trade shows to exclusive VIP events, without compromising on customization.”
Each badge is printed using an industry-standard Zebra thermal printer (model 421 or similar) — available for rent through Ticketbud. The printers connect via bluetooth to Ticketbud’s mobile ticket scanner. This makes it easy to print badges individually at check-in or in bulk ahead of time.
“In the past, check-in was challenging,” said Eve Mason-O’Malley, co – owner and director of the Velocity Dance convention, a National touring dance convention that welcomes thousands of attendees each year. “With Ticketbud Badge Printing, check-in and registration were simplified, transforming a previously cumbersome process into a smooth experience.”
Customization is an option for event organizers who wish to include logos, sponsor information, or other details on each badge. This flexibility ensures event organizers can achieve a high-quality, professional look for their badges while promoting their event partners.
For added support, Ticketbud offers on-site assistance to organizers who need help maximizing the badge printing tool.
Ticketbud is the event organizers ticketing platform, user-friendly for first time organizers, powerful and flexible for large festivals and events. Access all features and ongoing customer support, with complete reporting and data ownership. With early payouts and the flexibility to customize, event organizers worldwide trust Ticketbud. Get a ticketing buddy you can rely on.
Ticketbud and Ticketbud LLC are registered trademarks of Ideabud LLC, in the United States and other countries. All other trademarks and copyrights are the property of their respective owners.
Ticketbud Launches Ticketbud Payments, a More Affordable and Streamlined Payment Processor
Austin, TX – Ticketbud, a leading event ticketing platform, introduced Ticketbud Payments, a white-label payment processor, powered by a strategic partnership with Finix. This integration allows event organizers to seamlessly manage ticket sales, gain faster access to revenue, and benefit from a more cost-effective, secure payment system.
With daily payouts and the option to access revenue before their events, Ticketbud’ Payments gives event organizers quick access to their cash flow. Partnering with Finix in developing the white-label solution underscores Ticketbud’s commitment to empowering event organizers with the tools they need to run successful events.
“Event organizers need technology solutions that make it easier to manage their events,” said Ticketbud CEO Kayhan Ahmadi. “Integrating payment processing directly into Ticketbud makes it easy and fast for event organizers to get direct access to critical cash from ticket sale revenues.”
Offering a highly competitive rate of 2.8% plus $0.30— below the industry standard of 3% plus $0.30 — Ticketbud’s white-label solution delivers significant savings for event organizers and attendees alike. By integrating payment processing directly with ticketing, Ticketbud ensures event organizers have a direct point of contact for all ticketing and payment needs, unlike third-party processors.
“With rising costs across the board—from insurance to vendor fees—it’s a big relief to finally see one of our core expenses go down,” said Clint Campbell, Austin Trail of Lights Representative. “Ticketbud Payments has been a game changer for us. Not only does it offer savings on transaction fees, but the seamless integration and fast access to funds have helped us manage our cash flow more effectively during our busiest season.”
A Payment Processor Powered by Finix
Ticketbud’s partnership with Finix brings together a reliable, full-stack payment processor with the power to streamline event payment processes. Finix’s platform is built on scalable, secure technology designed for efficiency, offering the following key benefits:
Reliability and Uptime: The platform is backed by AWS with multi-region redundancy and frequent updates, ensuring minimal downtime and highly available services.
Scalability and Security: With its secure codebase, the solution can support the needs of events of all sizes, from small gatherings to large conferences, while maintaining data security and minimizing breakage points.
Fast, Intuitive Integration: Finix’s universal payments API is intuitive and quick to integrate, making it easy for Ticketbud to offer a consistent and streamlined payment experience to event organizers.
Event organizers using Ticketbud have the flexibility to either stick with their current payment processor or switch to Ticketbud’s white-label solution. Ticketbud will offer hands-on support to guide customers through the transition. Additionally, the platform is preparing to introduce mobile point-of-sale features, which will work seamlessly with the Ticketbud iOS and Android apps, enhancing the on-site payment experience for events.
Classic Game Fest: A Retro Gaming Phenomenon Powered by Ticketbud
In the world of retro gaming, where nostalgia meets the thrill of competition, one event has risen to become a must-attend for fans of classic video games: Classic Game Fest. What started as a small, in-store gathering has grown into a three-day extravaganza that draws thousands from around the globe. At the heart of this success story is David Kaelin, the founder of Game Over Video Games, a Texas-based retro gaming store chain with 14 locations. Through hard work, passion, and the right partnerships, David has turned Classic Game Fest into one of the largest events in the nation for retro gaming.
From Humble Beginnings to Major Event
David’s journey into the world of retro gaming began in 2005 when he opened the first Game Over Video Games store. As a lifelong fan of video games from the 80s, he saw an opportunity to share his love for classics like Atari, Super Nintendo, and Sega Genesis with others. Over the years, Game Over Video Games has grown into one of the largest retro gaming stores, with locations in Texas and Washington.
Classic Game Fest started as an offshoot of the store’s regular events, like tournaments and live video game music performances. Initially, it was a small, free event held at the store, attracting about 50 people. But each year, the event grew in size and scope. Soon, the store nor the parking lot could contain the excitement, and David began renting larger spaces to accommodate the increasing crowds.
By 2024, Classic Game Fest had expanded to a massive 100,000-square-foot venue, drawing between 10,000 and 15,000 attendees annually. The festival has become a mecca for retro gaming enthusiasts, offering everything from gaming tournaments to artist showcases, special guests, and much more.
Classic Game Fest 2024 included more than 100,000 square feet of retro video games and fun at the Palmer Events Center in Austin, Texas, July 19-21.
The Role of Ticketbud in Classic Game Fest’s Success
As Classic Game Fest grew, so did the need for a reliable and efficient ticketing system. In 2010, when the event moved to a larger venue, David began selling tickets to manage the influx of attendees. Over the years, he tried several ticketing providers but found a perfect fit with Ticketbud.
“I like that Ticketbud is based in Austin,” David says. “I’m comfortable with the setup and like supporting other Austin businesses.”
Ticketbud’s features have been instrumental in making Classic Game Fest a seamless experience for both organizers and attendees. The app’s universal compatibility with any device allows for easy check-ins, whether using the app or the website. David also appreciates the ability to increase ticket prices as the event approaches, encouraging early purchases and helping manage attendance.
“Getting paid quickly is a big plus,” David notes. “I also download reports for accounting—monthly sales, by ticket type. Being able to print clear reports each month is great for doing business tasks.”
Another standout feature is Ticketbud’s exceptional customer service. Whenever David has had an issue, whether it’s setting up a two-day event or tweaking the ticket layout, the Ticketbud team has been quick to respond and resolve the problem. “The Ticketbud team helps out probably once or twice a year,” David says. “It’s nice to know who I’m talking to and get the help I need.”
David Kaelin stands with a group of legendary classic game programmers. (From left) Dan Kitchen, Garry Kitchen, David Kaelin, David Crane, Nolan Bushnell, and Brian Colin.
Looking Ahead: Planning for the Future
With each year, Classic Game Fest continues to grow, and David is already planning for the next event. The support from Ticketbud and the Game Over Video Games staff has been crucial in managing the event’s scale. From promoting the festival through the stores and social media to selling tickets both online and at the door, the combination of passion and the right tools has driven the festival’s success.
For anyone looking to grow their event, David has some advice: “It helps a lot to have a ticketing company that is easy to use. As you start to grow, you need something that can help you keep track of things—reports, creating QR codes on tickets. You need something that can help you when your event is growing and to scale.”
As Classic Game Fest continues to draw retro gaming fans from all over the world, it’s clear that the right partnerships, like the one with Ticketbud, have been key to making it a premier event in the gaming community. With the next festival already in the works, there’s no telling how far this celebration of classic gaming will go.
Run of Show Template and Guide
A run of show serves as your event’s blueprint, guiding every aspect of production from start to finish, including activities happening behind the scenes. Below, we offer Ticketbud’s 10-step guide to crafting and drafting your run of show, with a free template to get started. This run of show template will be key to developing a clear, detailed run sheet that keeps everyone on the same page and ensures all aspects of your event are executed flawlessly.
1. Gather Key Information
Before completing the run of show template, take a moment to envision your event and jot down its most important elements in set-up and programming. This will create a bird’s-eye view of what a successful event looks like to you. Include details like:
Event Schedule: Confirm the start and end times, along with major segments of the event.
Participants: List speakers, performers, and key personnel involved (staff, volunteers, etc).
Technical Requirements: Identify AV needs, lighting cues, and other technical elements.
Venue Details: Note venue access times, layout, and any restrictions.
Event Set-up and Striking: Be aware of any time, equipment or direction needed to set up and strike the venue before and after the event, as well as during important transitions.
2. Break Down the Event into Segments
Use this information to develop your event programming and framework, divided into major segments or transitions. These moments will be anchor points you can use to draft an outline on your run of show template — which you can download now below.
Setup: Details on load-in times, setup, and equipment or AV testing.
Arrival and Registration: Instructions for welcoming guests and checking them in.
Opening: Outline of the opening remarks or performances.
Main Program: Detailed schedule of key activities or presentations.
Breaks: Timing for intermissions or meal breaks.
Closing: Wrap-up activities and final remarks.
Breakdown and Clean-up: Any post-event procedures.
Use Ticketbud’s run of show template to pull together your entire event timeline, including speaker assignments, transition cues, and set-up. Build and modify the template to capture the most important notes and details:
Time: Exact times and duration for each segment.
Activity: Description of what’s happening.
Speakers or Responsible Parties: Who is in charge of each activity.
AV Needs: Notes on any lighting, visual, or audio cues.
Additional Information and Resources: Supporting files and links to speeches, presentations, etc; or details on set-up configurations and transitions.
4. Assign Responsibilities
Clearly assign tasks to specific individuals or teams. For each segment, identify who is responsible for execution, technical support, and troubleshooting. This clarity helps prevent confusion and ensures accountability.
5. Include Technical Direction and Cues
Provide cues and details on any AV needs or technical enhancements like stage lighting, speakers, teleprompters, and screens. Include supporting links and back-up files — we recommend also arming your AV team with a thumb drive and printed files, in case the wifi goes out.
Audio and Visual Cues: When to play specific tracks, videos, or slides; when to utilize microphones.
Lighting: Instructions for lighting changes or effects.
Stage Management: Cues for bringing speakers and presenters on and off stage.
6. Build in Buffer Time
Plan for contingencies by including buffer times between breaks and segments. This allows for unexpected delays and keeps the event on track. A run of show is internal, so participants will be none the wiser if a 15-minute break becomes 10-minutes due to an issue that has been mitigated behind the scenes.
7. Coordinate with Your Team and Participants
Share a run-of-show draft with event stakeholders working behind the scenes. And, get their input to ensure all details and responsibilities are clearly understood. Collaboration is key to creating a robust and successful plan. So, reserving time ahead of the event to share and discuss these details with managers, venders, and presenters will help everyone understand their role in pulling together a successful event.
8. Review and Rehearse
Conduct a full review of the run of show and make time to rehearse any key elements. This helps identify potential issues and ensures everyone is on board with the event’s flow, as well as any last-minute changes. Make adjustments to the run-of-show template based on feedback and lessons learned from these activities.
9. Finalize and Distribute
Distribute digital and printed copies of the final run of show document to team members, vendors, and key participants. If your event is more complex, consider individualizing the copies for the recipients with highlighted annotations for quick reference.
10. Designate an Event Coordinator
Assign a point person or event coordinator to manage adjustments and communicate changes to the team during the event. This person should be an excellent communicator who is adaptable and quick on their feet. The run of show will be their greatest tool in helping ensure your event’s success.
Conclusion
Creating a run of show is a vital to ensuring that every event detail is accounted for, responsibilities are clear, and the event flows smoothly. By downloading Ticketbud’s run of show template from the link above and following the guide, you can comprehensive run of show that will help make your event a success.
Tips and Ideas for Successful Back-to-School Events
As the summer winds down, excitement builds for a new school year. For many, this means planning a memorable back-to-school event that brings the community together and prepares families for the upcoming year.
So we’re offering four tips and ideas on how to create an event that sparks school spirit and gets kids ready to hit the books:
1. Host Engaging Activities
Planning back-to-school events means creating a fun and educational environment for the entire family. So, plan a variety of activities that cater to different age groups and interests. For best results, blend learning and play:
Book Exchange: Encourage reading by asking students to bring a book to trade with their classmates.
Carnival Games: Set up fun games like ring toss, bean bag toss, and duck pond. Offer small prizes for winners.
Craft Stations: Create stations where kids can make their own back-to-school crafts, such as decorating notebooks or making bookmarks. This is a great way to introduce them to their art teachers.
Photo Booth: Set up a themed photo booth with props and backdrops. It’s a great way for families to capture memories.
Live Entertainment: Hire local musicians, magicians, or storytellers to perform.
School Supply Drive: Organize a drive to collect backpacks and school supplies for students in need.
STEM Fair: Highlight the importance of science, technology, engineering, and math with interactive exhibits, science experiments, and robotics demonstrations.
Teacher vs. Student Games: Host a friendly competition between teachers and students in games like volleyball, basketball, or dodgeball. Have the P.E. coaches act as officials or referees.
Image by GAI’s Consultants.
2. Include Informative Sessions
School brings about new routines for both students and parents. To help prepare families for the change of pace, plan events that expose them to before-, during- and after-school activities and resources:
Educational Workshops: Offer workshops on topics like homework tips, healthy lunches, or digital safety.
Health Screenings: Introduce families to the school’s nursing staff and collect students’ health and emergency contact information. If possible, provide eye exams, immunizations, or checklists that help families navigate what to do if their child is sick.
Meet the Teachers: Arrange meet-and-greet sessions with teachers and school staff.
Resource Fair: Invite local organizations and businesses that offer tutoring or after-school programing and support to set up booths with information and resources for families.
School and Classroom Tours: Provide grade-level tours that prepare students on how to navigate the school halls and important rooms and offices.
3. Recruit and Train Volunteers
Volunteers are essential for the smooth running of your back-to-school event. Recruit volunteers well in advance and provide them with clear instructions and training.
Parents, teachers, teacher-assistants, and older students all make great volunteers. Assign specific and appropriate roles, and ensure they know their responsibilities on the day of the event.
4. Take Advantage of Ticketbud’s Free Ticketing Tools
Whether you’re a school administrator, PTA member, or a community leader, pinning event planning onto a long list of to-dos ahead of the school year can feel daunting. But with the right tools, planning a back-to-school event doesn’t have to be a stressful experience.
With Ticketbud, you have access to all the tools and resources you need to create a successful and memorable school event. From seamless event creation and ticketing to robust marketing and communication tools and detailed analytics, Ticketbud covers every aspect of event management – all on a collaborative platform where others can help out.
Start planning your back-to-school event with Ticketbud today, and make it one for the books!
Create an Event Website: A Comprehensive Guide for Event Organizers on Ticketbud
In today’s digital age, an event’s success hinges on the effectiveness of its online presence. So, it’s important to create an event website that serves as the central hub for general information, ticket sales, and attendee engagement.
At Ticketbud, we understand the critical role a well-crafted event website plays. Below, we offer a breakdown of the most essential information to include on your event’s website to keep attendees updated, informed and engaged. We also highlight how you can leverage Ticketbud’s free event site builder and full suite of ticketing features to help make your event a success.
1. Provide an Informative Event Overview
Essential Information
Event Name: Clearly state the name of your event at the top of the event website.
Date and Time: Include the exact date and time to ensure attendees mark their calendars correctly.
Location: Provide the venue name, address, and a map for easy navigation. .
Ticketbud Features
Customizable Event Pages: With Ticketbud, you can create a professional and visually appealing event page that highlights all the key details within minutes.
Overview: Provide a detailed description of what the event is about, its purpose, and what attendees can expect.
Highlights: Mention any special attractions, keynote speakers, performers, or activities.
Agenda: Offer a schedule or agenda so attendees know what to expect throughout the event.
Ticketbud Features
Rich Text Editor: Easily format and organize your event information to create an engaging narrative. Add images, videos, and links to highlight activities or speakers and bring your event to life.
3. Include Ticketing Prices and Descriptions
Essential Information
Ticket Types and Prices: Clearly outline the different ticket options, prices, and what each ticket includes.
Purchase Instructions: Make it easy for attendees to buy tickets with straightforward instructions.
Timed-access and Multi-day Event Ticketing: Utilize the calendar feature to organize tickets by day or time slot.
Seamless Payment Processing: Securely process payments with Ticketbud’s integrated system, accepting various trusted payment methods.
4. Manage Registration
Essential Information
Registration Form: Collect necessary information from attendees through a well-executed registration process.
Confirmation and Follow-up: Ensure attendees receive a confirmation email and any follow-up information needed.
Ticketbud Features
Custom Questions: Create an online registration questionnaire with Ticketbud’s custom questions feature. Tailor the questions to specific ticket types to help prepare for attendee needs and expectations.
Automated Email Confirmations: Send ticket confirmation emails automatically after ticket purchase. Customize the ticket email with any pertinent event information, such as maps, access information, or sponsorships.
5. Inform Logistics and Accessibility
Essential Information
Travel and Accommodation: Provide information on nearby hotels, transportation options, and parking.
Accessibility: Ensure your event is inclusive by providing details on accessibility features and accommodations.
Ticketbud Features
Ticket and Calendar Widgets: Include a Ticketbud calendar or ticketing widget to any additional event resource page to make the ticket purchasing seamless.
6. Engage and Update
Essential Information
Social Media Links: Encourage attendees to connect with your event on social media platforms.
Social Share Buttons: Make it easy for attendees to share your event with others by including social share buttons on your event page.
Email Marketing Tools: Use Ticketbud’s built-in email marketing tools to send updates and reminders to your attendees.
Organization Landing Page: Create an organization landing page with more information on how to contact and stay engaged with your organization and its future events.
7. Offer Support
Essential Information
Frequently Asked Questions: Address common queries to reduce confusion and support requests.
Contact Information: Provide an easy way for attendees to reach out with additional questions or concerns.
Ticketbud Features
FAQ Section: Use the event page builder to add a comprehensive FAQ section to your event page.
Customer Support Integration: Ticketbud’s email and messaging tools allow ticket buyers to direct questions and organizers to manage responses directly through the ticketing platform.
Conclusion
Creating a well-rounded event website is crucial for the success of your event. By including all the essential information and utilizing Ticketbud’s robust tools and features, you can create an engaging and informative event page that will help attract and retain attendees. Start planning your next event with Ticketbud today and see the difference a great event website can make!
Reinvigorate Your Class Reunion: a Three-step Planning Process
Planning a class reunion can be a rewarding experience, allowing old friends to reconnect and create new memories. But asking people to carve out time to reconnect with old classmates – who they may already be keeping tabs with on social media – may be a tough sell.
So, we’ve put together a few tips for class reunion organizers looking for ways to entice old classmates to reunite, reconnect, and celebrate the years gone by. Check them out below and get started planning your next reunion on Ticketbud today.
Step One: Pre-Plan Your Class Reunion
Form a Planning Committee: Create a committee of enthusiastic classmates. Distributing tasks among a group will make the planning process more manageable and bring in new, diverse ideas.
Set a Budget:. Determine how much to spend on the venue, food, entertainment, and other essentials. Read our budgeting guide here.
Choose a Venue: Select a venue that is convenient for most attendees and fits the event’s theme and size. Consider hotels, community centers, or even school premises if possible. Outdoor venues like parks can offer a relaxed atmosphere and plenty of space for activities. The venue availability will give you some date options.
Set a Date: Choose a date well in advance to give everyone ample time to make arrangements.
Step Two: Partner with Ticketbud for Seamless Event Management
Ticketbud streamlines the planning and ticketing process for class reunions – from sending out invites and selling tickets to specific activities, to collecting attendee information and managing referrals.
Get started by creating your free event page at ticketbud.com. Then, take advantage of these all-inclusive ticketing features:
Easy Ticketing: Set-up ticket sales quickly and manage different ticket types (single tickets, partner tickets, drink tickets, and more).
Add Collaborators: Allow others on your reunion planning committee to access your event’s dashboard so you can divide and conquer ticketing, promotional, and reporting tasks.
Collect donations: If you want to encourage alumni to support a fundraising effort, you can also collect optional donations at the same time attendees purchase tickets.
Communications and Promotion Tools: Utilize built-in marketing and communications tools to spread the word via email and social media. Upload your class roster to email save the dates and event reminders directly from your Ticketbud site.
Real-Time Data: Access sales data and attendee information in real-time to track ticket sales and promotions.
Secure Transactions: Ensure safe and secure payment processing for peace of mind.
Easily Access Funds: Get early access to ticket funds to promote your event, pay vendors, and cover costs. You are in control of your funds with flexible payout options (daily, weekly, monthly) via secure payment providers.
Customer Support: Get assistance from a dedicated support team to address any issues or questions.
Step Three: Celebrate Memories and Make New Ones
Class reunions serve to keep classmates connected in the present and celebrate the past. So, consider incorporating both elements into your class reunion planning and promotions.
Before the event:
Create a Facebook Group: Invite all of your old classmates. Keep the group open for members to invite friends to ensure no one is left off the guest list.
Create an Event Page on Facebook and LinkedIn: Spread the word with your connections on social media so people can easily track down event details.
Post Throwback Content: Share photos, videos, newspaper clippings, etc from your times together in school and ask members and followers to do the same. Display these memories at the event.
Create a Survey: Ask guests what they’re up to now or create superlatives for people to vote on ahead of the event for trivia and ceremonial fun.
During the Event:
Cater in Class Favs: Seek out food options that remind you of yesteryears. Was there a restaurant where everyone would go to celebrate a big game win, or a lunchtime favorite? Try to keep food restrictions and preferences in mind.
Host a Bar: Everyone is now a legal drinking age, so pop a top and have a little fun.
Hire a DJ or Create a Playlist: Curate a list of popular songs from your days in school. Hosting a karaoke or time-period theme night may amplify the fun.
Hire a Photographer: Get group shots and consider recreating school photos. Pair the photos with old school headshots for a fun attendee souvenir.
Host a Photobooth: Encourage attendees to take group photos with fun props.
Offer Family Fun: Consider ways you can include your classmates growing families in the fun. For example, host a park day or movie night that is family friendly, or offer resources and recommendations for how children can spend their time during adult-only events.
After the Event:
Share Highlights on Social Media: Keep people engaged post-event by sharing photos and encouraging people to tag themselves.
Create a Momento: Put together all the photos from the event to create a printed and digital booklet from the event.
Thank Attendees: Email attendees a heartfelt thank you after the event and encourage them to stay connected with the class via social media. Ask if anyone would like to help organize the next one.
Get Started
Careful planning and creative touches can turn a class reunion into an unforgettable event. By following these steps and partnering with a reliable ticketing service like Ticketbud, you can ensure a smooth and successful reunion that classmates will cherish for years to come.
Remember to take time with your event planning committee to choose a date, location and budget that make sense. Then, keep your team organized by leveraging Ticketbud’s features to take the stress out of ticketing, registration and logistics. This will keep your focus on planning a class reunion that is one for the ages.
Event Communication Best Practices: Before, During, and After the Event
In the world of event planning, effective communication is the linchpin that holds everything together. As an event organizer, embracing event communication best practices can significantly enhance attendee experience, streamline operations, and boost your event’s success.
Here’s a comprehensive guide to mastering event communication tailored specifically for Ticketbud users.
Pre-Event Communication Best Practices
Build Anticipation
Start your communication early to build anticipation and keep potential attendees informed.
Event Website:Create a free event page with Ticketbud in less than 20 minutes. With the easy-to-use template you can customize the event page with the important event information, as well as add photos and videos that highlight the event experience.
Email Campaigns: Leverage Ticketbud’s email marketing tools to send out teaser emails, event highlights, and early bird ticket promotions. Personalized emails can significantly increase open rates and engagement.
Social Media: Use your social media channels to create buzz. Share behind-the-scenes content, speaker announcements, and countdown posts. Ticketbud’s integration with social platforms can help streamline this process. So, encourage attendees to use the social share buttons on your Ticketbud page to spread the word and stir up some excitement.
Referral Link Tracking: Use Ticketbud’s referral tools to create unique links for each of your communication channels. Doing so will provide a clear snapshot of where attendees are learning about and engaging with your event.
Provide Clear and Concise Information
Event communication best practices 101 is to ensure all your communications are clear and concise. Attendees should easily find information about the event schedule, location, parking, and any special instructions.
FAQs: Create a comprehensive FAQ section on your event page to address common questions.
Updates: Regularly update your event page and social media channels with any new information or changes to the event.
Consistency: Establish a clear brand and voice across your communication channels. Your event marketing and promotions should be easily recognizable no matter where your audience interacts with your content. To help, include your unique Ticketbud event page link across your content to direct your web, email, and social audiences to the source of all your event information.
Communication Best Practices During the Event
Real-Time Updates
Keep attendees informed in real-time about any changes, such as schedule adjustments or venue directions.To take your event communications to the next level, consider adding a line in your ticket emails and event page about where guests can go for real-time updates.
Mobile Notifications: If you have an event app, utilize it to alert guests on schedule or location changes and other timely event updates.
Email: Utilize Ticketbud’s emailing tools to update guests on any major event changes. This includes the ability to customize this communication based on the attendees ticket type, if the information is only relevant to certain groups.
Social Media: Since it’s easily accessible to both organizers and guests, real-time updates are where social media shines. Encourage attendees to follow relevant channels for the most immediate event notifications.
On-Site Communication: Have clear signage at the event venue and a help desk to assist attendees with any queries.
Continue Communication During Your Event
Communication doesn’t stop once the event starts. Keeping attendees engaged can enhance their experience, provide timely reminders, and encourage future participation.
Social Media Engagement: Use live tweets, Instagram stories, and Facebook posts to share live updates and encourage attendees to share their experiences.
Event App: If your event has an app, encourage attendees to use it for networking, accessing the event schedule, and participating in live polls or Q&A sessions.
Email Communication: Remind attendees that its event day, share enthusiasm for the day’s activities, this is particularly valuable for multi-day events.
Post-Event Communication Best Practices
Follow-Up
Post-event communication is crucial for gathering feedback and maintaining a connection with your attendees.
Follow-up Emails: Use Ticketbud’s email to send thank-you emails to all attendees, speakers, and sponsors. Express your gratitude and provide a summary of the event highlights.
Surveys: In your post-event emails, also include a link to an event feedback survey. Understanding what went well and what could be improved will help you plan better future events. Learn how free online tools can help.
Content Sharing: Share event content such as photos, videos, and presentation slides. This keeps the event alive in attendees’ minds and provides value even after the event has concluded.
Data Analysis
Analyze the data collected during the event to understand attendee behavior and preferences.
Ticket Sales Data: Use Ticketbud’s analytics to track ticket sales, peak purchase times, and attendee demographics. This information is invaluable for future event planning and communication.
Engagement Metrics: Review engagement metrics from your email campaigns, social media posts, and mobile app interactions to see what resonated most with your audience. And, don’t forget to check out the referral dashboard on Ticketbud to see which clicks converted to sales.
General Tips for Effective Event Communication
Effective communication is at the heart of successful event management. By implementing these best practices, you can ensure that your event runs smoothly, attendees stay informed and engaged, and you build a strong foundation for future events.
Consistency
Build a brand around your event and stick to it across all communication channels. This helps in building a recognizable and professional brand.
Personalization
Whenever possible, personalize your communication. Use attendees’ names in emails and tailor messages based on their preferences and past interactions.
Transparency
Be transparent about any issues or changes. Honesty builds trust, and attendees will appreciate your openness.
Technology Utilization
Leverage the full suite of Ticketbud’s features. From customizable event pages to detailed analytics, make sure you’re utilizing all the tools at your disposal to enhance your communication strategy.
Top Ten Tips for Event Safety on Fourth of July
The Fourth of July is a time of celebration, bringing communities together to enjoy fireworks, parades, and various festivities. As an event organizer, ensuring the safety of your attendees is paramount. Using Ticketbud to manage your event can streamline many processes, but safety planning requires a proactive and thorough approach.
Below, we offer our top ten tips to prioritizing safety for your Fourth of July event.
1. Conduct a Comprehensive Risk Assessment
Before planning any details, conduct a comprehensive risk assessment. Identify potential hazards specific to your event, such as large crowds, fireworks, and weather conditions. Evaluate the likelihood and impact of each risk, and develop mitigation strategies. This should include contingency plans for emergencies like severe weather, medical incidents, or fire outbreaks.
2. Collaborate with Local Authorities
Engage with local authorities early in your planning process, and be sure to acquire any necessary permits for your location or activities. Coordinate with police, fire departments, and emergency medical services (EMS) to ensure they are aware of your event and can provide support. Their presence can deter criminal activities and ensure rapid response in case of emergencies.
3. Secure the Venue
Set up barriers – think stanchions, fences, or locked doors – to control entry and exit points, preventing overcrowding, and ensuring that emergency vehicles or staff can access all areas.
Utilize Ticketbud’s real-time check-in analytics to manage entry efficiently and keep track of attendance numbers.
4. Practice Fireworks Safety
Fireworks are a staple of Fourth of July celebrations, but they also pose significant risks. Ensure that fireworks are handled by licensed professionals. Establish a safety perimeter around the launch site and inform attendees of safe viewing areas. Provide clear signage and barriers to keep spectators at a safe distance.
5. Manage the Crowd
Effective crowd management is essential to prevent accidents and ensure smooth operations. Plan for adequate staffing to handle the expected crowd size. Train staff and volunteers on crowd control techniques, emergency procedures, and customer service.
The way you set up your ticketing can make a difference. For instance, creating multiple ticket types for different event activities, such as drink tickets or petting zoo access, will help you anticipate crowd flow. Timed-access ticketing is another excellent way to prevent overcrowding. So, consider distinguishing between day and night-time passes on your registration page.
6. Provide First Aid and Medical Services
Set up clearly marked first aid stations and ensure they are adequately staffed with trained medical personnel. Equip these stations with necessary medical supplies and ensure they are accessible to all attendees. Promote awareness of the first aid locations through signage and event communications.
7. Set Up a Communication Plan
Develop a robust communication plan to keep attendees informed before and during the event. Use multiple channels, such as social media, event apps, and on-site announcements, to provide updates on safety protocols, emergency procedures, and general information.
Event organizers can email attendees directly through Ticketbud. Be sure to also customize your ticket emails with information on which channels attendees can find real-time alerts in the event of emergencies or cancellations. For more information, read our guide on Event Communication Best Practices.
8. Stay Cool and Hydrated
July can bring high temperatures, so it’s important to keep your attendees hydrated and cool. Provide ample water stations and shaded areas where people can take a break from the sun. Consider having cooling stations or misting tents to help attendees beat the heat.
9. Keep it Clean
Maintaining cleanliness is vital for the health and comfort of your attendees. Ensure that there are enough restrooms and handwashing stations, and that they are serviced regularly. Provide hand sanitizers throughout the venue and encourage their use.
10. Post-Event Review
After the event, conduct a thorough review of your safety procedures. Gather feedback from staff, volunteers, local authorities, and attendees. Analyze what worked well and identify areas for improvement. Use this information to enhance safety planning for future events.
Prioritizing Event Safety
Implementing these event safety tips will maintain safety as your number one priority, protecting your attendees and enhancing their overall experience. Additionally, effectively communicating your event safety protocols with guests fosters a positive reputation for your organization.
Using Ticketbud for your event management allows you to efficiently handle ticketing, monitor attendance, and communicate with attendees, ensuring that your focus remains on creating a safe and enjoyable celebration for all.
Stay safe, plan ahead, and have a happy Fourth!
Managing Racing Event Registration and Bibs through Ticketbud
When organizing racing event registration for any run, walk or biking event, Ticketbud is a reliable ticketing partner that goes the distance.
Ticketbud offers a centralized hub for event information, registration, and bib assignments. Utilizing our full suite of ticketing features ensures a smooth and efficient race registration process for organizers and participants alike. Participants can confidently register for races, knowing that their information is handled with care. And organizers can efficiently manage entries, track attendance, and create an unforgettable racing experience.
Race Participant Registration
With racing events, it’s important for event organizers to access important information about participants, such as emergency contact information, t-shirt size, or age. These details can easily be captured through Ticketbud’s Custom Questions feature.
The feature acts as an online registration form, allowing organizers to collect necessary information in advance so they can offer a smoother check-in process on event day.
The questions can be tailored to different ticket types offered on the registration page. For example, if the racing event offers a fun run for kids and a competitive run for adults, you may need different information from each group to better organize your race registration. You may want to request parental consent for child participation in fun runs. And, you might ask for age, sex or pace information to organize start times and placing for more competitive events.
Racing Bib Assignments and Features
Ticketbud also supports racing bib assignments and participant tracking features. Participants check-in to the event by scanning their mobile ticket. At this point, they’ll be assigned a racing bib number. The number can be generated randomly or input manually into their participant profile.
By including a QR code on the bibs, race registration staff can scan the bib with the Ticketbud mobile app to register the participants arrival, as well as access emergency contact information and answers to any custom questions recorded by that participant, such as a t-shirt size.
The number can also be used to track and identify participants during the event using the free Ticketbud mobile app – available through iOS and Android.
The racing bib itself poses a great opportunity for event organizers to display sponsorship or fundraising information. To court sponsors, event organizers should emphasize how many of their participants are expected to see and wear their logo.
Additional Ticketing Features for Racing Event Registration
Donation Management
Many racing events serve as fundraisers for non-profit organizations or important causes. While registration fees support these philanthropic efforts, event organizers can also accept donations to maximize fundraising potential.
Ticketbud makes these fundraising efforts easy with the user-friendly custom ticketing options. Simply use the Ticketbud Ticket Editor to create a donation option on your registration page. This allows anyone visiting your event website to donate any amount of their choosing.
Unlimited Ticketing Options for Race Registration
Ticketbud’s Ticket Editor also streamlines ticketing for events with multiple components, such as those that offer fun runs, different racing distances, or spectator ticketing. With the editor, it is simple create multiple ticket types and schedule sales timelines for each ticket type.
Promote Upcoming Races
With a branded landing page, racing event organizers can promote all upcoming races and events in one place. If the race schedule is particularly robust, event organizers may choose to create an event calendar. These features offer event organizers free promotional tools. They also allow participants to plan ahead and secure registration for races well in advance.
Nine Creative Ideas for Organizing a Corporate Event
Organizing a corporate or professional event that leaves a lasting impression requires creativity and strategic planning. Whether you’re planning a small team retreat or a large-scale conference, thinking outside the box and utilizing the right tools will set your event apart.
Here are nine innovative ideas to make your next corporate event stand out:
1. Pick a Unique Venue
As you begin organizing your corporate event, select a unique venue to enhance the event experience. Don’t always default to a hotel conference room. Instead, consider a museum, aquarium, botanical gardens, or a historic building. Bringing your audience to a special place makes the event more memorable. It also provides a natural conversation starter for attendees looking to network.
2. Create a Theme
Create an immersive atmosphere by incorporating a theme. Use decorations, costumes, and activities to transform your event into a vintage 1920s Gatsby gala, a futuristic tech showcase, or a tropical beach party. A well-executed theme can enhance the engagement and enjoyment of attendees.
3. Produce Interactive Workshops
Instead of traditional presentations, offer interactive workshops that encourage active participation and collaboration. Workshops may take the form of team-building exercises, hands-on tech demos, or creative arts and craft sessions that enhance learning. Remember, if you’re hosting a hybrid event, virtual attendees should also feel engaged and included.
4. Offer Live Entertainment
Just because you’re organizing a corporate event, doesn’t mean it has to be boring. Keep the energy high with live entertainment – think DJ, stand-up comedy, or even a magician. Entertainment breaks keep attendees refreshed and more engaged throughout the event. Plus, these additions create “Instagramable” moments. So, capture them to further engage with your current audience and repurpose in future event marketing.
5. Provide Tech-Enhanced Networking
Utilize technology to facilitate networking. Mobile apps designed for events help attendees connect, schedule meetings, and share contact information. Virtual reality (VR) booths also provide unique networking experiences.
6. Incorporate Sustainable Practices
Eco-friendly events are becoming increasingly popular. Implementing sustainable practices, such as using biodegradable materials, reducing waste, and offering plant-based catering options, may resonate with attendees who value environmental responsibility.
7. Make It Fun with Gamification
When organizing a corporate or professional event, be sure to incorporate elements like scavenger hunts, trivia contests, or interactive polls. These can be both fun and educational, encouraging participation and engagement from in-person and online audiences. Awarding prizes for winners adds an extra incentive for involvement. Learn more about event gamification.
8. Promote Health and Wellness
Promoting health and wellness at corporate events can reduce stress and increase overall satisfaction among attendees. So, consider offering wellness activities like yoga sessions, mindfulness workshops, or even massage stations.
9. Partner with Ticketbud when Organizing Your Next Corporate Event
To ensure the success of your corporate event, partner with a reliable ticketing service like Ticketbud. By leveraging Ticketbud’s comprehensive ticketing solutions for corporate events, you can focus on delivering a creative and memorable corporate event experience that attendees will talk about for years to come.
Planning the Austin Chicken Wing Festival: Q&A with Event Organizer Jesse Island
In May, people flocked to south Austin to eat endless wings and cast their vote for the best wings in the city at the Austin Chicken Wing Festival. So, we caught up with the organizer of the event, Jesse Island, to learn about his experience planning a festival with Ticketbud.
The following Q&A with Jesse highlights an event manager’s experience coordinating a food festival. In it, he shares, from an organizer’s perspective, what it’s like to manage ticket sales and promotions for large festivals and events.
What inspired the creation of the Austin Chicken Wing Festival, and what are the primary goals of the event?
The Austin Chicken Wing Festival was inspired by Wing Fest, which took place in Austin in 2017 and 2018. However, the event dissolved since organizers didn’t have the team they needed for promotion and implementation. So, I met with one of the organizers to see what it would take to make a wing tasting festival of my own. He told me everything they did right and everything they did wrong. So, for everything they did wrong, I hired someone in that area.
How do you select and manage the vendors and partners participating in the festival?
To recruit vendors, I asked everyone on my team to share their top 10 favorite wing places and also added spots published on lists and articles online. Then, we took to guerilla marketing. We showed up to 150 different places in matching gold t-shirts to try the wings and share more about the festival. From there, some restaurants really latched on.
Photo courtesy of Austin Chicken Wing Festival.
One thing I learned from my initial meeting with the Wing Fest organizer was that it was important to put these vendors first. If there are no wings, there is no festival. So, I put vendor management high up on my list and treated them like gold.
Is this your first time planning a festival? How does it compare to other events you’ve planned?
This is the first event I’ve organized at this scale. However, I have hosted events that required blocking off downtown streets before. I am pretty good with permits, and I know how to coordinate and negotiate with the city. Some people don’t realize the time and cost of acquiring permits for large-scale events.
Having the event outside of the city limits made it easier, but it still required a 6 month lead time. We had to get mass gathering permits, food permits and also needed a fire marshal on site.
“Having the event outside of the city limits made it easier, but it still required a 6 month lead time.”
Jesse Island, Festival Organizer
I should add that the timing of the event was not random either. I had a member of my team research in the Farmer’s Almanac for the driest spring weekend on record. We’d rather have heat than rain.
What marketing strategies did you use to promote the festival?
Our marketing strategy used a little bit of everything. We used paid stuff on Instagram and Facebook and worked with magazines and influencers. We did radio segments where we’d have people call in for giveaways. Our team pass out flyers and put on the gold t-shirts to visit bars and wing restaurants to talk to people about wings. We did pretty much did everything we could think of.
Why did you choose Ticketbud as your festival ticketing platform?
It was important for us to source locally, so I was glad to use Ticketbud. I looked into other options – Eventbrite is super cumbersome and Posh doesn’t offer check-in services. Plus, Ticketbud has less intrusive service charges than other event ticketing platforms.
“Ticketbud has less intrusive service charges than other event ticketing platforms”.
Jesse Island, Festival Organizer
Are there any features or integrations that Ticketbud provided that catered to your event’s needs?
Custom ticket layouts, hidden ticket options, discount codes – I utilized it all. From a user standpoint, it was not difficult to use. And, I was able to easily track and base budgets off of growing ticket sales.
Did using Ticketbud compliment or enhance your marketing and promotional efforts?
I used the referral tracking links to incentivize my team to help with ticket sales. Each person got a unique code to share and earn commission. It was easy to track and helped with promotion.
How has your experience been with Ticketbud’s customer service?
Ticketbud is not difficult to use. But if something ever was, I could just send an email and would usually get a response within an hour. I probably asked about 10,000 questions about how to make the most of the platform for our event and got help implementing every option, including staff support at the event itself. Our entire team enjoyed working with Ticketbud, and I expect a great working relationship for years to come.
Photo courtesy of Austin Chicken Wing Festival.
How did Ticketbud enhance the attendee experience?
Everything was seamless. No one had issues with wrong orders or missing tickets. We utilized Ticketbud’s scanners on event day and it made it so easy for people to get in. There weren’t any long lines. There wasn’t any friction. It was quick, and it was easy.
Did you utilize any of Ticketbud’s reporting and analytics tools? If so, what metrics did you find most valuable?
“It’s true what they say – 50% of your ticket sales will happen in the last 48 hours”.
Jesse Island, Festival Organizer
It’s true what they say – 50% of your ticket sales will happen in the last 48 hours. So,budgeting for event can be super difficult. Ticketbud’s reporting tools really helped me plan around this.
With ticket reports, I was able to keep track of the money that was coming in throughout the sales cycle. And as we got closer to the event, ticket breakdowns helped us prepare for who was going to what and how we would need to stock things like the bar.
What advice would you give to others planning a festival?
Hire people that you can trust to do things that you cannot do. There is so much that goes into planning an event. You’re not going to be able to do it all. You’re going to need help.
Is there anything you’d like to add about planning a festival or your ticketing experience?
The event exceeded my expectations. It was fantastic to see the smiles on everyone’s faces. Every single person was having a good time. And I can’t wait to do it again.
