TEDxVancouver is a massive and complex ticketing operation that utilizes nearly all of our ticketing features. This includes: presales, sponsor registration, corporate discounts, student discounts, custom survey & API integration, batch tickets, comp tickets, lunch program, scanning, and much more. With around 4,000 in attendance, having a scalable, reliable, and fast ticketing system is crucial to the events success.
TEDxVancouver, founded in 2009, is an independently organized annual event and aims to build the premiere TEDx platform that will project the unique, and innovative ideas of Vancouver onto the global stage. Learn more at http://tedxvancouver.com
TEDxVancouver switched to Guest Manager for its ticketing in 2014. TEDxVancouver 2015, at Rogers Arena in Vancouver BC, was our second event together and is the foundation for this case study.
TEDxVancouver has a lot of things going on - with needs way beyond what a typical ticketing system is capable of. After evaluating the venues ticketing system, Ticketmaster, it was determined that it could not handle some aspects of their program, including, among other things, the personalized name badges, ticket transfers, and team registration. The TEDxVancouver team worked hard to bring Guest Manager to the venue because they knew it could handle their program. Reliability, flexibility, and scalability are things that Guest Manager is known for.
Please browse below for a sample of the unique and key features implemented for TEDxVancouver.
Previous year attendees, pre-registrations, etc all had an opportunity to purchase their tickets prior to the general on-sale. Each custom link has its own configurable properties for each selling item: price, on-sale, end-sale, enabled, can reserve, can request, inventory sharing, stock levels, and much more.
During the pre-sale phase, each guest was sent a "Forward to Friend" promotion email in addition to their receipt. The email, when forwarded, tracked the friend back to the original purchaser. The key incentive we offered was that all friends would receive assigned seats next to yours. Over 350 tickets were sold this way.
Students were allowed to purchase their ticket at a discounted $39 rate - for the Upper Bowl only, capped at 300 tickets. Using custom links, this was set up in seconds.
Tying into our custom link feature again, TEDxVancouver had over 300 volunteers and each needed access to the venue. We simply pushed out a private link for volunteers to request tickets, and once approved by the team coordinator, tickets were delivered.
TEDxVancouver put on a pre-event, called ID: The Exhibition, which was an art gallery and cocktail event for a very limited 100-200 people. Using Guest Manager, they collected RSVPs online, which is essentially a trimmed down version of the full box office used for the arena event.
300 or so of the volunteers included dancers, stagehands, and other last-minute unconfirmed help where it did not make sense to ask them to pre-register in advance. For this, the client simply batch generated 300 GA tickets, labeled them accordingly (Dancer, Stagehand, etc), and did a combination of emailing and printing these to be handed out.
Every day at 6pm, a succinct email was sent out to admins on the account, providing a total, sales by product, and a log of each order.
We take guestlist, sponsor registrations, and comps extremely seriously. A few hundred of these have the ability to cripple your operations - but not with Guest Manager.
Jump into the backend, select the recipient, enter the tickets or lunches the guest needs to pay for, click create & send off a link to them requesting payment. This made dealing with bulk, corporate, sponsor, and custom rate orders easy.
With so many stakeholders and managers in the event, it became prohibitive to have a single person be the gateway to the software. On demand sales figures and inventory levels needed to be accessible at any time by anyone. For example, the manager of the Student Discount program was given a direct link to monitor only the student ticket sales.
Split-payments, capturing, authorizing, stock caps, seat swaps, and more.
Long gone are the big PC's, printers, and scanners. Using iOS devices, and Honeywell barcode scanners, everything can fit neatly into a small bag - perfect for a festival or temporary venue.
Here's our onsite technical manager, getting the box office ready at a nearby hotel.
After the guest selected their tickets online and proceeded to checkout, they were offered to add a lunch to their order (from 4 lunch options). This was a great way to cross-sell and allow guests to pre-purchase their lunch, speeding up the in-event operations. Guests were delivered a barcode and presented it at the event for redemption, much like a ticket (but it uses a separate validation engine in order to not muck with your ticket sales data).
Guests who did not purchase lunch, were automatically sent a reminder email periodically leading up the event - resulting in over 500 lunches sold. The full court press is important - and thankfully Guest Manager can automate that work.
The client wanted to collect additional information from the buyer in order to create personalized name badges.
This survey was integrated into the checkout experience. It was also filled out independently by ticket transferee's, as completion was mandatory for all attendees.
2015 - with the jump to a big arena and reserved seating - would not have been possible without our opening year in 2014, at the Queen Elizabeth Theatre.