Online Event registration and Ticket Software – Blog

5 Ways to Promote your Event Online

August 1st, 2016 by Eventzilla Team No comments »

An event without attendees is hardly an event at all. You go to a lot of trouble preparing for and setting up your event, it’s important to remember that promotion is part of the game as well. Promoting your event online can be extremely effective and, what’s best, it doesn’t have to cost a lot either. Consider these options.

Utilize social media

This is when social media can be most beneficial to you. While you can run ads at a cost, utilizing your existing followers and friend might be enough. Post well-written and informative content that demonstrates the value your event will bring and encourage your fan-base to share and inform. You can also send invitations via Facebook or other platforms.

Email marketing

Email marketing still ranks extremely high in terms of conversion rates and at this point you should already have an e-mail list to work off of. Send an email blast between 4-6 weeks before your event (more if extensive travel planning is required), and another one closer to the day of the event. Your existing customers and clients will always be a source of repeat business so don’t neglect them.

Utilize your sponsors and speakers

If your event is sponsored by or partnered with another organization, or if you’re featuring guest speakers and promoters, make sure to get them involved as well. By cross promoting with other individuals or organizations via email and social media you will effectively inform and entice multiple fan bases and increase your likelihood of conversion.

Create Effective Copy

Whether it’s a social media post or an email subject line, utilize effective copy to drive open rates and engagement. Create a sense of urgency with phrases such as “time is running out!” or “Don’t miss out on this!” It may sound simple but these phrases do show an increase in conversion rates.

Utilize Retargeting

Have you ever looked at a product website when shopping? Let’s say you were looking to buy a new mattress for example. Did you ever notice that a few hours later when you were surfing a completely different website you’ll start seeing ads for mattresses? It may be creepy, but that’s retargeting at work. Retargeting, as the name suggests, targets individuals who have already visited your websites or event page.

This is not the cheapest example and it will cost a little more than other options but it is also extremely effective as it specifically targets people who have already looked at your event.

Promoting your event online is a vital part of effective event management. While there are other ways to promote events, online is definitely an area you do not want to neglect.

5 Things Event Planners Hate to Hear

July 29th, 2016 by Eventzilla Team No comments »

Your event is important to you and you want it to go off without a hitch. The problem is that “things happen” and you need to be prepared for what to do just in case the unexpected occurs.

Event planners far and wide, from amateurs to professionals, hate it when an event doesn’t go on as planned. The truly prepared ones, however, are ready for when it does. Here are 5 things that event planners hate to hear (and how to deal with them).

The speaker hasn’t shown up yet

One of the worst things that can happen is to have a guest speaker or VIP running late or even worse, not show up at all. Hopefully this is a rare occurrence, but if it happens, panic sets in.

What should you do?

It’s always best to have a backup plan in mind in the event a guest speaker cannot attend. Have someone from your business prepare a short presentation to be used in case of an emergency. If you have other speakers lined up to talk, let each one go over their allotted time by a few minutes to extend the event and make up for the lost speaker.

Something is not working (computer, audio/video equipment, etc)

There’s nothing worse than having your high profile speaker show up with their presentation all good to go, only to find out it isn’t compatible with the equipment you have available.

What should you do?

Whenever possible, find out in advance if your speakers will need audio/visual equipment and what their specific needs are. Will they bring their own laptop computer? Do they need a projection system? Do they have an audio recording they want played? What about the lighting requirements? As much information as possible as you can gather in advance can go a long way towards heading off potential technology problems in the future. Whenever possible, always do a quick test to make sure everything is working before the event starts

The attendees are running late

Without your attendees, your event or conference is essentially nothing. If bad weather or god forbid a traffic incident should delay everyone, it can start the event off on the wrong path before it’s even begun.

What should you do?

If your event is reliant on the weather (such as an outdoor event), have a backup date in mind and booked if you need to reschedule. If thunderstorms roll in, there’s really nothing you can do to change that so make every effort to contact your attendance list and let them know that the rain date is going into effect.

If the event it still going to go on as planned but attendees are trickling in, it’s perfectly reasonable to delay the start by a small margin of time, however if you wait too long you risk angering your guest speakers and other attendees. Anything more than a half hour delay is starting to get unreasonable.

If you are serving food in advance of your event, offer the guests in attendance an extra round of coffee and dessert service and make sure some food is held back and available for the late comers. Consider offering those who were on time a discounted rate on a future event as well to thank them for their patience and understanding.

We’ve run out of take-home gifts!

You never want to run out of anything but of everything on this list, this is the most likely to happen. Whether it’s food, pamphlets, or merchandise it can be implausible to have “too much” of everything and still stay within your event’s budget.

What should you do?

When budgeting for your event, prioritize your needs and plan accordingly. If your event is being billed as a dinner event, then you need to make sure you have dinner for everyone. If you are promising everyone a take-home gift, you need to make that a priority as well.

Have a plan in place for what to do if you should run out of a certain item. In many cases, guests will be understanding to a point. If the item is something you can get to them at a later time such as a t-shirt or pamphlet, offer to mail it to them. Whenever possible, try to get firm numbers the day of the event and plan accordingly.

We didn’t plan for this!

Nobody likes a curveball being thrown their way but it happens from time to time.

What should you do?

It’s hard to plan for every eventuality but if you fail to plan, you plan to fail. Look at your event from top to bottom, double-check your budget, confirm your venue, speakers, and caterers. Send a reminder email to your attendees the week of the event, check the weather, etc.

And when you’ve done all of that… do it again. Events are living, breathing creatures and no two are exactly alike. Do your best to have everything planned and you’ll minimize the chances of a wrench being thrown into the works.

Above all else, maintain your composure and take charge if something goes wrong. Sometimes your best customers are made not from when everything goes well, but from how adversity is met and handled.

How to Plan a Corporate Event?

July 24th, 2016 by Eventzilla Team No comments »

Whether it’s a training seminar on a new piece of software, or a thank-you event for your investors, corporate events are an important part of your business. This is a time for team-building, networking, or training to help the company move forward.

Planning a corporate event is no easy task and often some things can be overlooked in the process. Here’s a short list of 5 things to keep in mind when planning your next corporate event or outing.

  1. Decide on an appropriate venue. When the conference room won’t cut it you need to think elsewhere. Local hotels or convention centers are well equipped to handle groups of all sizes so think ahead on what your specific needs are based on the theme of the event and the number of attendees
  2. Book Early! Larger venues will have a longer waiting list so book early or risk losing your dates. Booking the event should be one of the first things you do since without a day and time set in stone you’ll be unable to make additional plans.
  3. Clearly Define the Purpose. What specifically are you hoping to accomplish at your event? Are we training new or existing staff? Networking with outside vendors? Clearly define the mission statement of the event before making other plans around it.
  4. Put someone in charge. Find someone within the organization to take the lead and make the arrangements. If you’re hiring an outside planner, designate an in-house representative to coordinate with them. This will help keep everyone on the same page and help track accountability.
  5. Make sure you have signed contracts in hand. When coordinating with a location or outside vendors (such as catering or entertainment) make certain you have signed contracts in hand and confirm everything close to the event date. The last thing you want is to have a group of investors show up for a presentation on your new product line only to find out no one rented the convention hall.

Corporate events are great ways to unveil new ideas, train employees, or network within your industry. They also present your employees with a way to get to know one another and for investors to see not only what, but who, they are investing in. Properly executed, a great corporate event can do wonders for your business. Good luck!

Choosing the best speaker for your conference

July 20th, 2016 by Eventzilla Team No comments »

In order for you conference or convention to go off without a hitch you need the right people. Choosing the right speakers can make or break your event so learn to choose wisely.

Many things go into the planning and execution of your event but it’s important to remember that the speakers are what your attendees are there to see/hear. Here are 5 tips on choosing the right speakers to make your conference or convention a hit:

Make Smart Choices

it may sound simple but the best thing you can do is choose the “right” speakers. This means that once you’ve established the point of your conference, i.e. “Investing in Chicago Real Estate,” your goal should be to find the best-suited candidate to speak on the subject, regardless of their star power.

Furthermore, you should focus on finding the best candidate on the subject who’s also most suited towards speaking to your target attendees.

Try Before You Buy

The list of things you’re willing to buy sight unseen is pretty small. Don’t make your speaker one of them! In order to make sure this individual is the right fit for your event, make plans to attend one of their speaking engagements and see for yourself.

Scouting out and listening to your prospective speaker is the best way to gain firsthand knowledge of their style and substance. And you might learn something too!

Make sure they stick around

In order to make sure you provide the best bang for your attendee’s buck, you want to make sure you provide them with a friendly, knowledgeable, and approachable speaker.

Many “professional speakers” show up to events, do their 40-minute spiel, and then beat a hasty retreat. If you’re dealing with a “star” you might have to deal with a certain amount of this. Otherwise, make sure you discuss your expectations with your speaker/their management prior to the event.

Some of the best speakers want to engage with your attendees. They’ll make themselves available before their talk or stay later to answer questions, run follow-up sessions, etc. This can add a great deal of value to your event, but don’t assume this is part of the deal unless it is discussed ahead of time.

What’s their agenda?

Your speaker would not agree to speak at your event unless it provided some type of value to them. The same way you wouldn’t be hosting it without a reason, your speaker is motivated by something as well and odds are it isn’t 100% “because they want to help educate people.”

Will they want to sell their own services or products? Showcase their upcoming business? Sell their book?

Any, or all, of these may be 100% fine with you as the event organizer however you’ll want to know what their plans are ahead of time. This is especially true if you have multiple speakers who may not like the idea of setting up a table or booth to sell their book after the event right next to their competition who is doing the same.

Be way or speakers who want to sell their wares

If you’re working on a budget, you may be tempted to book a speaker who’s willing to take a pay cut in exchange for selling their products before or after the event. This is a tricky area so tread lightly.

Best case scenario your speaker has some star power and is willing to do you a solid by speaking at your event so long as he can sell a few copies of his book before and after his talk. Worst case scenario: All your speaker cares about is selling their wares and will make their entire talk a lead-in to asking your attendees to buy.

This can be especially troublesome if the point of your event was to help raise your own business’ profile or further your own cause. It can also present problems if the subject matter or nature of their products doesn’t mesh incredibly well with the tone or point of your event.

In any case, if your speaker pulls a “hard sell” to your captive audience of attendees they may resent it and be less likely to attend your next event.

There are all types of events and all types of speakers. Picking the right one for your event can make or break the day so choose wisely and enjoy!

Hosting your first conference

July 11th, 2016 by Eventzilla Team No comments »

Whether you’re already a leader in your industry or you aspire to be just that, hosting a business conference can be a great boon to your credibility as well as your networking.

You can invite industry leaders, movers, and shakers to your event and use the occasion to showcase your own products and services, discuss best practices in the industry, and more.

Here are a few tips to help you when planning and hosting your first conference

  1. Select an appropriate location – Depending on the size of the event you may find that a boardroom in a local hotel is sufficient. Other events may require a convention center capable of hosting 100’s of people. Decide how large of an event you’re planning on holding and plan accordingly.
  2. Establish precisely the focus of the event – Interested parties want to know exactly what they’re attending, why they’re attending it, and what the value is for them. Steer clear of vague descriptions of events: .i.e. “Learn how to save your business money.” Instead, provide a more targeted focus, i.e “learn how to save money through streamlined accounting processes.” Not only does this make the purpose of the event clearer, you’ve also just told the target company who they should send to attend and theoretically you wanted to talk to the head accountant or CFO in the first place.
  3. Keep expectations realistic – As your first event, your attendance might be minimal. Not only should you prepare for this to be a possibility, prepare for this as though it were on purpose. Of course you want to gather 100 high quality industry professionals, however your first time you may be looking at closer to 10. Keep it small and manageable and you can grow for your next event.
  4. Have a registration process – If you invite 20 people, you want to know that 20 people are going to show up. Having a registration process, even if it’s a free event, can help establish a head count which can impact how big of a space you need or how much food you order, etc. Having a registration process is also useful for our last tip.
  5. Follow Up – Devise a way to follow-up with your attendees. Collect their email addresses at registration and follow-up a week later. This is a great way to re-establish contact with your attendees, especially if your intention was to sell them on a product or service.

Use this as an opportunity to thank them for their attendance, re-iterate your product, and inform them of future events as well. Remember, the whole point of your event is to establish contact, not lose touch.

As an added bonus, smaller events are less expensive to host and easier to plan as well as adapt on the fly should an unexpected issue arise. They also allow for more one on one interaction and personal attention.

Hosting a business conference or seminar can be a great help to getting your name out there and interacting with the quality professionals you want to interact with. Properly done, it’s the type of focused network marketing that can make a difference down the line.

Eventzilla Redesigned

April 25th, 2016 by Eventzilla Team No comments »

We hope you are enjoying the spring!

The team at Eventzilla has completely re-imagined our platform to be faster and simpler to use.

Key Highlights:

– The website is now completely responsive. Not just event pages, but the entire event setup and management sections are responsive – which means event organizers can now manage their events using both mobile, tablets and desktop.

– We redesigned the event page template and added royalty free stock image backgrounds for different topics.

– The navigation for editing and tracking events are now simplified and it is much easier to navigate now.

– Event organizers can now track metrics like ticket sales in the l

ast 30 days, number of visits and payments in one place now. This metrics is available on account and event levels for your convenience.

– It is much easier to preview the event page now from dashboard now.

– We also have made it easier to manage approvals for registrations.

– Add new ticket page has been completely redesigned to provide better affordance now. This page will display links to add a free ticket, paid ticket, donation, merchandise or add-on ticket types.

Some Screenshots

Sample Event theme

Sample Event theme

New Dashboard

New Dashboard


Event Overview

Event Overview


Easy payment settings

Easy payment settings


Theme designer

Theme designer

Coming Soon – A Brand New User Interface Design

October 12th, 2015 by Eventzilla Team No comments »

Over the past few months, we have been working on a complete re-imagination of our event management console. The revamp will be far reaching in scope and will provide UX enhancements in almost every aspect of the management console.

The new user interface is redesigned to make managing events simpler, track sales metrics better, make marketing to attendees smarter and most importantly will require you to spend less time managing registrations.

We are aiming to roll out the revamped user interface some time during later November / early December 2015. So please watch this space for more details to come. We will also be keeping you posted on our Twitter and Facebook channels.

In the meantime, just check out this sneak preview of the new event overview section!

4 Giveaway ideas to Accelerate the Ticket Sales for your Next Event

August 11th, 2015 by Eventzilla Team No comments »

Whether the nature of your event you’re planning is to promote a product or service, or if the event itself is your main product- you want to get your target demographic engaged early and to stay engaged after the event has passed.

Swag for its Own Sake
It’s no secret that merchandising is a proven way to boost revenue and to promote brand awareness at the same time. Getting your logo and brand image into the homes and minds of your customers is key to creating a culture around your brand that will guarantee ongoing sales. You want your customers to not only be willing to buy your products, but to associate your brand with a feeling of gratification.

If you can find a way to connect the act of registration with the promise of swag, you’re well on your way to assuring that your attendees associate your brand with quick gratification. Eventzilla can help you to coordinate your giveaway strategies with their event registration software in a seamless way that will feel natural and fun when attendees register.

The effect that a physical object with an embedded logo has is tremendously valuable because it is essentially a form of advertising. It’s nice when you can compel your audience to buy your  brand artifacts- it’s essentially the same as being paid to advertise. But, if you’re working to broaden your market or to establish your brand- free giveaways are a great way to get your message in the hands of your target audience- where it belongs.

Five Ways Giveaways Can Boost Your Sales
1. Raffle
Arranging for the tickets you sell online to tie in with a raffle game that will be completed at your event is a great way to both limit the cost of your prizes and to create a great deal of excitement around them.

2. Smartphone Case or wireless phone charger
The kind of freebies that are most worth your investment are the kind that your attendees will use. The more unique and fan-driven your event is, the better points of flare such as buttons and bracelets will work. If your event is more businesslike or formal, containers like a smart looking case can be perfect.

3. Free Downloads or free trail access for apps
Save yourself a whole lot of legwork and trunk space by offering free downloads and apps. Free downloads can be made to come when attendees use Eventzilla’s Online ticketing software.

4. T-Shirts
Even people who dislike t-shirts will occasionally throw one on. And if that t-shirt has your website’s logo on it, well- that’s free advertising.

Last but not least, people are getting used to getting swag. Free pens are nice, but if I get another cheap pen that dies in two days just so I can look at an ad, I will feel a bit put out. Tote bags and mouse pads are trite. Aim for an accessory to something that’s trendy- like an Smartphone cover.

6 Simple Reasons Your Event Still Isn’t Sold Out

August 9th, 2015 by Eventzilla Team No comments »

If you are an event coordinator and you are in the event planning stage, you will want to work diligently in trying to market your event in a way where participants can easily fill out an event registration without difficulty. Here are a few reasons why your event is not sold out and how to fix this problem so you sell out every time in the future.

No Discounts Offered for New/Repeat Audience

If you are giving everyone the same rate to be enrolled to an event, you may be stuck with empty seats. Offer return customers a discount to entice them to sign up again for this year’s event. This reward makes them feel important, as it shows you recognize their support was there in the year prior.

Not Using Online Ticketing & Payments

Using an event registration software is the best way to get people enrolled to participate in whichever type of event you are promoting. The participants have the option to pay for the event right from the comfort of their home, eliminating the hassle of writing out a check or bringing cash to a pre-determined location.

Not Promoting On Social Media

The best form of advertising in this day and age is via social media websites. These pages are viewed by many people, allowing the word about your event to be spread quickly and successfully. Make sure to specify the website address for people interested to log into and inform them that you sell tickets online so they can check it out at their convenience.

Location Information/Map not available

Instead of just promoting the event you are holding, promote the area is will be located as well. Several people will be coming to the event from out of town and may be inclined to stick around for a few days. Letting people know what amenities are nearby, which hotels are available for staying, and what food choices are available in the town the event is being located will make the event itself more desirable if there are things the patrons can do in the immediate area.

Not Associated with any Professional Organizations

Look for professional organizations within the field of the type of event you are holding to help promote your event. For example, if you are holding a concert, enlist the help of a local radio station to promote fun with music. If you are having a sporting event, ask local sporting goods stores to get on board in handing out fliers to customers. The more people you ask to help, the better.

No Contests/Giveaways Offered for Influencers

Announce a few contests on your social media site where people who share your post have a chance to win an event ticket free of charge. Watch how quickly word spreads about your event as people copy your announcement on their own pages. This is a wonderful way to increase the amount of viewing traffic your event obtains, possibly grabbing extra participants as a result.