With thousands of delegates to look after each year, the Opening Doors & Venues Team, a busy independent PCO agency (professional conference organiser) organises events primarily within the education, not for profit and public sectors in the UK.
Madalina Marincas, a highly valued lead project manager, has been using the EventReference registration software since 2013 to host event websites and manage online registration. In May this year she used the WebBadging tool for The West Midlands School Leaders Annual Conference, with 200+ delegates.
Madalina says: “Like many PCOs, we create our badges via Excel and Word, using mail merge, then print badges on perforated card sheets that need to be separated, inserted into plastic wallets and attached to lanyards or swivel clips. Obviously these are prepared in advance with the inevitable last minute additions and name changes resulting in badges being thrown away. In addition, badges prepared on the day incur part wasted sheets not to mention the inconvenience.
“So when we were introduced to the EventReference WebBadging tool, giving us the option to create badges directly from the registration software, we found the process easy to pick-up and were particularly happy with still being able to design the badge layout exactly as we liked it: adding event branding and logos, different delegate types and programme streams etc. The most time consuming thing was the setting up of our three printers but once that was achieved it was very straight forward, not only for us, but also for the event staff employed to handle registration on the day of our event - which was great!
“There are a number of badge format options but we selected to go with butterfly badges which are very cost and time effective because they don't require plastic wallets as they are printed and folded to be double sided with a slot for the swivel clip or lanyard fittings. So hey presto!
“The badges also look great and this has planted the seed of a potential sponsorship opportunity – attracting a ‘badge sponsor’ for our events - something we had not considered previously."
“All in all WebBadging is cost effective, sustainable and creates professional looking badges. What's not to like?”
Madalina Marincas, OPENING DOORS & VENUES
Click here to trial WebBadging. It's quick and very easy to set up - simply create an account and a basic event, add some data, hit ‘print badge’ and follow the instructions from there.
Thomas Heiser is a freelance event manager who runs Focal Point Marketing and Events, based in Bristol. His clients include associations, the tech sector and blue chip companies; managing events for 500 – 5,000 delegates. Thomas has been using EventReference to handle his event registration since 2007.
“I recommend EventReference to everyone I work with. As a freelance event manager, I always have multiple projects on the go so I need an event registration system to work, and work well. I discovered ER about ten years ago and I've used it for pretty much every event I've run since. Registration is an important touch-point for delegates – from the initial booking to arrival on the day of the event. If registration goes well no one really notices it, but if it goes wrong it can impact on the whole event. EventReference is reasonably priced, flexible, quick to use and extremely powerful. It does everything I need it to do, and it's intuitive so there isn't a massive learning curve when you start to use it or invite clients to access the backend.
“You can tell the developers really understand the needs of event organisers. ER has been designed to do things the way I would do them, and provide the information in the format I require to deliver my events well. It also works great onsite with online edits to the system allowing badges and reports to be adjusted even while the event is running. When I have experienced issues, the technical support team have been great. They know their system inside out, and understand the importance of making sure the little things are taken care of. EventReference is reliable, does everything I need and is cost-effective. My one request to the ER team? Keep doing what you're doing and keep me looking good!"
Thomas Heiser, Freelance Event Manager, Focal Point Event Management