SURVIVAL KIT FOR A SUCCESSFUL HIGH VOLUME EVENT

STEVE FORE | AUGUST 2016

AGENDA

HOW TO EFFORTLESSLY PULL OFF A LARGE SCALE EVENT

IMPORTANCE OF A BACKUP PLAN

HOW TO USE REAL-TIME DATA TO OPTIMIZE AND GROW

WHY DID WE PICK THIS TOPIC?

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...To share a day in the life at Vendini

Every day is a high volume event

Constantly monitoring peeks – Load balancing to provide

consistent level of service

Little events won’t be effected by big events

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…To give you the tools to take on larger events

Small live music venue that takes on a festival

Two shows per month to two shows per day

Big name sure to sell out

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What constitutes a high volume event?

Not a fixed number – Means different things to different people

Tickets that immediately sell out – Ex: Hamilton

Large volume of transactions in a short time – Limited inventory but will go fast

Events with lots of volunteers or unusual variables

MO’ PEOPLE, MO’ PROBLEMS What’s significant about big venues/big events?

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Mo’ People, Mo’ ProblemsKeep back of the house, operations, and logistics top of mind

Seek out established ticketing partner with history of doing high volume events well

Have real needs for technology that supports this

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Mo’ People, Mo’ Problems

Utilize marketing to provide critical information to the masses

Carve out walk-up inventory in very specific ways

Seek sponsors

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Mo’ People, Mo’ Problems

Many people buying for others – Provide ways to get insight on +1s

and gifted attendees • Forms in check out options

Apply ticket limits for security

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How we handle high volume events

Handle thousands of transactions

Use 3rd party technical tools when necessary

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Keep community members in the loop

Establish safe and efficiententry into event

How will it impact the community?

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Expect the unexpected

Bathrooms

Custodians/Cleaners

Signage

Back up equipment

Personnel

Volunteers

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Expect the unexpected

Internet/Wifi connection

Onsite support

When to open doors

Strategize onsales

Marketing

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What are your fail-safes?

Crashing ticketing systems

Volunteer no shows and trainings

Weather

Storage

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Takeaways: KISSFewer seating/pricing options – Get people through the system

quickly

Concessions – One price or fewer options

Order extra alcohol – Running out of beer is bad for

everyone

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Make a realistic budget

Stay away from too much customization

Prepare for all questions

Takeaways: KISS

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We’re here to help!

THANKS!