Say you are organizing a business event. It could be a conference, company milestone events, product launch events, and seminars. And you want to ensure that the event is organized in a smooth and seamless way.
To do that, you will have to ensure a hassle-free experience for the attendees. Here are a couple of challenges you’ll need to consider:
Unauthorized entries: Unauthorized entries or trespassing is one of the most common issues faced by any event organizer. And you wouldn’t want such a nuisance in your business. That’s because it not only brings security risk to your event but also harms your brand’s reputation
Thus, it is your responsibility to ensure that no unauthorized entries are granted to the event.
Contactless arrangements: You know how the COVID-19 pandemic has affected our lives. And to counter it, everyone has started embracing contactless arrangements. And you must do the same for your guests
To do it, you can use digital tickets rather than giving paper-based tickets to the attendees.
A secure and fast check-in: Since you are organizing a business event you’d want to ensure a fast check-in. But manually verifying the ticket details would take a lot of time
Now, this is something you would like to avoid as much as possible. It will not only deteriorate your attendees’ experience but also risk social distancing.
In this article, we’ll tell you a one-stop solution to all these problems. Keep reading to know more.
A. QR Code-based tickets to your rescue
QR Code-based tickets can help you easily manage, validate, and control entries to the business event. Here is how it can help you meet your objectives:
1. Ticket validation
QR Code-based tickets can be validated real quick. To do it, you just need to install the ticket validator app, scan the QR Code on the ticket, and grant the entry.
This whole process doesn’t even take more than two seconds. And here’s what you’d see on performing a scan:
This doesn’t leave any room for duplicate or unauthorized entries to your event.
Furthemore, to ensure your guests’ safety, all the three mentioned processes are contactless.
You can watch this video to know more about it:
2. Bulk generation of unique tickets
You can generate as many QR Code-based tickets as you may need. And since each ticket comes with a unique QR Code, it can’t be forged.
When scanned by the authorized personnel, the QR Code reveals if it’s a valid, invalid, or duplicate entry.
Thus, you don’t need to worry about any unauthorized entries to the event.
3. Ticket distribution
The best part about these tickets is that they can be handed out in both print or sent via email. Thus, you don’t have to worry about its distribution.
All that your attendees need to do is—show the ticket at the entry gate, get it validated, and enter the venue. It’s that simple.
4. Event analytics
These tickets also offer analytical data for the event.
With this data, you gain valuable insights into your event and guests. It could be event attendance, the total number of new, used, expired, invalid, duplicate tickets, tickets validated per coordinator, and the total number of re-entries allowed.
This data can help you optimize your future events better.
5. Event Registration
Would you want to get people to register for your event? Many event organizers do want that. Then you must look for a tool that helps you get the registrations while also providing the rest of the features that we discussed.
Here, you get to create a mobile landing page for the guests. When they open the link to go to this page, they can register themselves for the event.
Next, you can approve the registration or even choose to get the registrations approved automatically. As registration is approved, a ticket gets generated automatically and is mailed to the required guest.
You can learn more about the Ticket Registration feature here.
C. How to create business event tickets
To create business event tickets, you need a professional ticket generator service such as Ticket Generator. Here’s how it works:
1. Generate tickets for your guests
a. Go to Ticket Generator and sign up to create an account
Note that you’ll get ten credits for free when you sign up. And each credit helps you create one ticket. Also, you’ll not have to enter the card details while signing up
b. Once you’ve signed up, go to the Create Event section on the dashboard followed by clicking on the Bulk button. Here, you’ll have to create an event by adding details such as event description, time zone, and venue
Once you’ve entered all the details, click Create.
c. After creating the event, you’ll be asked to design the tickets. Here you can either go with the Upload Own Design option or select the Default Design option
Upload Own Design: Here, you can design your ticket using your own ready-made design template.
It helps you superimpose the QR Code and unique ID on the ticket. In addition, it also helps add variable information (which would be different for each ticket) by clicking on the + button. It could be the guest’s name, row number, seat number, etc.
Here’s an example of a ticket created using a readymade template:
Default Design: Here, you can use the Ticket Generator’s standard design to customize your tickets. You can add a logo, change the background color, or add a background image to your ticket.
Once you’re done with the design, you can click on Preview to see how your ticket design looks.
d. Now that you’ve finalized the design, click on Done. You’ll be asked to specify the Delivery method. Here, you can choose how to distribute your tickets to the guests. You’ll see the following three options to choose from:
i. Generate Form Link: This option allows you to design and share your very own event registration page. This includes adding images, event description, details, specifying the form fields, and customizing the button text
ii. Generate and Download: Here, you can generate and download the tickets in a printable format (PDF).
iii. Generate and Send: Here, you will further need to choose from the following three options:
a. Send tickets by email only: It allows you to email the tickets to the guests. Here you can specify up to 1,000 emails. You can add the emails in a CSV, XLS, or XLSX file and upload them. Or you can even manually type the emails in the given fields
b. Send tickets by SMS only: Here, you can send tickets to your guests via SMS. You can specify up to 1,000 phone numbers
c. Send tickets by both email and SMS: In this option, you can send tickets both by SMS and email to your guests
iv. Generate via API: In this option, you can integrate ticket generation into your own information system. This will allow you to generate tickets programmatically in real-time. For more information, you can refer to this detailed guide on Ticket Generator API
e. Once you specify all the details, click on Generate. All the tickets will be generated and you’ll be notified via email
That’s it. That is how you can generate business event tickets in bulk.
2. Generate single tickets for contingencies
Ticket Generator also allows you to generate and distribute single business event tickets to the guests. It is useful in two ways:
a. Having unplanned guests at the last moment
Say you are organizing a business event and have created the tickets for all the attendees. But at the last moment, some unplanned guests have walked down on your dance show. And they want tickets for it.
Now rather than generating a whole batch of tickets again, you can simply create additional tickets quickly. Here’s how:
i. Login to Ticket Generator
ii. From the dashboard, click on Create Tickets followed by clicking on the Single button
iii. Here, select the appropriate event and click on New Ticket under Choose Action section
iv. Now, you’ll be asked to select the delivery method—Download Ticket and Send Ticket
The Download Ticket option allows you to generate and download the ticket. On the other hand, the Send Ticket option helps you send the ticket to the guest via email ID or phone number
v. Once you’ve selected the delivery method, click Generate & Download (in case of Download Ticket) or click Generate & Send (in case of Send Ticket)
That’s it. A new single ticket will be generated.
Note that you’ll need one credit for each extra ticket you create.
b. Resending the tickets
Say you had sent the tickets to your guests via email or phone. But somehow, some of them didn’t receive the tickets. Here again, Ticket Generator can help resend the event tickets to guests. Here’s how:
i. Login to Ticket Generator
ii. Go to dashboard and click on Create Tickets followed by clicking on the Single button
iii. Now select the event for which you want to resend tickets
iv. Under the Choose Action section, click on Resend Ticket
v. Now, you’ll have to specify your preferred mode of searching for the guest’s ticket. You can use the ticket ID to do it. Alternatively, you can also use the guest’s email address or phone number which you entered while creating the tickets
vi. Once you’ve entered these details, click Search. Now, you will see the ticket details
vii. Click on View and you’ll be asked to specify the guest’s email ID or phone number. After submitting these details, click Resend
Note that you’ll not be charged extra for resending the tickets.
Now, let’s move ahead to detail how you can validate these tickets.
D. How to validate tickets
Event organizers can validate the ticket to know if it’s a valid, duplicate, or invalid entry.
To do it, you’ll first have to add coordinators for the event within the Ticket Generator. Once you do it, they’ll get authorized to validate the tickets. Here’s how to do it:
1. Go to the Manage Event section from the dashboard
2. Select the required event and click on three horizontal dots under the More option
3. Now click on Add/Edit Coordinator
Here, you can specify the email address of each coordinator. The coordinators will then receive an email invitation using which will have to log in to the Ticket Validator app on their phones
5. Now they can open the app to select the event they need to validate tickets for. They can then click on Scan QR Code and get started with validating the tickets
E. Event analytics
Here’s how you can view your analytics with the Ticket Generator:
1. From the Ticket Generator dashboard, go to Manage Events
2. On the page that loads, click on the event you want to track the attendance data for
3. Next, click on See Analytics under the Attendance Analytics section
4. On the landing page, you will see attendance percentage, event status, and when the event ends. Moreover, you also get all the data on event attendance such as:
- Attendance by time period
- Tickets validated per coordinator
- Used, new, expired, and invalid tickets
- Duplicate and re-entry allowed counts
You can download the entire analytics in PDF or XLSX format. Alternatively, you can also see the Download CSV icon alongside each of these sections. You can click it to download the specific analytical data for whichever section you want.
That’s it. That is all you need to know about business event tickets. From creating the tickets and distributing them to validating entries and monitoring analytics, it’s an easy and effective method.