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Friday, 5 October 2012

Manage Unregistered Attendees with iPads and iPhones [New Feature]

Managing unexpected attendees at events poses several issues:

  • How do you easily capture the unexpected guest's information?
  • How does this affect the guests who took the time to register or purchase tickets?
  • How will this affect your events logistics and check-ins?
Due to these issues many event organizers do not allow unexpected guests to enter their venue, which leads to lost opportunity in terms of revenue and relationships resulting in future revenue.

VenueWize has launched it's updated check-in app which addresses and solves all of these issues. Using the guest registration & check-in app, your hosts have access to all of your attendees who registered, purchased tickets or were added via Excel files by yourself or by your team mates. Additionally, when an unexpected guest shows up, you can give your hosts the option to add and check them in on the fly. They are given the option to add the guest's email address and any other pieces of information crucial to your database and relationship management techniques. 

After the event you can track to see how many guests were added on the fly, who they were, and if the hosts added any notes about them.

Thursday, 9 August 2012

Annual Event Uses iPads to Track Effectiveness of Partner Campaigns [Case Study]

The following is provided by the lead event planner for a one-off event who used VenueWize to sell tickets, manage affiliates and promo codes, and check-in guests with iPads. The following is paraphrased to fit the format of the case study.

"Checking attendees in on an iPad is just a whole different experience compared to using paper to cross people off." -Annika

Guest Check-ins @ Indulge 'n Dance

We used the service for our event called Indulge n' Dance, an after-dinner event that featured seven of Vancouver's up-and-coming pastry makers in a relaxed and fun atmosphere. The event took place in April 2012 and also featured some great 80s/90s dance music creating a unique dining and dancing experience in the city. About 150 were registered for the event.

This was the first time we created a large public event. Managing a large event is very different than a small gathering. We needed a one stop shop that could handle both the front and the back-end of the event, plus ensure paperless transactions. Social Bites prides itself with taking a local and sustainable approach to its event, hence we definitely did not want anyone to bring paper tickets to the event. This also fit in with the overall digital strategy as we did not print one piece of paper to promote or manage the event. 

We chose Venuewize because we knew the iPad check-ins would help us with our efforts to keep our event green. Attendees were impressed with the quick and efficient check-in, and the app is very easy to use which also helped with a smooth check-in service. Apart from the actual check-in, we were also very pleased with the back-end system. Since this was the first time we ran this event, we partnered with a variety of companies and groups allowing them to use promo codes to receive a price reduction. What we liked about Venuewize was the fact that the system can handle multiple promo codes, allowing us to track the effectiveness of partner campaigns. This will be valuable information for future events. It also allowed us to limit the tickets to only one ticket choice and an add-on ticket as all price variations and complimentary tickets could be handled via the promo codes.

I think attendees were very impressed how smooth and sophisticated the check in was. Checking attendees in on an iPad is just a whole different experience compared to using paper to cross people off. Also, multiple promo codes allowed us to track the effectiveness of partner campaigns. Overall, the experience with Venuewize was great. I would highly recommend it to other event managers.

Tuesday, 31 July 2012

Targeted Email Marketing for PR Firms and Nightclubs: Building Your Customer Database

VenueWize’s guest list and event check-in app, lets you check-in guests on iPads and measure promoter returns & performance. It now also lets you build your email list and send highly targeted email blasts to your guest database.

Automatically Build Your Mailing List
As your promoters collaborate on guest list creation and add guests to guest lists, each email address accompanied with a guest is tracked in your VenueWize database. All guest list requests and ticket sales also compile guest information and email addresses into your VenueWize database.

Target Specific Guests
Guests are tracked overtime on different metrics, such as which guest lists they’ve been added to, which events they were checked-in to and more. This empowers you to send super targeted email blasts to follow up with guests, inform them about upcoming events or invite them to purchase tickets (or bottle service, and cover charge).

An example of a highly targeted email blast would be emailing an invitation for your upcoming event, to all of the no-shows of your last event. The variations for this are endless with all of the metrics gathered, and the more targeted event email marketing blasts are the most effective.

Saturday, 28 July 2012

Nightclub Promotion Group Measures Promoter Performance & Manages Guests with iPad & iPhone App [Case Study]

The following is provided by the owner and lead event planner at a nightclub promotion group who used VenueWize to measure his nightclub promoter performance and returns for quick pay-outs based on a commission structure. The information is paraphrased to fit the format of the case study.

"VenueWize provides a structure both on the front end of the event for event check-ins and also on the backend when it's time to analyze performance." -Brad

How VenueWize helped this nightclub promotion group with half of their marketing plan, promoter payouts, and event check-ins

We [Climax] took a 3,000 capacity event center previously used for country music and classic rock concerts and turned it into a big room nightclub event.

Before VenueWize we really never put the promoters to task.  People would have always been involved to help spread the word, but we never had a very good system of managing performance and outcome.  Sure, it can be done on paper, but that takes a lot of additional facilitation.  VenueWize provides a structure both on the front end of the event for event check-ins and also on the backend when it's time to analyze performance.  This not only saves time but also drives the entire process. 

For us it allowed a structure that we could effortlessly keep track of.  We knew who we had sent out there promoting, we knew which of them were actively engaging possible attendees, and after the event we knew which promoters got people to attend.  Therefore we were able to turn around and compensate them based on actual performance.  There was also a really positive vibe around the whole thing because we sold the fact that it's good for us as the organizer, it's good for the promoter, and it's good for the attendee. Everyone wins and the we go party.

For us VenueWize was our about 50% of our marketing plan.  The other 50% was about larger than normal production value through the venue, DJ and performers.  Our event was 17+, so we created a number of pricing tiers.  If you were 21+ cover was $15 and $10 if you were on the guest list.  Under 21 got in for $20, but $15 if on the guest list.  Promoters went out and put people on the guest list.  The promoters were then compensated for the number that attended, based on reports and analytics created by VenueWize.  There was something in it for everyone.  Everybody wins!

Friday, 6 July 2012

Real Estate Convention Used iPads For Their Cocktail Party at Four Seasons Las Vegas [Case Study]

The following information is provided by an event manager at Cushman & Wakefield who used the VenueWize guest registration app to manage guest check-ins and guest lists for a Real Estate Convention Cocktail Party at 4-Seasons Hotel in Las Vegas. The following is paraphrased to fit the format of the case study.

Cushman & Wakefield Client ICSC REcon Cocktail Party in Las Vegas Managed Using VenueWize

About Cushman & Wakefield, and the Event
Cushman & Wakefield is a privately held commercial real estate services firm with 243 offices world-wide.

The event held was a Cushman & Wakefield client cocktail party at the Four Seasons Las Vegas with a guest list of about 3500, and an expected attendance of 500.  The event was held in conjunction with a real estate convention put on by the International Council of Shopping Centers.

In the past check-ins at the event had been managed manually with paper lists consisting of all attendees.  One major problem previously faced by using paper lists was that the guest list was constantly being added to, up to a few hours before the party and even during the party. Considering multiple check-in points with multiple hosts, this caused major problems. , even up to a few hours before the party, and being able to add names at the last minute was very helpful.

We used 5 ipads to check people in at the event.  We had them pre-loaded with the guest list.  We were able to remotely add names to the list last minute, which automatically updated on each host's iPad. It was also nice to have a real-time count of how many people we checked in, who they were and what time they arrived.

The attendees appreciated not having to stand in a long line as had happened at past cocktail parties. We were able to add guests last second at the door and have hosts check-in the same guest. I would recommend VenueWize to any kind of event where you need to check-in a large amount of people quickly.

Sunday, 24 June 2012

Compile a Facebook Event Guest List onto an iPad and iPhone for Check-Ins

VenueWize’s event check-in and event registration system’s Facebook Timeline App for Events tackles several issues Facebook Events has left unsolved. Promoting events on Facebook is an effective tool, with many downfalls. A large percentage of RSVPs never show up to your event, you can’t sell tickets, and compiling a list of the RSVPs is highly time consuming and difficult.

1. Create Your Registration & Ticketing Page on

Login to, create your event, and a registration & ticketing page. In the registration & ticketing page setup you can specify the number of spots available at the event and even create custom questions for attendees to fill out, such as “company name” or “preferred drink”.

2. Post to Facebook

While logged into VenueWize, go to the Social Media section, then log in to Facebook. “Host on Facebook” posts the event to your personal Facebook timeline, “Create a Facebook Page Tab” creates a tab on your Facebook Business Page listing all of your upcoming VenueWize events. For more details see how to sell tickets on Facebook.

Posting Events to Facebook for Guest List App Check-ins
3. Check-in Guests with iPads and iPhones

All registrant and ticket purchaser information is auto-compiled onto guest lists accessed on iPads and iPhones, for quick guest check-ins.

4. Measure Success and Conversion Rates

Logging back into VenueWize after your event gives you detailed information including the conversion rate of how effective your Facebook efforts were. The analytics detail the conversion rate from guest sign ups, to the guests actually walking in through the door. This can be used as a benchmark and learning experience for running future events. 
VenueWize's event check-in and registration system will be expanding this feature in the recent future.

Sunday, 17 June 2012

How to Use Email Marketing to Promote Events [New Feature]

VenueWize’s event registration and guest management system now lets you promote your events by sending highly targeted email blasts to attendees while still doing event check-ins.

As you hold events on VenueWize, your email list automatically increases as your team members, promoters and various registration mediums add attendee email addresses for specific events. All of the attendee email addresses and information are stored in your VenueWize database. Additionally, each attendee is tracked overtime for different metrics, such as the number of events attended, and their attendance percentage. This lets you send highly targeted email blasts and event invites based on various metrics.

Targeting Attendees Through Filters
You can filter for specific guest types and demographics using the filter function. For example, you can target everyone who had signed up for your last event, but never showed up (“did not check-in”). This will be useful for following up with those guests for feedback or inviting them to a similar event they may not have heard about, since they are now leads for a specific event type.

Targeted Email Marketing For Events Using Filters
Targeted email blasts are critical for effective event promotion and attendee follow-ups, and can also be used as a tool to improve future events through acquiring feedback. Mass emails that are not targeted are considerably less effective since the recipient does not fully relate to the message in the email, as the purpose is to make it feel like a one-on-one conversation with the recipient with a custom tailored value proposition. Additionally, a problem is building up your mailing list, which VenueWize solves through it’s event registration system.

Monday, 4 June 2012

Church Uses iPads for Kids Event: Tracks Allergies & Makes Attendance Fun [Case Study]

These kids check-in themselves using iPads!
Photo Source:

The following is provided by the event and program organizer at Tweed Coast Community Church, who has been using our event check-in and guest registration app in a very creative way, to ensure that kids are accounted for, parents have an peace of mind and kids enjoy the check-in process (by checking themselves in).

About Tweed Coast Community Church
Tweed Coast Community Church is a small church [in Australia] with a strong focus on family ministry. We provide Sunday morning Kidz Church for all ages and midweek activities. And we  require a simple, effective means to sign kids into these programs.

Parents are concerned about safety. They want to know that we, too, hold a strong position on security for kids involved in our programs. We want parents to feel confident that their kids are secure and accounted for- that we know who is here and where they are. And there is a time issue. When over-excited kids link up at the door, eager to come and enjoy the program, we don't want them and their parents to have to spend too long working through the sign-in procedures. We had investigated many of the available options but found nothing that really addressed our issues. We had continued to sign kids in manually with paper sign-in lists.

Since using VenueWize, our sign-in procedures are quick and straight forward. An updated list of attendees is allocated to each event as it is set up. The list includes allergy details or health concerns which is listed beside be child as they sign-in. This enables us to pop an alert sticker on those children as they enter to identify the health concerns to leaders. The system is so simple that kids/parents can sign in themselves although we do have a leader in place to oversee the check-in procedure.

Kids really enjoy checking themselves in on the iPad and the parents are impressed with the system and the process. I would recommend this simple system to others looking for a quick and easy alternative to paper registration forms for kids events. Check out my ministry blog for more information...

Monday, 28 May 2012

Sell Tickets On Your Facebook Page & Timeline

VenueWize now lets you sell tickets on Facebook, directly from  your business Facebook Page or personal Facebook Timeline, by using our new Facebook Timeline app for events.  With one click the app creates a tab on your Facebook Page listing all of your upcoming events (created on VenueWize) with a ticketing, RSVP or guest list request page. When a guest buys a ticket, RSVPs or requests a guest list, our app automatically notifies his or her friends about your event in a non-intrusive way right on Facebook. The registrant also automatically receives an email confirming his or her attendance. After signing up for a few events, a Facebook Timeline box appears on the registrants profile listing all of the events they've registered for.

Facebook Timeline App for Events

Guest List Management on Facebook Timeline

If you don’t have a Facebook Page, you can directly host the event on your personal Facebook Timeline with one click. After hosting a few events on your personal Facebook Page, a Facebook Timeline box will appear on your profile listing all of the events that you are hosting.

Hosting a Ticketed Event on Facebook Timeline

Facebook Timeline Box for Upcoming Events

All of the Facebook registrants are then auto-compiled onto a guest list, accessed using the VenueWize event check-in app, ready to be checked-in at your event with iPads and iPhones. Of course, you can then check analytics to see exactly how many people Facebook brought to your event.

Monday, 21 May 2012

Check-in Attendees with iPads | Live Real-Time Syncing

VenueWize’s event manager app has released a new real-time live syncing system which is available in the newest version of the iPad on the iTunes App Store. The new syncing system keeps all of the door hosts checking guests in to the same event, updated in real-time with each others latest check-ins, live statistics and any guests which are added to the list last second.

The time interval that the data between door hosts is synced can be adjusted in the settings of the iPad or iPhone app, ranging from 30 minutes to real-time. If you have no Internet connectivity or lose Internet connectivity at your event, guests can still be checked-in, however check-ins done by on one iPad will not be viewable in real-time on other iPads. Once you regain Internet connectivity, all check-ins across all iPads and iPhones will automatically sync.

Tuesday, 8 May 2012

Event Check-in App Manages Guest Lists On Your iPad & iPhone with One Swipe

VenueWize’s event check-in app now has a much quicker way for event organizers and their door hosts to check in guests. “One Swipe" check-ins allows the door hosts and event managers to check-in guests by quickly swiping their finger across a guest’s name on the guest list manager screen in VenueWize’s iPad or iPhone app.

One-Swipe Check-Ins

We still allow you to check-in guests like before, by tapping a guest’s name, selecting the specific number of accompanying guests (for tracking and analytics purposes), then selecting check-in. However, we found that for fast paced events with a large quantity of attendees, tracking statistics about the number of accompanying guests’ gender is less important than the speed at which all guests are checked-in and enter the venue.

So, what happens if the guest in question has important notes created by the event manager that must be viewed by the door host and the One-Swipe check-in is used? In that situation, a small popup appears displaying the notes to the door host.

What about plus counts and analytics?

If a guest has a plus count, for example Alex + 5, and the One-Swipe check-in is used, then only one person is checked-in and that party becomes Alex + 4. In cases like this it is recommended that the normal way of checking-in guests be used, since then the door host can click the name, and specify how many people in Alex’s party have shown up.
Whenever the One-Swipe check-in is used, analytics are still gathered, however since the gender is not specified, a count of one guest is added under N/A for gender on your analytics dashboard.

The One-Swipe check-in will speed up guest check-ins and improve event management for events where speed is an important factor.

Thursday, 12 April 2012

Real-Time Event Management: Collaborating Between Teams [Video]

VenueWize's guest registration app lets you collaborate with your promoters, team members and employees on events, all in real-time. After your event you can even measure performance. This video explains it in 30 seconds.

Tuesday, 3 April 2012

Event Check In App: How Does It Improve Guest Management

The VenueWize event check in app, used solely by itself, improves guest management through several ways which will be described in this post. VenueWize as a whole mobile event management system has many benefits such as being able to build a guest CRM database, enable event collaboration, track guest loyalty and more. However, in this post I’d like to look at just one feature and see how beneficial it is on its own: event registration and guest check-ins.

Improved Attendee Experience
The event check in app provides the obvious benefit of speeding up the guest registration process. The factor, at which guest registration is sped up by, depends on many factors. Our users have found that on average it is twice or three times as fast.

The event check in app also provides a more personal experience for the attendee through automatically storing and providing guest specific notes. Upon an attendees arrival, the door host sees a notes section specific to that guest, which will include points created by you, such as “Seated at table 9”, “Gets a free drink ticket” or “Big Lakers fan”. This eliminates all confusion with regards to logistics, and brings back the days of knowing your guests face to face.

Finally, the very first impression that your attendees will have of your event is the check in and guest registration process.  People by nature are quick to judge and make inferences, especially about a function they have put in the time to attend. Our users have reported that the simple act of checking guests in with iPhones and iPads has left a very positive first impression on their attendees.

Peace of Mind
The event check in app also provides peace of mind to you and your organizers. This is because of the real-time stats about guests that you can view during your event. During one of your events, have you ever wondered, “Has Kayla arrived yet? How many guests are late? How many more guests till we start our show?” The event check-in app allows you to see that information without talking to your door hosts or even without physically being present at your event.

VenueWize as a whole provides many benefits to event organizers such as letting you build your event mailing list, sell tickets, and measure performance. The event check-in app by itself improves attendee experience and gives you a peace of mind.

Tuesday, 20 March 2012

Nightclub Management: Event Check In App Lets You Manage Guest List Requests

One of the toughest parts of nightclub management is the task of managing guest list requests. VenueWize now has a guest list manager system that works seamlessly with the VenueWize guest check in application, which lets you manage guest lists on iPads.

You can now set up a registration & ticketing page on VenueWize, and embed it into your own website. To embed, simply click the “Embed” button, click “Generate Code” and copy paste that code into your website, to have guests request guest lists and buy tickets directly from your website.
When setting up your registration & ticketing page on Venuewize, for guest list management simply select the “Free – Needs Approval” option. This allows you to set custom questions such as “Names of the guests you are attending with”, or multiple choice questions such as “Favorite drink to get at the bar: A) Rum & Coke B) Molson Canadian C) Vodka D) Wine cooler.” Once guests fill out the questions that you’ve created, they are given a message that states they will receive an email before the event if they are approved to attend.

Guest List Manager

When you login to VenueWize, you see a list of pending guests who are requesting guest list. You filter their answers, and simply check off the ones you want to approve and click “approve”. They automatically receive an email confirming their attendance, with any special notes such as “Must be there before 10pm”.
Their names are automatically transferred to the VenueWize event check in app for your door hosts to see, making attendee management and online registrations really simple. You can use this same paperless check in method to sell tickets.

Tuesday, 13 March 2012

Event Check In App: Nightclub Promotions and Marketing Strategy with Promoters

Nightclub promotion is arguably the toughest part of event management in the nightlife industry. VenueWize’s event check in app enables effective nightclub promotions through real-time event collaboration. A unique strategy can be implemented using these event management tools, allowing you to steal guests from neighboring clubs, and even measure promoter performance

On VenueWize you can create guest lists with certain constraints. These constraints will affect how your team of promoters can add guests. We have a constraint, where you create a guest list and set “Advanced Options” to include a “Start Time”.  The “Start Time” limits your promoters’ ability to add guests before a certain time.

This “Start Time” constraint has been used by VenueWize’s nightlife users to conduct highly effective promotional campaigns. It is recommended that the “Start Time” is set to 11pm, or a time that is half way through your event. At this time, this guest list becomes active, letting your street team of promoters to starting hunting down and guests. Guests that they add to the list are then viewed in real-time by your door hosts. Your door hosts will also know that these new folks are on the last second guest list, therefore being able to respond effectively by following the instructions you give them… perhaps this list gets to skip the line up, if there is any.

The “Start Time” is the time in the night where your promoters hit the streets and steal guests from nightclub lineups within the same street or get partiers hanging out in the same entertainment district to come to your club. They simply ask for their name and email, enter it into their smartphone using their Team Widget, and your door host magically sees all these new names on the VenueWize guest list management app. Again, it is recommended that you incentivize these last second lists with no line up, free drinks or discounted admission/cover.

The tools provided by the VenueWize event registration app not only enable event planners in nightlife and other industries to do guest list management, but it also enables effective event promotions.

Thursday, 8 March 2012

Event Registration App Manages RSVP Requests for Exclusive Events like TEDx

Exclusive events such as TEDx have a very limited capacity and a very high demand, which is a problem traditional event management systems don’t tackle. VenueWize has created a solution for this along side with its paperless check ins and guest list application. This feature can also be effectively used in corporate event planning, guest list requests for nightclubs and other event planning situations where being picky about guests is crucial.

RSVP's Requiring Approval

In addition to being able to sell tickets using VenueWize, and accept RSVPs from free guests, we allow you to accept RSVPs that require your approval before guests are confirmed to attend. As you can see above, on the event registration & ticketing page, there is a registration type that requires approval. Guests who sign up for this registration type, fill out all survey questions that you made mandatory, and do not receive an email confirming their attendance.

Approve and deny RSVP's from 1 central location

When you login to your VenueWize dashboard, you will see a list of attendees requesting to attend your event, and their answers to the questions they filled out. You can filter pending guests by different registration types and questions to be able to go through them efficiently. Then you can check off guest names and accept their attendance, just like going through a list of emails and selecting which ones to delete. The attendants that you approve, automatically receive an email in their inbox giving them the event information, and confirming their attendance.

Finally, the names of the guests whose attendance you accepted, are automatically transferred to the VenueWize guest list app which will then be used by your door hosts to check in guests from iPads and iPhones.

Sunday, 19 February 2012

How to Increase Event Participation, Connect with Your Guests, Promote and Enhance Your Event Using 1 Simple Social Media Tool

Guest management is a hassle, and word of mouth is the most powerful promotional tool for any conference, fashion show, networking event, banquet, seminar… the list goes on. Event management systems don't provide a good solution to this. Luckily, guests can be given a social media tool to communicate with each other before, after, and during your event, that in turn increases word of mouth and promotes your event: a Twitter hashtag.

What is a Twitter Hashtag?
Twitter hashtags are the weird looking #someword things that appear in Tweets. They allow Twitter users who may not even know each other, or be in the same city, to communicate with each other about different topics of interest. In this case, the topic of interest should be a specific event.

What should an event’s Twitter hashtag be?
Your event’s hashtag should be something unique and short. If your event is called 2012 Gala and Dinner, your hashtag can be #12g&d.

How should a Twitter hashtag be used for an event?
This is where most event organizers get it wrong. You need to provide your guests and attendees with the events Twitter hashtag as soon as possible. Most event organizers make the mistake of waiting until the event has started and saying 6 words at the beginning of the event “Please use hashtag #12g&d to tweet”. Wrong.
Your attendees need to be provided with the hashtag the moment they register for your event. VenueWize automates this by including in it’s confirmation email to guests that have purchased tickets or registered.

How does a Twitter hashtag benefit my event?

If the above steps are taken and a Twitter hashtag is provided to attendees the moment they register for an event, then something like the following is likely to happen:

Mike tweets: “I just registered for #12g&d really excited to go”.
Sarah tweets: “I hope #12g&d has snacks =)”
Andrew: “#12g&d here we come!!!”

Now Mike, Sarah, and Andrew’s followers all know about #12g&d and this will increase awareness of your event. Mike, Sarah and Andrew are having a conversation. Mike can search Twitter for “#12g&d” and will find Sarah and Andrew’s tweets, and may choose to reply to their tweets and become friends with them weeks before the event has even occurred.
The best part hasn’t even happened yet. Twitter hashtags will increase participation at your event, since during the event, attendees will be tweeting their thoughts about various speakers, booths, exhibitors, foods, songs, & literally anything and everything. This again, allows attendees to connect, on a digital level when they’re in the same room, or even sitting two seats apart, and takes the fear and awkwardness out of meeting new people.

Sunday, 12 February 2012

Event Management CRM & Guest Database: Track Guest Loyalty Over Time

Event management companies, nightclubs and other frequent event organizers deal with hundreds of thousands of guests overtime, most of which are recurring customers since each event that’s organized always offers something new and fresh. To increase event profitability and attendance, the most valuable and loyal guests should be tracked, rewarded and appropriately marketed to when new events arise. Sounds like a lot of work? Wrong.

You might already know that VenueWize auto-compiles guest information for your event from several mediums. What you might not know is that the guest information, which is compiled, is simultaneously stored in your VenueWize Cloud Database (CRM), as long as the guest information has an accompanying email or phone number. Overtime, as you hold more events on VenueWize, the guests in your database are ranked on a 5-Star Rating System, revealing your most loyal and profitable guests. The 5-Star Rating is based on several metrics such as the number events each guest attended and their attendance percentage.

Event CRM tracking guest loyalty over time

This information is extremely powerful, however how you use it will increase your revenues and result in more sold out events. 

Monday, 30 January 2012

Guest List App: Auto-compile guest lists, then measure employee, street team and promoter performance.

The VenueWize guest list app lets you auto-compile guest lists by delegating it to promoters & street teams, and then track their productivity and returns.
You have 2 teams of 15 promoters and event organizers to handle. You feel like half of your time is spent gathering guest information from them via email, phone calls, and text messages. If you’re lucky, all of this information from all 30 promoters will be compiled into a nice long list, printed out, and given to the door hosts in charge of guest registration andguest check-ins right before the event.

No need to go through that pain. We’ve created an automated process so you never, ever, have to go through that again.

Step1: Set up your event on VenueWize
Create your free account at and set up your event in 15 seconds.

Step 2: Auto-Compile by setting up Teams on your VenueWize account
Using the Teams feature, follow the step-by-step interface and create your first team in 10 seconds. The step-by-step process will let you assign a Team to manage specific events. Also, it will allow you to add Team Members to specific Teams, therefore giving Team Members permission to only add guests to specific events.
Team Members are hard to control and want to do the minimal amount of work in the quickest time, as a result we made it possible so that they do not require a VenueWize account or login to add their guest information to events they were assigned to. They receive an email with a secure link to their Team Widget, which lets them add guest information to events you assigned them to. This lets them add guest information (email, date of birth, notes, whatever you like), to specific guest lists, which is then automatically stored in your guest database in the cloud and your iPad guestlist app.

My Teams: Delegate team members to collaborate on specific events

Step 3: Sit back and track Team Member performance
Once your Teams are setup, and the Team Widget links are sent out to team members, your job is finished. All guest information uploaded by team members is viewed, in real-time, on the VenueWize iPad or iPhone app by your doorperson or host.
During or after the event, you can track each team member’s performance using the event stats. This lets you see which team member’s guests actually showed up, from what guest list and at what time.

Set up your event, assign it to a Team, and lay back while they do all the work. 

Sunday, 15 January 2012

Manage VIP Bottle Service on our iPad and iPhone App

VenueWize now lets you run bottle service on iPad and iPhone. We recently launched a new feature that lets you easily manage tables and VIP bottle service, just like our guest list management tools.

1. Create Tables Under “Guest Lists” & Set a Capacity
On your VenueWize dashboard, just as you would usually create guest lists, create tables organized by predetermined table numbers. The only additional step is to click “Advanced Options” and enter a number for the table capacity. As an example, capacity would be 15, if the table seats 15.

VenueWize Dashboard- Guest List Advanced Options
2. Add Guests to the Tables
In a future release, guests will be able to register themselves for the tables (and guest lists) created.
As of now, you can either add guests yourself by following the appropriate steps on the dashboard, or assign team members to add guests to these tables. Since the capacity was set, your team members will know which tables are reserved from the drop down menu as shown below.
VenueWize Team Widget- Guest List & Bottle Service Collaboration

3. Check-in Guests on iPad & iPhone
Give your Event Code to your door managers and hosts, who then access all guest information, table numbers and guest lists using iPads and iPhones.
iPad Guest Check-in