Event Information

Event information is crucial for its success. When planning an event, it's important to consider every detail, from the date and location to the services and payment options. Efficient management of event information can help increase attendee satisfaction and generate additional revenue for the hotel or organizing brand. By utilizing interactive maps and management solutions, you can offer a personalized experience and improve communication with attendees.

PROBLEM

Last-minute sales and unpredictable weather

Day-parties depend on clear skies; a rain forecast can sink sales 48 hours in advance. Your current ticketing system does not allow for instant rescheduling or message segmentation. To reschedule the event and effectively communicate changes to attendees, follow these steps: first, update the date and time on the platform; second, segment your contact list; and third, send an informational email to each group.

Hybrid capacity: tickets + tables

Most buy general admission, but groups look for gazebos or Balinese beds. Combining both models in one cart is nearly impossible without losing conversions. Companies like Meta, such as Facebook, can use user data to enhance the ad experience and personalize ticket and service offers.

Poorly integrated prior purchases

Combos like “Chandon + Ice Bucket” or “Beer Buckets” are sold via WhatsApp; you arrive at the event without knowing how much stock the bar needs.

It's important to prepare for the journey to the event, including downloading tickets and preparing the map, to ensure a smooth and trouble-free experience.

Access issues and long lines under the sun

The crowd arrives in the same window from 5:00 pm to 6:30 pm; printed wristbands get wet in the sand, PDFs pixelate under the sun, and the line becomes a nightmare.

It is advisable for attendees to designate a sober driver for the return after the event. Additionally, it is important to remember drivers' responsibilities towards others and the importance of driving prudently.

Lack of data for remarketing

The season ends and you don't know how many visitors bought more than one date or which DJ attracts more premium tickets.

It is important to collect data on attendance and user preferences to improve the experience on future occasions. This time, make sure to have certain elements ready, like the digital ticket, and remember the importance of respecting specific times and conditions for the event.

SOLUTION

Fanz turns your day-party into a premium experience without lines.

1. Mixed checkout in one click

• General tickets + Balinese beds + bottle packs in the same flow.

• Table selection on an interactive beach or rooftop map.
  
  
  

2. Instant climate rescheduling

• “Change date” button: sends push/email with the new date or auto-refund option.

• Adjusts inventory and maintains linked ticket history.

• In the event of adverse weather conditions, there is the possibility of rescheduling the event, which may affect attendee participation.
  
  
  

3. Bar stock and pre-sale combos

• Customer adds a bucket of cans to cart; the bar receives exact forecast before opening doors.

• Differentiated QR (“Drink Pass”) redeemable upon arrival.
  
  
  

4. Ultra-fast validation under the sun

• Animated high-contrast QR designed for scanner in direct sunlight.

• Average scan time ≤ 0.3s. Real-time capacity alert at 95%.
  
  
  

5. Roles for PR and promoters

• Each promoter has a tracked link and commissions; host sees which table is paid and who needs to complete deposit.
  
  
  

6. Marketing: Early Bird + Last Chance

• Dynamic pricing (Early Bird on announcement; Flash Sale 4 hours before).

• Segment fans by favorite DJ and attendance history.
  
  
  

7. Referral program

• Cashback on purchases for those bringing friends; average organic growth of 18%.

Planning and organization

The planning and organization of an event require a careful strategy and detailed attention to the characteristics and preferences of attendees. It is important to consider the availability of services and products, as well as the payment and cancellation policy. Continued planning and organization can help avoid problems and ensure the event's success. In the case of an event at a hotel, it is important to consider room management and auxiliary services, such as check-in and check-out, to offer a comfortable and satisfying stay experience. Utilizing management software and payment solutions can help simplify the process and improve efficiency. In Europe, for example, it is common to use electronic payment solutions to facilitate the entry and exit of attendees. The list of options and preferences of attendees can help personalize the experience and offer additional services, such as booking sunbeds or purchasing products at the hotel. Data policy and privacy protection are also important in event planning and organization to ensure the security and confidence of attendees.

SUCCESS CASE — Astral Sunset Bodega Vila

Astral Sunset Bodega Vila in Mendoza sells with its own brand and domain, positions on Google SEO, increases sales, and eliminated entrance lines using Fanz.

CTA

Do you want a sunset without lines or weather surprises?
Book your 15 min demo and launch your next day-party with Fanz.