Standard solutions for every event

Invitation, communication and registration

An online environment to track registrations and keep in contact with your colleagues and visitors.

Backoffice for participant management

Manage and change participant information, invitations and more.

Online and hybrid events

Host online and hybrid events when physical events are not possible or necessary.

Visitor registration at the event

We supply the software and hardware to facilitate the registration at your event.

All the extra modules you need

Event app

A personalized visitor or exhibitor application for your event.

Online payment

A facturation module that makes it possible for visitors to register and pay through the registration page.

E-tickets at the event

Downloadable as Passbook, Wallet and Mobile ticket.

Network tables

Give guests the option to sign up for a seat at specific tables, decide for yourself who’s going to sit where and when or make companies and sponsors decide.

Queuing system

We provide a queuing system which allows visitors to scan their badge at an exhibitor stand to put themselves in the queue.

Photo booth

We offer a photo booth to events where specific people need to have their picture displayed on their badge.

Self-scan & contactless registration

We offer the possibility to have visitors register contactless, creating a quick and easy entry.

Exhibitor invitation system

In our online environment, an exhibitor invitation system can be incorporated.

Event website

We can build a custom website for your event if needed.

Badge management

A professional badge is composed by your needs.

Invitation, communication and registration​

Invitations

Professional invitations (per e-mail) with functions such as: save-the-dates, a personalized link and login code for a pre-filled form.

Confirmation

If a user registers, he or she will receive a confirmation email with a copy of their data, an E-ticket, Apple Wallet ticket and Mobile Ticket. 

Reminder

For users that have not yet responded you can send a reminder per e-mail. Furthermore, it’s possible to use a personalized text messages to inform users for a last chance to confirm.

Evaluation

Do you want to know what visitors think about the event? We may set up an online survey (to be filled out either anonymously or linked to participant).

Backoffice for participant management

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Record details

In the online back office, you can search by name, email and login code. Convenient filters can sort by file type elements as participants, on and off notifications or payment status. The recordings can be exported to an MS Excel file. Do you have a paid event? Then you can export in addition to payment information, an export of invoices.

Modify data

You can also modify the data of members. You can manually change bus stops, email address or cancellations. If your participant didn’t receive a confirmation e-mail with e-ticket, you can send them again with just one click in the backoffice.

Management information

During the registration period, you have insight into the number of entries per hour and per day. In addition, notifications are displayed for each parallel session.

Did you sent a mailing? You can have insight into the statistics for email and html newsletters as well.

Online and hybrid events

Personal entry page

Eventpartners offers a personal entry page for online events, webinars and hybrid events. After registering, participants receive a link to a personal entry page where they can find their program with links to the chosen session included. It’s possible to hide the link to the online event at first, so that it’s possible to add changes until the moment the event takes place. On the day the event is planned, the link will automatically become visible. 

Insights and links

Eventpartners registers when and how often certain links have been used or clicked on. In that way, you always have a clear overview of how many people attended and which people attended. 

Moreover, Eventpartners can create an API-key to Hopin.com for your online event.

Counting tool

We can implement a counting tool for webcasts and online events that are pre-recorded. Since participants may watch the video of the event at any time, our counting tool keeps a record of the amount of times a specific participant watches a webcast. Therefore, it’s possible to add a limit to the amount of times one person is able to watch a webcast: for instance a maximum of three times. This makes it possible to sell webcasts online and create a limit for the amount of times it can be watched. 

Visitor registration at the event

Organization

We are happy to organize the visitor registration for your conference, fair or event. A project manager will discuss the options and wishes with you. We then advise you on the right systems and capacities. Together with the on-site managers and hostesses of Eventpartners, we can completely take over the organization of the access control for your event.

Software

Event Partners offers advanced visitor registration software. This allows you to set the needs of your visitor registration easily. Can a bar code be scanned only one time for optimal control? Whether it is intended that participants smoke outside and is it necessary to scan the ticktets several times? Will there be a scan when people leave the event so you are able to know exactly who’s there at any given moment?

Expo WebScan

Next to the visitor acces registration Eventpartners also provides visitor registration for exhibitors, the ExpoWebScan. Exhibitors scan participants who are interested in their product and build a database without manual data entry.

Parallelsessie WebScan

The last type of visitor registration is ParallelsessionWebScan. By parallel sessions, the participants recorded. In the system can be chosen to admit only participants who have previously registered or allow anyone and add to them the present list. After the event, digital hand-outs and specific session evaluation forms can be sent easily.

Hardware

According to the capacities of your event, we provide professional or industrial hardware. Our precise composite systems are designed specifically for events, have been widely tested and are now fully established for this purpose.

Service/hosting on location

We provide hostesses for your event who are representative and customer-friendly and can cope well with our systems. Following the curve of your event, we will send you the recording consoles for visitors. We deliver a demonstration and we take care of the rollout and support during the event.

Event app

Event application

We can provide a full easy-to-use app for visitors (program selection, proposition of exhibitors), as well as an app for exhibitors: visitor registration at their booth and possibility to indicate which visitors are ‘hot leads’ and who wants to be placed on the mailing list.

App features

The apps we make contain all the information you want your visitors to know. Some features are: Live program, composing your own program, choosing favorites, giving talks/sessions a rating, showing your partners and sponsors, possibility to show your ticket through the app, voting formats, information about the wifi, locations and more.

GDPR

With the use of GDPR visitor registration, Eventpartners offers a secure environment for processing the personal data of your participants.

Online Payment

Registration and payment

The payment module allows the participant to pay for his or her participation online. The participant registers through the registration page and will have the option to pay online. We support almost all payment methods world wide. The participant will automatically receive a confirmation e-mail with full invoice as a PDF attachment and will only receive the e-ticket after the payment is done. 

Managing payments

You can manage the online payments. The system displays a list of participants and their payment status. Payments must be made to a payment service provider. This provider is linked to the online system. Once a payment is received, it is immediately sent to the online system and the payment status will be adjusted. It is possible to make an export of the payment status of participants.

Promotional codes

Participants enter their personal login code. In this code the participant type is incorporated. The system detects the code and has specific charges for the participant. This may include VIP’s to sign up for free and board members for a reduced price.

Promo code management

In management, the organization can assign and create discount code for participants. It is possible to indicate the maximum number of coupon codes, for example 5 free tickets per company. The amount of discount for every specific attendee can be entered.

Sponsor management

Do you want to grand access to you system to specific organizations and sponsors, so that they can reserve tickets for their Organization? This is possible with sponsor management. Sponsors receive a personal link, on which they can reserve tickets. In the management of the organization you can indicate how many tickets the sponsor may reserve. If there is a (reduced) rate for these tickets, an invoice can be send to the sponsor at a certain moment.

Adjusting product selection

It is also possible for the participant to adjust the product selection. After the participant has registered they can use a link in the confirmation email to change the data. After the participant changed the data, he or she will receive a confirmation email with the added changes and a new invoice.

Supported payment methods

Furthermore:

All Adyen supported payment methods

E-tickets at the event

E-tickets

Using e-tickets is fast, simple and efficient. When a participant registers or buys a ticket, he or she will receive a confirmation email with a copy of their data, an E-ticket with QR and the option to add the ticket to a PassWallet or Apple wallet pass. The visitor takes the e-ticket to the event. The barcode or QR-code on the e-ticket is scanned upon entry.

It is possible to put information on the e-ticket like a map, addresses, workshop or dinner participation.

Network tables

Allocation

Give guests the option to sign up for a seat at specific tables, decide for yourself who’s going to sit where and when or make companies and sponsors decide. Assign people to one table or various tables, depending on the moment and situation.

Queuing system

Badge scanning

We provide a queuing system which allows visitors to scan their badge at an exhibitor stand to put themselves in the queue when multiple people have the desire to get in touch with the same exhibitor.

Call

The queuing system automatically saves the visitor’s details and when the exhibitor is ready to talk, the visitor’s number gets displayed on a screen and an automatic text message will be send as an extra reminder.

Photo booth

A special badge

We offer a photo booth to events where specific people need to have their picture displayed on their badge, for instance: exhibitors, sponsors, organizers, VIP’s and people working at the event.



Self-scan & contactless registration

Quick registration

We offer the possibility to have visitors register contactless, creating a quick and easy entry. When a visitor registers, the system automatically retrieves someone’s information and prints it on a ticket or badge. The ticket or badge can then be attached to a lanyard. 

Exhibitor invitation system

Sending invites

In our online environment, an exhibitor invitation system can be incorporated through which exhibitors can invite guests, get insights about registrations and see who’s interested in obtaining more information about their activities.

Event website

Website

For each event, a website with an own domain name and corporate identity can be made as desired. We implement scrolling banners, SSL (Extended Validation) website security and contact forms. Options to embed custom content from websites like YouTube, Vimeo, Flickr and Picasa. The custom websites we provide can be personally managed and edited through your own Content Management System.

GDPR

With the use of GDPR visitor registration, Eventpartners offers a secure environment for processing the personal data of your participants.

Badge management

Badges

A professional badge is composed by your needs. There is a variety of options you can choose to put on the badge such as information about the chosen workshops, the program, contact or sponsor logos.

Badges are distributed by using the WebScanPrint-module and console. Visitors bring their e-tickets, the e-tickets are scanned and a personal badge is printed. It is also possible to send the e-tickets to the participants in advance. If visitors forget their badge, then a badge is printed onsite.

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