New Affiliate and Reseller Program

About 50% of our customers are event and meeting planners — and many of you have asked us to develop a program so that you can use our software with your clients.

To address this need, we are pleased to announce our new affiliate / re-seller program.

What you get:

  • Discounted pricing
  • Specialized training
  • Participation in our annual affiliate / re-seller event

What you must be / do to qualify:

  • Be a real business 🙂
  • Distribute periodic promotion of EventDay to your customers
  • Conduct an annual meetup in your region

If you would like to enroll in the program, please contact us at [email protected] and we will send you more detailed information.

On Demand Badge + Multi Document Printing

Do you ask your event Attendees: “Will you please fill out this form?” when they arrive? Maybe it’s a Media Waiver, or Meal Preferences, or something else? If you do, it’s probably slow and painful, and you’ll love this new feature!

EventDay now has the ability to Print on Demand, additional Mail-Merged Documents as your attendee arrives. So right next to the Name Badge (also printed on demand) is the second, or third, or Nth document you needed to print.

AND IT’S MAIL-MERGED 🙂 so that means the attendee doesn’t have to fill out the form with all the data you already collected during registration.

Print. Sign, Go.

Fast and Faster, just the way we like it.

To use this feature … setup a document under Settings / Documents. For the Mail Merge we use a combination of XML, XSLT, and SVG, which get’s a little nerdy, but it get’s the job done.

Once you have your document saved, head over to Tickets > (Edit Ticket) > Triggers, and add a new Trigger. You’ll probably use “Tendered” which fires when the user checks in, and add a document print trigger, select the document you just created, and click save.


You could also take advantage for this, on a COMPLETE trigger, and print a shipping label in your warehouse? This would help you automate fulfillment if you’re sending something to each attendee. As each ticket is “Completed” (just after “Pending”) the print job would fire.

It’s really nice, and we’re getting great feedback from our customers on this feature.


Moderation: Yeah, we have that!

Problem Statement: You have 50-20000 people in a room or stadium, and you want to accept questions from the Audience. We have a Public, a Semi-Private, and an in room only Private solution, to the age old Moderation problem. Here is a quick run down of each solution.

Public: Use a twitter hash tag. Our moderation tool allows you to monitor twitter for a search phrase, and “Approve” comments. These approved comments show up on a monitor, or the projector, for the panel to answer.

Semi-Private: Use texting ( AKA, SMS ). We can assign a private SMS number for people to Text in Questions. If this number is only given out to people in the room, it’s pretty safe, but can still be leaked. Again, approved questions can be surfaced to any monitor or even the main projector.

Private – In this room only: We scan badges as people come into the room. This “checks them in” and then using the Mobile Application for Windows Phone, Android, or Apple, private questions can be submitted.

Please contact us if any of this is interesting for you to use, at your event or conference!

No business cards? No problem!

Business cards are a quaint reminder of how networking used to work. We’d do the meet and greet, exchange cards in hopes they will end up in the ‘special’ Rolodex, and then repeat. And repeat again. Any good salesman will tell you that this kind of approach is mostly a numbers game, so why not eliminate what you can in order to save the time and hassle of carrying around little pieces of paper with your names on them?

Don’t get me wrong, business cards are great as both a contact and branding tool. They give us a certain cachet, they often look really cool and they’ve long been standardized: making them affordable for nearly everyone in need of one. But we think that, especially at events, it can be done better.

Name badges with QR codes
We use a system that ties the QR code on your name badge with the information used during sign up or registration. This typically consists of name, company and email address, and can be edited via our registration app online. If you’d like to share social media or mailing address info, that’s as easy as adding another field.

QR code reader app on smartphones
At most of our events, our vendors can download a special smartphone app (which must be authorized through our software) that can scan badge QR codes and push that information into the database. Each vendor can add notes at the time they enter your contact information.

Double opt-in
This is the key step: each request for contact information MUST be approved by the person who owns it. We know it would feel rude to deny an interested vendor a name badge scan, so this step makes it easy for people to allow that while not authorizing the data exchange. Each person will receive a notification that links them to a list of requests to be approved. Pick what you want, ignore the rest. The vendors will then receive your contact information and be able to get in touch with you.

We know nearly everyone, especially conference attendees, carry smartphones, so why not save them extra space in their wallet with digital information exchange?

Rolodexes have always been a pain. Welcome to something easier.

What Are Your Conference Stages?

While event attendees may see conferences they attend as just a schedule of events, there’s no question a daily agenda is only the tip of the iceberg when it comes to planning the flow of any good event. From speakers to booths and break-out sessions to Happy Hours, a well-run schedule is something every event planner should inspire to accomplish.

But that’s not the most important part of a conference. Nor is the venue, the speakers, or the giveaways. It’s the stages. According to Jeff Hurt over at Midcourse Corrections, the four stages of a conference experience are:


Let’s break each of these down.

This is the lowest level of conference attendance. In the same way that lecturing at students doesn’t do much for actual learning, slideshow presentations and product demonstrations usually have about the same retention. This is an integral stage for bringing everyone to the same level of understanding, and should not be skipped unless the group you’re inviting is handpicked.

Remember how we said the last stage was super necessary? The second stage doesn’t matter much if we’re not all playing with the same deck. Everything from speaker questions to break-out sessions depends on having the same base of knowledge. The inquiries are better, the conversations more helpful and the experience is fun.

Now it’s time to show off, er, share what you’ve learned and done. In this stage, we take what we’ve learned in break-out sessions, product demonstrations and speaker presentations and show them to our coworkers, families, friends, social media contacts and blog readers. This stage is a redo of the first one — likely on either a smaller scale or a more intimate one — and many people stop right here.

Here’s the real value stage. By consuming, participating and sharing, we’re able to create a better picture of how things can — often should — work. Want to implement a new registration system? This is where it gets done. Want to build off last year’s conference while blending techniques learned from last month’s? Here’s where that happens, too.

There are plenty of similarities between this and Bloom’s Taxonomy. Happy reading.

How Do You Promote Successful Company Culture?

There are plenty of companies that advertise themselves to potential employees by talking about perks. From flexible vacation time to catered meals and company retreats to sport courts, perks are a fantastic way to make workplaces more enjoyable. But unless your company culture embraces such amenities as perks and not the main attraction, those perks may wind up unused.

Infusionsoft takes a different route. Instead of constantly promoting their employee perks — though they have plenty worthy of bragging about — they celebrate their company culture, which includes both employees AND clients. The believe so much in this that they just had an event based solely on such, dubbed Culture Unveiled.

With the grand opening of their new Chandler location, Infusionsoft’s commitment to the people that make the company possible is commendable. While this kind of focus on culture just isn’t possible in traditional, top-down corporations, the flatness of Infusionsoft’s organization is what makes it possible.

While this approach has its occasional drawbacks, as it can be easier to have one authoritative figure making all the decisions instead of allowing employees to make the best decision for the situation, we’ve seen their organization in action at multiple InfusionCon events and know it’s absolutely the optimal approach for a company that thrives on helping small businesses succeed.

Straight from Joe Manna:

“We’re off to a great start this year! This morning, our team took a different commute to our new home in Chandler, Arizona. We’re still settling into our new offices, but here is an inside look at our new home. We’d also like to thank the numerous individuals and organizations who have helped us along the way.”

Congrats, Infusionsoft. Can’t wait to see where your company culture takes us.

Event Staff | What Do You Look For?

For some event planners out there, tonight is the penultimate gig. Seldom are New Year’s Eve parties small and intimate — if they are, we bet they’re pretty high-end — making your temp event staff just as important as the talent, the food, the venue, the theme, and only slightly below the guest(s) of honor.

Because we often travel to our events, we usually hire temp event staff on-site. Staffing agencies are usually too big for our needs, so we rely on a few quick rules to help us weed out potential poor choices. The criteria isn’t anything we wouldn’t hold ourselves to; be sure you’re willing to be a prototypical example of everything you preach to your temp event staff.

Short timelines can get hectic when potential staff won’t commit until they make arrangements for the kids, schedule a dogsitter, ask their spouse, or turn down other possible gigs. In an effort to simplify, we always ask more people than we need and go with the first people to respond with an affirmative. No waiting a while, no calling them back — if they can’t reliably confirm their attendance, we won’t rely on them.

It’s hard to make last-minute changes when temp event staff isn’t familiar with the same communication methods as we are. Email, phone calls and texts (usually in that order) allow us to keep track of who will be where when. If hopeful hires can’t handle all three methods with ease, we’re careful not to depend on them. (Note: this is a hard and fast rule for on-site, unfamiliar recommendations only).

Dress Code
Black pants, black shoes and a black shirt. It’s not what we wear every day, but it’s the best color combination if you’re unsure what everyone else will be wearing. While we prefer collared shirts and pressed slacks, exceptions are often made as long as the person is professionally presentable.

“I don’t know” by itself is never an acceptable answer for any of us. The one thing we absolutely drill into our temporary staff is that they MUST follow “I don’t know” with “But I’ll find out for you” and then ask one of us, or someone in charge on site. There’s nothing more frustrating than a human drone.

Oh, and pay cash. It’s easier.

Have a great 2013.

Do You Know Where Your Event Marketing Photos Come From?

Backdrop in blue and cyan

It’s easier than ever to record what happens in our lives. From camera-equipped smartphones to wearable GoPro cameras, the technology available to non-professionals makes it seem like professional videographers and photographers should be on their way out. While we all know that amateur access to high-quality equipment sure hasn’t reduced the need for talented creatives, many companies and event planners still buy photos from stock photography sites — apparently hoping we won’t notice that their advertisements look nothing like their product.

Or, as David Merman Scott once asked: “who the hell ARE these people?”

No one knows, except for the talented photographer looking to make a living. Heck, they may not know. So why are so many of us still using stock photography when a well-lit photograph of your actual customers or employees would fair far better? Hubspot has 13 hilarious examples of stock photography, but we think we can do better with tips on how to take better pictures all on your own.

Go Toward The Light
Smartphones are great for always being around when you need to take a picture, but terrible at long distances or in low light. If you’re going to use your iPhone/Windows Phone/Android to record an event, just make sure the light is on the subject and that you don’t use a flash unless absolutely necessary. We’ve been able to take quite a few usable pics this way.

Get A Little Bit Closer
Crowd shots seem great when taken, but during post processing they’re tough to use, improve or highlight anything worthwhile. The quality of lens, camera and photographer need to be pretty high to take high-quality shots from more than a few feet away, so get as close to your subjects as possible. Don’t worry about them being uncomfortable, we bet they’ll be more than happy to pose.

Editing photos is easy. Most photo programs offer automatic improvements, and more than that allow us amateurs to move sliders back and forth while we watch the photographer change colors. The seconds this takes per pic is worth it.

Cropping is good. Cropping makes your image’s subject look better. Cropping helps fool the world that you took the picture using the same smartphone everyone else has. Cropping, and editing, make it look like your images were carefully selected, not just thrown together.

If all else fails, there’s always CompFight. Be sure to read up on Creative Commons!

Does Reputation Management Matter DURING An Event?

Automotive Service to Sales...Seamlessness...Really

There’s no question reputation management is a top priority for most marketing departments. From monitored phrases to comment marketing, guiding what the market thinks of your company, service or product is an integral part of any good marketing plan.

But how far should your monitoring go? How quickly should a company be able to respond? Does everything warrant a response? Should event planners be exceptionally careful DURING events?

Answers to the above questions aren’t universal, nor should they be. Here are a few tips to make monitoring your reputation a little easier, hopefully a little cheaper and a little better.

How far should monitoring go?
Phrases like “Company X sucks” are easy to pick out from the sea of data, but if that statement is just a long-time customer letting off some steam, a non-customer ranting in public, or just someone having a bad day, does it warrant much action? One-time sentiments do not a problem make, so we suggest monitoring for patterns rather than single instances. You’ll be able to determine if problems are specific or widespread far easier this way.

How quickly should a company respond?
In a reasonable amount of time.
This immediately raises the question: what’s a reasonable amount of time? We think all problems should be acknowledged immediately, but then entered in a queue depending on severity.
Is the world about to end? Let’s get on that right away.
Has your workday grounded to a halt? Better get on that within the hour.
Is something non-essential broken? A business day or two won’t kill anyone.

Does everything warrant a response?
A response? Yes. Action? Nope. Some people just want to be heard and some issues aren’t fixable.

Should event planners worry about reputation management during events?
Of course they should, but not so much as it distracts or takes away from the event as a whole. If a client or clients are upset about long registration lines, we’d urge companies to fix the problem rather than worry about apologizing for it. Same thing goes for complaints about food, venues and other such sunk cost items. Fix what you can, acknowledge the rest, and make it work. Seldom do we see event planners blamed for problems, they’re rather blamed for poor reactions to such.

Do the right thing. You’ll save a lot.

How (Great) Events Are Like Video Games

There’s a reason adults still play video games, and it’s not just because they don’t want to grow up or they like spending time with their kids. It’s probably not because they don’t have other things to do, either. And although today’s immersive experiences are evolutionary leaps from early home consoles in the 1980s, not much has changed regarding gameplay.

The idea today is the same as it always has been:

1. Identify a goal
2. Gather supplies along the way
3. Learn how to accomplish that goal

Great events are set up the same way. Most goals involved something specific — industry knowledge, networking, business deals. The supplies we acquire are social skills, new product tips, and even shortcuts from experts. To use those supplies, there are opportunities to practice along the way — morning meetings, hallway conversations, and walkthroughs in your hotel room.

8-bit Basement

What if we started treating these obviously event similar tasks the same way we do video games? Why not create accomplishments that allow attendees to record progress, prizes/supplies from vendors as rewards, and information from colleagues and peers to show us best how to use what we’ve learned?

Add Badges To Badges On Lanyards
To event professionals, the idea of walking around with a lanyard and badge holder adorned with stickers, ribbons, and buttons may seem overkill, but if those extras are worn as pieces of pride, we can see how they’d be fun to show off. Think of scavenger hunts (question based), side-event attendance (breakout sessions, off-site meals), and vendor collaboration (say LoopLogic and Infusionsoft presenting on tracking viewer engagement over time through video).

Publish Online Leaderboards
There’s nothing better than showing off accomplishments to the world, especially if traveling the world isn’t required. Online leaderboards listing top achievers at conferences are a great way to get people asking about experiences, if they should attend, and exactly what those achievements stand for.

While treating events like video games sounds cheesy, we bet it’s a heckuva lot of fun and great advertising. What’s the ROI on that?