Aspire Christmas Party Event case study
WE DECIDED TO TRY OUT EVENTORY FOR OUR ANNUAL CHRISTMAS PARTY OF 300 PEOPLE.
THE EVENT WAS MAINLY JUST ABOUT BRINGING TOGETHER MEMBERS OF OUR ASSOCIATION TO ONE PLACE TO CELEBRATE WHAT WE’D ALL ACHIEVED THROUGHOUT THE YEAR.
We have been using Eventory for a few months during several smaller business workshop-type events of up to 40 people and were interested in seeing what kinds of interesting functionalities were possible with Eventory in a party setting. We are keen to promote Eventory, not only because we like the idea, but because Eventory is a Kraków-based start-up.
Event Planning Process
We weren’t entirely sure of all the functionalities or possibilities that Eventory offered, but this came as no obstacle as the Eventory Dashboard is quick and intuitive to use. We were familiar with the event scheduling and invitations features, which for this event we used to update the invitees on last minute reminders. However, this was the first time that we had used Beacon notifications scheduled notifications, which were easy to program with very little set up time. Although we didn’t send out formal invitations to the event using Eventory, we did use the invitation to the Eventory page for our event as a pre-welcome email. We were surprised at how many of our attendees signed up for Eventory and used the app before our event, allowing our guests to be updated on the event’s schedule and to see who else was going.
The app’s guest list, schedule, and sponsors’ section was used by everyone in the organization before the event as a reference for the most up to date information. When the organizers needed to check the event’s schedule times for a booking, we were able to rely on the Eventory app for this information rather than using a google document or shared file.
We used Eventory during the event in a number of ways. Firstly, we used the scheduled notifications feature to keep guests updated on timings of events on stage throughout. Additionally, we used them as promotion for our sponsors, letting people know what our sponsors for the event were up to and where to find them.
We also used the Beacon notifications feature to guide our guests around the venue’s different rooms and let them know what was going on.
Lastly, during the event we made use of the app’s survey feature as a competition entry tool. We set survey questions for our guests to answer using the Eventory app to win prizes provided by our sponsors. This provided a more interactive feel to the competition than simply running a manual raffle etc.
The event went really well and we were surprised with how many of our attendees signed up to using the app during the event. Given the ease with which we were able to program our Eventory listing for our event, we imagined the biggest task surrounding the app would be the time it takes to associate event attendees with the value of the app. However, we found that in a party setting people were intrigued by the app and registered without any pressure from us to do so. Now that so many of our members are signed up to the app, it will be even easier at future events to utilize the app with minimal concern for whether attendees will be tech-savvy enough to download and register the app; they will already have it. Now that we have so many users in our Eventory community, the potential uses for Eventory multiply. In future we will definitely be utilizing the notifications and survey features as well as experimenting with some of Eventory’s other features.