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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

Monday, 9 January 2012

iPad Event Check-in App: Real-time Event Stats [Best Practices]

The VenueWize guest check-in app provides simple real-time event stats, which can provide a lot of value if used properly.

The guest list management app, which is currently on iPhone and iPad, lets the organizer (and the organizer’s employees who are in charge of guest registration) see the number of guests who have been checked-in, who they are and what time they arrived. It also displays the number of remaining guests, and who they are. Additionally, the number of males and females checked-in is also displayed. Lastly, there is a progress bar, which visualizes the number of check-ins compared with the total number of guests added to the event.

Using Remaining Guests vs Checked-in Guests

This feature is best utilized for exclusive events, fashion shows, conferences, tradeshows and seminars. The benefit to this feature is that it allows the organizer to know exactly when to start the event. This can be done either by reaching a certain number of guests checked-in overall, or a certain number of guests checked-in on a certain guest list such as “Featured Speakers”. Alternatively, it can be utilized by making sure that key guests have been checked-in by checking the names of checked-in guests, rather than the overall number.

Using Males vs Females

This feature is best utilized for events held in the nightlife industry. To someone in the nightlife industry, it’s pretty self explanatory as the ratio of females to males should be kept as similar as possible. This feature then takes guessing out of this task and provides solid numbers which can be used to manage the girl to guy ratio at such venues.

Tuesday, 3 January 2012

iPad Event Planning: Know Everything About Each Guest as they Walk in the Venue

In the 2002 movie Minority Report, they predicted several technologies that had not existed at the time. The first that comes to mind is where Tom Cruise is using the touch screen that is suspended in mid-air: a cross between the Xbox Kinect and the iPad.

The second, is the clip below.

Tom Cruise walks into the Gap, the hologram/whatever-that-is knows right away, what he purchased last, what his name is, and oh, so much more. We’ve brought this to life, in the events industry, and in a less-creepy fashion.
VenueWize lets event organizers view a live profile of each guest, as they enter the venue.

A guest arrives, the door person finds them on the live guest list using an iPad or iPhone: before the check-in, comes a screen filled with data. At a glance, it shows which team member added this guest, and any notes, which exist about this guest in the event organizer’s guest database in the VenueWize cloud.
Notes about conversation topics? Not really. This is a way to instruct the individuals in charge of guest registration, to treat each guest uniquely: perhaps each must be escorted to a different seat or table, or one may be vegetarian, while another gets a free drink upon arrival. The opportunities with how organizers will use this technology are endless.